DMS Table Setup

The table setup provides the document library on different tables (records). It is configured on the Table Setup FastTab in the DMS Content Type page. It controls the tagging of metadata during upload and the display of documents in Business Central.

The table setup consists of three further configurations:

Configuration Description
Metadata The configuration of the metadata controls the tagging of a file during upload. For more information, see DMS Metadata.
SharePoint Filter Controls the display of files in the DMS document box. It filters the metadata of the files based on the active record. For more information, see DMS SharePoint Filter.
Record Filter The record filter is not used to filter documents. It filters the records of the current table, causing the folder in the DMS Document Box to be displayed only when a valid filter condition is met. For a detailed description of the record filter, see DMS Record Filters

Creating a Table Setup

To create a new table setup, go to the Table ID column. There, you can directly enter the table ID or select a table from the table overview by choosing the ellipsis button. If you select or enter an ID, the Table Description will be automatically filled. Before maintaining further configurations, you can specify a folder formula in the table setup. The folder formula is used when uploading files. This creates folders in the SharePoint library using the COSMO Document Management System app. This function can also be used to create multiple levels of folders.

Important

SharePoint list threshold: SharePoint can only load 5,000 items in a view. This loading is also required when uploading files. Therefore, no more files can be uploaded if more than 5,000 items are contained in a view. Folders in SharePoint document libraries are a method to overcome the list threshold. For more information about the limitations of SharePoint Online, see Items in lists and libraries.

In the DMS Table Setup FastTab, the Folder Formula field enables the storage of files in a folder. Thereby, more than 5,000 files can be managed (especially uploaded) together with DMS. This is a formula field that can contain variables to be used as folder definition. Because this field is applied on the table setup configuration, all fields from the record can be used to create folders, as well as some system variables:

  • [MM] can be used for the current month (for example, 02 or 12).
  • [DD] can be used for the current day (for example, 01 or 27).
  • [YYYY] can be used for the current year (for example, 2018).
  • [No.] is an example to retrieve the information from the current No. field of the current record in the current table.
  • [Description] is an example to retrieve the information of the Description field.

Variables can also be added to more complex structures. [YYYY]/[MM] will create a folder 2025 and a subfolder 03 (for March) within. Values of the fields will be translated into valid URL path names by replacing the characters \/.?&%#{}~ with an underline (_). Before uploading the file, the existence of the folders is tested. Folders that do not exist will be created. Therefore, the user must have enough rights to create folders if necessary and upload a file into the folder.

The Document Box filters all the files, regardless of where they are stored in the SharePoint list's folder structure. All documents that apply the DMS Table Setup SharePoint filter will be displayed plainly under the content type inside the Document Box. When editing the metadata, the absolute file path on the top of the page displays the correct path to the file, including folders.

For more information about folder limitations see the following links:

After the folder formula has been maintained, the further configurations can be prepared. Please open the following chapters in succession: Metadata
SharePoint Filters
Record Filters

The Status field indicates the status of the table setup. The options are:

  • Open – Changes on Metadata or table filters are possible.
  • Released – Changes on Metadata or table filters are not possible. The Document Box shows only released table setups. During release, the configuration data are validated for plausibility and integrity, displaying any errors.

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