In the Field mappings dialog box, you can see the fields that belong to a Saperion definition so that you can decide which fields you want to map.
You can capture index values that you need for later archiving with a profile directly from the Office document. The Field mappings dialog box allows you to define which values should be read from the Office document and to which field of the database definition it should be written. You can also archive without using field mapping, but you must subsequently fill out all the fields in the index form by hand.
To configure the field mapping, you select source type and source field. Double-clicking a field opens the selection options. Which source types and source fields are available depend on the Office application you use.
To define the kind of the index criterion, you use the source type. The following source types are available.
- Const. Allows you to enter a constant value as index criterion in the source field, such as letter document type.
- Field. Enables you to specify parts of the document as index criteria in the source field.
- Property. Allows you to specify document properties, such as author, creation date, or file location, as index criteria. In the Field selection field, the system displays the properties you can select.
- Special. Enables you to include fields that are not part of the document, such as counters.
In the source field, you specify the actual value of the index criterion. The system displays different fields depending on the source type and Office application.
- Excel. You can specify the contents of individual or several cells. You choose the cells which content should be used for indexing. You can also specify several cells separated by semicolons that are then also transferred to the index field, separated by semicolons as well. You can also specify cells from other worksheets. You need to indicate the values in the form WorksheetX!Cell. When you define several cells after specifying the worksheet, the values are indexed separated by semicolons.
- Word. You can choose from a number of fields. You can also specify text from document property fields and from Word bookmarks.
- PowerPoint. You can select a field or enter constant values.
- Outlook. You can choose among the fields displayed or enter constant values.
If you want to fill a full text field with the contents of the Office document, you must assign the Fulltext property.
In the three columns on the right, you can define for what event the field mapping applies,,for archival, revision, or attaching. You have the possibility to combine these events. In the Office applications, you can also define fields that are not in the Saperion DDC. Fields created in this manner are non-persistent variables that can be further processed. You can enter a name by clicking Add.
You can start a workflow process directly from the Office Integration. To do this, you must create a mapped Saperion field SysDocFlow of the source type Const. Enter a special workflow process in Source Field. By entering an asterisk symbol, the system opens the dialog box for selecting workflow processes.