Create Custom Fields For Users

Custom fields for users allow information to be used in the workflow or a metafile. A variable with the same name is created for each user-defined field, see also Variables. Variable names must be unique (must also not overlap with variable names of other ranges).

The contents of user-defined fields can be imported, see User Import.

How to create and use user-defined fields:

To open the web administration, enter http://<hostname>/webadmin in the web browser (where hostname corresponds to the server on which IQ4docs WebAdmin was installed). In a client environment, enter the URL that you received from the client administrator (for example, http://server/webadmin/#/cf992178-4bd6-431c-b815-b9d734d0ded3). If you are not already logged in, log in with a user that has administrator rights (login and password) or as the IQ4docs system administrator (administrator with password admin by default).

In the web administration, click Users > User Defined Fields in the menu.

Click the Create User Defined Field button. Then select the desired field type.

A text field is an input field that appears in the detail view of the data record and can be filled there with a value.

Field Description
Field name This is the technical name of the field and also the variable name. With the field name Additional Field, the variable call would be %Additional Field%. The field name is not visible in the dialog. Field names must be unique.

The name of the variable must not contain special characters. Allowed are small and capital letters (no umlauts or similar), numbers and the dot ".".
If the variable name is used in several places, all places can influence the variable value.
Display name The display name is the field identifier, i.e. the text that is located in front of the input field.
Default value You can set a default value in this field. The default value does not overwrite existing values (that is, if this field is already filled). It is only used when the field is empty (e.g. when a new data record is created). If you change the default value, it will be entered for all records where the user-defined field is empty.

If you now want to use the contents of a user-defined field, use the field's variable.

  • Example of output as a file name: Your field has the field name identifier. In the file name at the scan destination, enter something like %Identifier%_Document_%DATETIME%. For example, if the Identifier field contains GR4711, the file name is GR4711_Document_20171117105835.
  • You can also influence the path of a workflow if you use these variable names in a decision module; see The Decision Module.