1. Data Management
  2. Connectivity Studio
  3. Design
  4. Set up documents
  5. Set up external documents - File based

Manage document record setup - External documents

You have several options to manage the document record setup for external file-based documents.

You can:
  • Change the sequence of the records.
  • View where a record is used.
  • Validate the record setup.


Application Consultant Application Consultant Start Start Define record sequence Define record sequence You can organize the business document records in these ways: Define a parent-child relation with another record to define the record structure.Change the sequence of the records.You can only change the sequence of records if these are on the same level in the record structure. So, for example:If you move a parent record, you cannot move it to a position below its child records. The child records stay as child records and are moved as well.You can change the sequence of child records with the same parent. Procedure 1. Click Connectivity studio Integration Design. 2. Click the Documents tab. 3. In the list, find and select the desired document. 4. Click Edit. 5. Sub-task: Change sequence. 6. In the Record section, in the list, find and select the desired record. 7. Click Move down. 8. In the Record section, in the list, find and select the desired record. 9. Click Move up. 10. Sub-task: Define or change parent. 11. In the Record section, in the list, find and select the desired record. 12. In the Parent record field, enter or select a value. 13. Close the page. View where document record is used View where document record is used Sometimes, if you want to clean-up your document setup, you cannot delete an element. In such a case, you can view where the element is used in the connectivity setup.You can do so for a:DocumentDocument recordDocument record field Procedure 1. Click Connectivity studio Integration Design. 2. Click the Documents tab. 3. In the list, find and select the desired document. 4. Click Edit. 5. Sub-task: View where the document is used. 6. On the ActionPane, on the Deploy tab, click Where-used. 7. Close the page. 8. Sub-task: View where a document record is used. 9. In the Record section, in the list, find and select the desired record. 10. In the Record section, click Where-used. 11. Close the page. 12. Sub-task: View where a document record field is used. 13. In the Record section, in the list, find and select the desired record. 14. On the Fields tab, in the list, find and select the desired field. 15. On the Fields tab, click Where-used. 16. Close the page. 17. Close the page. Notes For an ODBC document, you can have fields defined that are not used in the connectivity setup, but that are required for the Database connection. Validate setup

Validate connectivity setup

If you open a form or save (changes to) the setup of a key element in Connectivity studio, the setup is validated automatically. If errors are found in the setup, an error icon   is shown. You can click the icon to show the related error messages.

You can also manually start an automated test to check for errors in the setup. As a result, the found errors are shown. Also, the error icons are shown where applicable.
When errors are found, you can try to fix these errors automatically.
You can check and auto-fix errors for these key elements in Connectivity studio:
Key element Check
Projects When automatically checked, only the project setup is checked, and not the related setup like messages and connectors. When started manually, the full project setup is checked.
Documents The document setup is checked, including the document records setup.
Document records Only the document records setup is checked.
Messages The message setup is checked, including the data synchronization setup and message mapping.
Message - Data synchronization setup Only the data synchronization setup is checked.
Message mapping Only the message mapping is checked.
Message business events A check is done if a business event is created for the message business event. Also, a check is done if the target fields and source fields match with the related document setup.
Connectors Only the connector setup is checked.
Web services The web service setup is checked, including the data synchronization setup.
Web service - Data synchronization setup Only the data synchronization setup is checked.

In this flow, in the activity steps, as an example, the validation is done for documents.

 End End

Activities

Name Responsible Description

Define record sequence

Application Consultant

You can organize the business document records in these ways:

  • Define a parent-child relation with another record to define the record structure.
  • Change the sequence of the records.
You can only change the sequence of records if these are on the same level in the record structure. So, for example:
  • If you move a parent record, you cannot move it to a position below its child records. The child records stay as child records and are moved as well.
  • You can change the sequence of child records with the same parent.

View where document record is used

Application Consultant
Sometimes, if you want to clean-up your document setup, you cannot delete an element. In such a case, you can view where the element is used in the connectivity setup.
You can do so for a:
  • Document
  • Document record
  • Document record field

Validate setup

Application Consultant

If you open a form or save (changes to) the setup of a key element in Connectivity studio, the setup is validated automatically. If errors are found in the setup, an error icon   is shown. You can click the icon to show the related error messages.

You can also manually start an automated test to check for errors in the setup. As a result, the found errors are shown. Also, the error icons are shown where applicable.
When errors are found, you can try to fix these errors automatically.
You can check and auto-fix errors for these key elements in Connectivity studio:
Key element Check
Projects When automatically checked, only the project setup is checked, and not the related setup like messages and connectors. When started manually, the full project setup is checked.
Documents The document setup is checked, including the document records setup.
Document records Only the document records setup is checked.
Messages The message setup is checked, including the data synchronization setup and message mapping.
Message - Data synchronization setup Only the data synchronization setup is checked.
Message mapping Only the message mapping is checked.
Message business events A check is done if a business event is created for the message business event. Also, a check is done if the target fields and source fields match with the related document setup.
Connectors Only the connector setup is checked.
Web services The web service setup is checked, including the data synchronization setup.
Web service - Data synchronization setup Only the data synchronization setup is checked.

In this flow, in the activity steps, as an example, the validation is done for documents.

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