DMS Lookups
DMS Lookups provide a way to use data from other Business Central tables for tagging a file. The configuration of the DMS Lookups is done in the central DMS Lookups list. Choose the 
icon, enter DMS Lookups, and then choose the related link.
Configuration Overview
The configuration stores the most important information for the lookup process. Depending on the configuration, different functions are available for use. The following configuration columns are available:
| Configuration Column | Description |
|---|---|
| Code | Specifies a unique identifier for the lookup; maximum 20 characters. This code should receive a meaningful name, as this value is used in the configuration of the DMS metadata. |
| Description | Specifies a description for the code that can be stored. |
| Table ID | Specifies the table number from which a value for tagging should be searched. |
| Table Name | Displays the name of the table number from which the value should be searched. This field cannot be edited and is automatically filled. |
| Page ID | Specifies the page number that will be opened when using the lookup in the document metadata dialog. The source table of the page must match the lookup table to avoid errors. |
| Page Label | Displays the name from which the page number looks up the value. This field cannot be edited and is automatically filled. |
| Update All Fields | Specifies that all metadata fields with the same lookup code in the document metadata dialog will be updated. |
| Lookup Only | The field value can only be changed through lookup. The value cannot be edited by keyboard input. |
| Action | The action controls the procedure when looking up through the app. |
Configuration Scenarios
In the context of using the Lookup value class in the DMS metadata, there are three possible configuration scenarios.
Simple Lookup
The simple lookup is done without user interaction. In the DMS lookups, only the most important information is maintained. This information is shown in the following table, including example values:
| Configuration Column | Description | Example |
|---|---|---|
| Code | The code should be written in English. The code often corresponds to the name of the table. | Contact |
| Table ID | Specify the table number from which a value for tagging should be searched. This value is required. | 5050 |
| Page ID | The page ID is omitted because there is no user selection here. | (empty) |
| Update All Fields | This function is required to execute the update and will be activated. | Yes |
| Lookup Only | The Lookup Only column is omitted because there is no user selection here. | No |
| Action | The First Record action should be used. This way, the app uses the first value it finds during the lookup process. The accuracy of the search filter is very important. | First Record |
This scenario is used very frequently in the standard configuration.
Lookup with a Page
The lookup with a page can be used by a user in the metadata dialog when uploading a file. The user can add information from another table in Business Central that is not related to the current table.
A possible use case could be the assignment of documents from the order process to an item. A Purchase Order (Purchase Header) has no relationship to the Item table. Now the item number should be tagged on the uploaded document so that the document is displayed on the items. The setup is done using the Lookup value class in the DMS metadata. However, a special DMS lookup is required. This can be provided through the following configuration in the DMS Lookups list:
| Configuration Column | Description | Example |
|---|---|---|
| Code | The code should be written in English. The code often corresponds to the name of the table and also to a task. | Item-Page |
| Description | The description should indicate that this is a call of the item page. It can be derived from the code. | Item Page |
| Table ID | Only the item table is stored here, so that there is a correct reference between the page and the table. | 27 |
| Page ID | The page ID defines on which page users can select the information. This information can be obtained through page inspection. | 31 |
| Update All Fields | This function is optional, as the focus is on one column. However, it should be activated, as this configuration can then also be used for the linked lookup. | Yes |
| Lookup Only | This value is optional if you want to prevent users from entering it manually in this scenario. | No |
| Action | In the use case, it is recommended to set the action to No Record so that when opening the metadata dialog, no incorrect value is pre-filtered in the field. | No Record |
This scenario provides very good support when it comes to indexing/tagging information from an unconnected table.
Linked Lookup
The linked lookup offers the possibility to save multiple pieces of information from an unconnected table as tags when uploading a file.
The configuration of the DMS lookup is similar to the Lookup with a Page scenario. Therefore, we expand the above mentioned use case. In addition to the item number, the item description and the item search term should be tagged. However, the user should only select the item number once.
The setup is done using the Lookup value class in the DMS metadata. There is a special feature in the configuration which is described after the configuration of the DMS lookup. This can be provided through the following configuration in the DMS Lookups list:
| Configuration Column | Description | Example |
|---|---|---|
| Code | The code should be written in English. The code often corresponds to the name of the table and also to a task. | Item-Page |
| Description | The description should indicate that this is a call to the Item Page. It can be derived from the code. | Item Page |
| Table ID | Only the item table is stored here, so that there is a correct reference between the page and the table. | 27 |
| Page ID | The page ID defines on which page users can select the information. This information can be obtained through page inspection. | 31 |
| Update All Fields | This function is required, as the focus is on multiple columns. | Yes |
| Lookup Only | This value is optional if you want to prevent users from entering it manually in this scenario. | No |
| Action | In the use case, it is recommended to set the action to No Record so that when opening the metadata dialog, no incorrect value is pre-filtered in the field. | No Record |
Pointe
When setting up this scenario in the DMS metadata, all columns, except for the item number, should be read-only. This way, users can only search for the data on the page using the item number.
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