DMS Table Setup

The table setup splits the content type settings to different tables (records) and is configured on the Table Setup FastTab in the DMS Content Type page. It defines for which records (table number and Microsoft Dynamics 365 Business Central table filter) the content type should be visible in the Document Box. Different metadata (see DMS Metadata) and different table filters (see DMS Record Filters and DMS Sharepoint Filters) can be defined for each table setup. Additionally, the table setup holds a release status certification for plausibility and integrity. Only released table setup will be displayed in the Document Box.

Folders for Libraries

If there are more than 5,000 elements in a SharePoint list, the filtered fields must be managed by indexed columns. Document libraries are technically lists, with a document field to store the files. Managing the indexed columns is fine, but can still create problems with the file upload using the Representational State Transfer (REST) service, which DMS is using. A way to avoid the limitation is to upload files into folders. Each folder can again contain 5,000 elements, and so on. However, since a folder is an element, there should only be a maximum of 5,000 folders inside a folder, again.

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 2018 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:

Note

No column indexing was done when the current LibrarySet 2.0.1 was created. Therefore, users must manage the column indexing of the filtered fields themselves, or the folder structure will not be visible. Column indexing must be completed before the limit is reached; later adjustments are not possible.

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.

Example - Create a Linked Lookup

This example explains how to create a linked lookup of a customer name to a customer number when uploading a new document.

To set the customer name to the metadata definition dialog when using the lookup for the customer number during upload:

Define a metadata field to send the contact number to (SharePoint field name = CCDMS_Contact_No) and set the fields to Value Class = Field, Value Field = 5052.
Define a metadata field to send the contact name to and set the fields to Value Class = Lookup, Editable = false, Lookup Code = CONTACT, Value Field = 2, Field Name = CCDMS_Customer_Name.

DMS Lookups

The DMS Lookups page lists all metadata fields / lookup values. Choose the Lightbulb that opens the Tell Me feature icon, enter DMS Lookups, and then choose the related link.

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