Manage document record setup - External documents

You have several options to manage the document record setup for external file-based documents.

You can:

Change the sequence of the records.
View where a record is used.
Validate the record setup.

Activities

Name

Responsible

Description

Define record sequence and structure

Application Consultant

You can organize the business document records in these ways:

Define a parent-child relation with another record to define the record structure.
Change the sequence of the records.

You can only change the sequence of records if these are on the same level in the record structure. So, for example:

If you move a parent record, you cannot move it to a position below its child records. The child records stay as child records and are moved as well.
You can change the sequence of child records with the same parent.

View where-used

Application Consultant

Sometimes, if you want to clean-up your document setup, you cannot delete an element. In such a case, you can view where the element is used in the connectivity setup.

You can do so for a:

Document
Document record
Document record field

Validate connectivity setup

Application Consultant

If you open a form or save (changes to) the setup of a key element in Connectivity studio, the setup is validated automatically. If errors are found in the setup, an error icon is shown. You can click the icon to show the related error messages.

You can also manually start an automated test to check for errors in the setup. As a result, the found errors are shown. Also, the error icons are shown where applicable.

When errors are found, you can try to fix these errors automatically.

You can check and auto-fix errors for these key elements in Connectivity studio:

Key element	Check
Projects	When automatically checked, only the project setup is checked, and not the related setup like messages and connectors. When started manually, the full project setup is checked.
Documents	The document setup is checked, including the document records setup.
Document records	Only the document records setup is checked.
Messages	The message setup is checked, including the data synchronization setup and message mapping.
Message - Data synchronization setup	Only the data synchronization setup is checked.
Message mapping	Only the message mapping is checked.
Message business events	A check is done if a business event is created for the message business event. Also, a check is done if the target fields and source fields match with the related document setup.
Connectors	Only the connector setup is checked.
Web services	The web service setup is checked, including the data synchronization setup.
Web service - Data synchronization setup	Only the data synchronization setup is checked.

In this flow, in the activity steps, as an example, the validation is done for documents.

Activities

Name

Responsible

Description

Define record sequence and structure

Application Consultant

You can organize the business document records in these ways:

Define a parent-child relation with another record to define the record structure.
Change the sequence of the records.

You can only change the sequence of records if these are on the same level in the record structure. So, for example:

If you move a parent record, you cannot move it to a position below its child records. The child records stay as child records and are moved as well.
You can change the sequence of child records with the same parent.

View where-used

Application Consultant

Sometimes, if you want to clean-up your document setup, you cannot delete an element. In such a case, you can view where the element is used in the connectivity setup.

You can do so for a:

Document
Document record
Document record field

Validate connectivity setup

Application Consultant

You can also manually start an automated test to check for errors in the setup. As a result, the found errors are shown. Also, the error icons are shown where applicable.

When errors are found, you can try to fix these errors automatically.

You can check and auto-fix errors for these key elements in Connectivity studio:

Key element	Check
Projects	When automatically checked, only the project setup is checked, and not the related setup like messages and connectors. When started manually, the full project setup is checked.
Documents	The document setup is checked, including the document records setup.
Document records	Only the document records setup is checked.
Messages	The message setup is checked, including the data synchronization setup and message mapping.
Message - Data synchronization setup	Only the data synchronization setup is checked.
Message mapping	Only the message mapping is checked.
Message business events	A check is done if a business event is created for the message business event. Also, a check is done if the target fields and source fields match with the related document setup.
Connectors	Only the connector setup is checked.
Web services	The web service setup is checked, including the data synchronization setup.
Web service - Data synchronization setup	Only the data synchronization setup is checked.

In this flow, in the activity steps, as an example, the validation is done for documents.