Creating Additional Fields

1. From the Manage menu, select Additional Fields.

   Alternatively, select New from the Home ribbon, select the Other tab and select the Additional Field icon.

   The list of currently set up Field Definitions appears.

2. Right-click and select New Additional Field.

   The Select Additional Field Type dialogue box appears for you to select the format type of the field:

3. Format - select the type of field you want to create:
   • String - see String Additional Fields
   • Number - see Number Additional Fields
   • Boolean - see Boolean Additional Fields
   • Date - see Date and time Additional Fields
   • Date and Time - see Date and time Additional Fields
   • Decimal - see Decimal Additional Fields
   • Text - see Text Additional Fields
   • Currency - see Currency Additional Fields
   • Classification - see Classification Additional Fields
   • Location - see Location Additional Fields
   • Lookup Item - see Lookup Item Additional Fields
   • Record - see Record Additional Fields
   • Schedule - see Schedule Additional Fields
   • Thesaurus Terms - see Thesaurus Additional Fields
   • Large Number - see Large Number Additional Fields
   • XML String - see XML string Additional Fields
   • Geography - see Geography Additional Fields
4. Click Next.

   This will open the New Additional Field - <field type> Field dialogue box with options specific to that format.

   You can set up or change any of the field captions and other details for Additional Fields within this tab.

   This enables you to configure captions to match your organisation's terminology.

   • The following fields are common to all field types:
     • Name - enter the field name to display. This field is limited to 50 characters.
     • Icon - you can select an icon to associate with the Additional Field
     • Abbreviation - enter the field name abbreviation or acronym. This field is limited to 10 characters.
     • Search Clause Name - enter the field name that will display in the Search By field.

     NOTE: rules governing the use of Search Clause Name:

     • cannot contain any spaces or other "special" characters, only letters and numbers.
     • must be unique across all Search Clause Names for user fields.
     • cannot be the same as one of the Search Clause Names that apply already to in-built search methods in Content Manager, e.g. cannot use registeredOn, etc.
     • SAP KeySet Field - only for use with the Content Manager SAP integration; available for: String, Number, Boolean, Date, Date and Time, Decimal, Text, Currency, Large Number types. This option allow customers to specify a Key value used in DocumentKeysSet. When DocumentKeysSet is called the value associated with each key will be stored against the User Defined Field with the corresponding Key. This will allow customers to modify the remote function Z_KGSKEYEXPORT to pass additional information to Content Manager to be stored against these User Defined Fields. See SAP Integration for information on the SAP Feature.
     • Allow value to be updated for destroyed records - select this option to allow for the modification of this Additional Field after the disposition of the record has been set to Destroyed.
     • Include in the metadata schema when indexing records - select for Content Manager to index the value of this Additional Field as metadata using Content Indexing. As the value changes, Content Manager keeps the index up-to-date.
       

     NOTE: This option only takes effect if the "Use content indexes where possible" option is selected under "Use content search engine for record search clauses" on the Search dialog - Search Options tab. If selected, then this option will cause the Content Manager search optimiser to prioritise either Elasticsearch or IDOL (depending on which content index is installed) when searching on this additional field.

     • This field is configured as part of the IDOL text group - select to use the IDOL "text" parameter option for this field, rather than the default "fieldtext" parameter. See CM23.4_IDOL_DCI_Install_Config.pdf for more information on configuring additional fields for use with IDOL.
       
       To search additional fields using content indexes for the OEM installation of IDOL, additional configuration steps are required:
       1. Edit TRIM Content Service 1.cfg file and add */TS_<enter the Additional Field's name> to the [SetIndexFields] section.
       2. Restart TRIM Content Service 1.cfg service.
       3. Create a few new records using the Record Type with Additional Field text values. New Additional Fields should be indexed in IDOL.
       

   The dialogue box also displays other fields, depending on the field type you selected.

5. If the custom property is of a String type, click Next to display the Validation tab (see String Additional Fields), if not, the Applies to tab will be displayed (see Applies To tab.).
6. On the Notes tab to write notes about the Additional Field, for example its scope or use.
7. Apply the required access controls on the Access Controls tab.
8. Click Finish to save your new field.

Related information