Screen designer

By default, the operator screens show every field of a document class in the order you set on the Document classes & fields tab. That is fine for simple setups. When a step should only ask for some fields, or a long form needs structure, use the screen designer.

You design one form per workflow step and document class. For example, an "Index – header" step can show the header fields of an invoice, and an "Index – line items" step only the line items table.

Which steps can have a designed form

The Design screens button appears on these steps of the workflow:

• Index / Validate
• Double-key verify
• Correction
• Classification

A number on the button shows how many forms that step has.

Open the screen designer

1. Open the Batch Setup and go to the Workflow tab. Create a draft first if the version is released.
2. Click Design screens on the step.
3. At the top, check the Workflow step and choose the Document class.

The left panel, Fields of class, lists the fields that are not yet on the form. The main area shows the form.

Default form or designed form

When a step has no design, you see the message "No form designed: this step shows every field of the class, as by default."

Once you design a form, a step with a design only asks for the fields on it. Fields not on the form are not shown in that step. This lets you split work between steps and keeps each screen short.

To go back to the default, click Use the default form.

Design a form

1. Click Start from all fields to put every field on the form, or Add section to start empty.
2. For each section, type a Section title (optional) and choose Columns: 1 to 4.
3. Add fields: click + next to a field on the left, or drag it into a section.
4. Drag fields within and between sections to change their order.
5. Set each field's options (see below).
6. Use the arrows on a section to move it up or down, and the bin to remove it.
7. Click Save form.

Field options on the form

To take a field off the form, click its ×.

Tip: Use a four-column section for short values such as dates, amounts and codes, and a one-column section for long text and tables.

Buttons that run scripts

A form can have buttons that run a script. For example, a button can copy the supplier to the batch fields, add a delivery charge line, and then complete the document.

1. In a section, click Add button.
2. Type the Button text.
3. Under Runs, choose a Click script. Scripts that run on the server are marked (server).
4. No script yet? Click New script to create one, or Edit script to change the chosen one.
5. Set Columns to decide how wide the button is.
6. Click Save form.

A button runs a Document · Click event script of the same document class. The script can change fields with set, batch fields with setBatch and table rows with setTables, show messages, mark errors, move the cursor, and then complete the document, go to the next or previous one, save and close, or release the batch with action.

return { setBatch: { Reference: fields.Supplier }, action: 'complete' };

DocView refuses to save a button without text, or a button that names a Click script that does not exist. See Events and scripts for everything a Click script can do.

Batch fields on the form

Batch fields are listed with the document's fields as Batch: …. When a step has a designed form, batch fields show in that step only where you place them on the form; batch fields you leave off are not shown. A step without a designed form shows every batch field below the form, as before.

Lookup buttons

A lookup button opens a list of rows from a lookup, such as your suppliers or an address list, for the operator to search and pick from. The row they pick fills the fields you choose.

1. In a section, click Add lookup button.

2. Type the Button text, for example Find supplier or Find address.

3. Under Lookup, choose the lookup. Its columns are added to the list, each filling the field of the same name when there is one. Load columns adds columns that are not in the list yet. If the columns cannot be read (a query that needs a value), click Add column and type their names.

4. For each column set:

   Setting	What it does
   Lookup column	The column of the lookup's rows.
   Heading	The heading the operator sees. Empty: the column name.
   Fills field	The chosen row's value of this column goes into this field.
   Search from field	When the list opens, this field's value is already in the column's search box, for example the Postcode field for the Postcode column.
   Shown	Untick to hide the column. A hidden column can still fill a field or search from one.

   Use the arrows to put the columns in the order the operator should see them.

5. Leave Search at once ticked so the list searches as soon as it opens when a field gave it something to search for. The operator then only has to pick the row.

6. Set Columns to decide how wide the button is, then click Save form.

Example — address by postcode. An Addresses lookup returns Postcode, Line1, Line2 and Town. Set Postcode to search from the Postcode field and fill it, and Line1, Line2 and Town to fill the address fields. When the operator has typed the postcode and clicks Find address, the list already shows the addresses at that postcode. They choose one and the address fields are filled.

How the search works:

• Each column has its own search box; a row must contain what is typed in every box. Case and spaces do not matter, so sw1a1aa finds SW1A 1AA.
• The box above the table searches every column.
• A Master data list lookup shows its rows straight away, up to 200 at a time; narrow the search to see others.
• Any other lookup runs its query with the text of the top box, or else the first column search, as @value. The column searches are also available as @ColumnName, and the document's fields as @FieldName. For example: SELECT Postcode, Line1, Town FROM Addresses WHERE REPLACE(Postcode, ' ', '') = REPLACE(@value, ' ', '').

Scripts panel

Click Scripts at the top of the designer to edit the document, field and button (Click) scripts of this document class without leaving the designer. A number shows how many there are. Saving the form saves these scripts too. Batch scripts stay on the Events tab.

Checks when you save

DocView checks the form when you save. It refuses a form that:

• uses a field the document class does not have,
• has the same field on it twice,
• has a section with fewer than 1 or more than 4 columns, or a field spanning more columns than its section has,
• has a lookup button without a lookup, without a shown column, with a column listed twice, or filling or searching from a field the class does not have, or filling one field from two columns.

Examples

Split header and line items between two operators

1. In the workflow, add two Index steps: "Index – header" and "Index – line items".
2. Design "Index – header" with the header fields in a three-column section.
3. Design "Index – line items" with only the line items table.
4. Each step has its own queue, so different teams can work on each.

Note: Which values a Correction step asks for is set on the step itself, under Fields to correct on the Workflow tab.

Designs made by an import

An import from Kofax Capture turns the Kofax validation forms into designs of the steps Validation 1, Validation 2 and Validation 3:

• Each tab of the Kofax form becomes a section. A tab called "Hidden" is left out.
• Fields stay in the same rows, and read-only fields stay read-only.
• The Input width of each field comes from the size of its box on the Kofax form.
• Only forms designed in Kofax are imported. Forms a class inherits from another are skipped.

Buttons and free text labels are not added to the design. The import report lists them. Reject and Rescan are commands of the Index screen already. For other buttons, add a button with a Click script (see Buttons that run scripts).

You can change an imported design like any other.

Related pages

• Workflow: add steps and give them names.
• Fields and extraction: the fields and their own labels and input widths.
• Index / Validate: what operators see.