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9.7. Using Global Fields

Global fields allow an eForm or Document Package administrator to configure a specific group of fields at the same time.

Proceed to one of the following sections below for more information:

About Global Fields

This feature is used by adding a specific suffix to certain field names in your source document (known as a pattern). This pattern is then used by a global field to locate the fields in your form that will be updated, based on the field attributes defined within the global field itself. In short, you can easily apply changes to multiple fields without having to update each field individually.

For example, you could add a pattern to all of the date fields in your source document. Then, a global field could use this pattern to locate the date fields, and push any updated attributes (defined in the global field itself) to each of the individual date fields with minimal effort.

Note: An example of global field usage, used to update specific date fields in a form, is described at the end of this topic.

Creating a Global Field

Global fields are created using the Global Fields dialog box. During the creation process, you both define settings for the global field (including the pattern that it will use to locate the fields it will update) and attributes. These attributes are then "pushed" to the individual fields that are updated by the global field when it is applied.

  1. On the LincDoc toolbar, click the admin button, and select global fields from the menu that appears.
    The Global Fields dialog box appears.
  2. Click the add button.

    A new entry is added to the global fields list on the left side of the dialog box.
  3. Click the NEW entry to select it.
    Various attributes appear on the right side of the dialog box.
  4. In the Name text box, change the default NEW entry to a name that describes the group of fields that will be affected by this global field.
    This entry will appear in the list on the left side of the dialog box, and is the name of the global field itself.
  5. In the Pattern text box, specify the pattern that will be used to identify the fields affected by this global field. Remember, all standard form fields that you want affected by this global field need to use this pattern in their field names (within the source document).
  6. In the Section text box, specify a section into which all affected fields (fields that use the global field's pattern) will be placed. This setting is optional. If you want your fields to remain in their current sections, simply leave this text box blank.
  7. Edit the field attributes, as desired. These attributes will be used by all fields that match the pattern defined above, when you apply this global field.
    For more information on these attributes, see Defining Field Attributes.
  8. Click the save button.
  9. Click OK to acknowledge the action.
  10. Proceed to Applying Global Fields below.

Editing Global Field Settings

You can edit the Name, Pattern, or Section settings of a global field at any time. However, there may be implications, as described in the following procedure.

  1. On the LincDoc toolbar, click the admin button, and select global fields from the menu that appears.
    The Global Fields dialog box appears.
  2. From the global fields list, click the global field whose settings you want to edit.

    The fields settings and attributes appear on the right side of the dialog box.
  3. Edit the following attributes, as desired:
    • Name. This setting is only used in the global fields list on the left side of the Global Fields dialog box, so you can change it at any time without impacting the affected form fields.
    • Pattern. This setting should be changed with care. Unless you have updated all of the affected fields' names in your source document, changing this setting could cause the global field to not work properly.
    • Section. This setting can be changed, if you'd like to update the section where all affected fields are stored. The old section, if one was specified, will still be present on the Fields/Sections tab. You can delete it manually, if desired.
  4. When you are satisfied with the setting changes, click save.
  5. Click OK to acknowledge the action.
  6. Apply the global field.

Editing Global Field Attributes

You can edit the attributes of a global field (the attributes that are "pushed" to the affected, individual  form fields) at any time.

  1. On the LincDoc toolbar, click the admin button, and select global fields from the menu that appears.
    The Global Fields dialog box appears.
  2. From the global fields list, click the global field whose attributes you want to edit.

    The fields settings and attributes appear on the right side of the dialog box.
  3. Edit the field attributes, as desired. Remember, these attributes will be used by all fields that match the pattern defined above, once you apply this global field.
    For more information on these attributes, see Defining Field Attributes.
  4. When you are satisfied with the attribute changes, click save.
  5. Click OK to acknowledge the action.
  6. Apply the global field.

Applying Global Fields

After global fields have been created or edited, you can either apply them to all affected fields or only to fields that have been recently added to your eForm or Document Package (since the last time the global field was applied).

Important: Changing the attributes of an existing global field has no effect on any field that was previously updated using that global field. The only time global field settings are applied is when the apply global fields button is used, as described below.

Applying All Global Fields

You can apply global fields to all affected fields (fields that use the pattern defined in the selected global field).

  1. Verify that you have set all desired global field attributes.
  2. Open the eForm or Document Package whose fields you want to update.
  3. Click the Fields/Sections tab.
  4. On the toolbar at the top of the tab, click the apply global fields button.

    The Auto Field Setup dialog box appears.
  5. Click the all fields option.
  6. Click apply.
    The affected fields are updated, based on the current attributes defined within the global fields themselves.

Applying Only New Global Fields

You can apply global fields only to newly added fields that use the pattern defined in the selected global field. New fields arise when you have an existing eForm or Document Package and its source document is modified, with one or more fields being added.

  1. Save and upload your source document.
  2. Verify that you have set all desired global fields attributes.
  3. Click the Fields/Sections tab.
  4. On the toolbar at the top of the tab, click the reparse button.
    Any new fields added to your source document will appear in the OTHER section on the left side of the Fields/Sections tab.
  5. On the toolbar at the top of the tab, click the apply global fields button.

    The Auto Field Setup dialog box appears.
  6. Click the new fields option.
  7. Click apply.
    Only the affected new fields are updated, based on the current attributes defined within the global fields themselves.

Exporting and Importing Global Fields

You can import global fields that have been exported from another instance of LincDoc or from a different client ID within the current instance of LincDoc. This option allows you to share global forms easily and efficiently, if needed.

  1. Open the instance of LincDoc that contains the global fields you want to export.
  2. On the LincDoc toolbar, click the admin button, and select global fields from the menu that appears.
    The Global Fields dialog box appears.
  3. On the dialog box's toolbar, click the export button.

    An XML file containing all of the defined global fields is created and downloaded to your local system.

    By default, this file is named GlobalFields-<your_client_ID>.xml.

    Note: The exact method of downloading will vary based on the browser you are using.

  4. Perform one of the following actions, based on your needs:
    • Copy the XML file to a computer running the instance of LincDoc into which you want to import the global fields.
    • Change to the client ID into which you want to import the global fields.
  5. If necessary, start LincDoc.
  6. On the LincDoc toolbar, click the admin button, and select global fields from the menu that appears.
    The Global Fields dialog box appears.
  7. On the dialog box's toolbar, click the import button.

    The Import Global Fields dialog box appears.
  8. Click Browse.
  9. Navigate to the location of the XML file you exported earlier in this procedure.
  10. Click the XML file to select it, and click Open.
    You are returned to the Import Global Fields dialog box, and the selected field is displayed.
  11. Click Upload.
    The imported global fields appear in the global fields list on the left side of the Global Fields dialog box.
  12. If necessary, edit the imported global fields.
  13. Click save.
  14. Click OK to acknowledge the action.

Importing Fields from an eForm or Document Package

You can copy defined fields from an existing eForm or Document Package, adding them to the currently open eForm or Document Package for use as global fields, using the import from Document Package button on the Global Field dialog box's toolbar.

  1. Verify that the eForm of Document Package into which you want to import the fields is open (appears on the Form Selection drop-down list).
  2. On the LincDoc toolbar, click the admin button, and select global fields from the menu that appears.
    The Global Fields dialog box appears.
  3. On the dialog box's toolbar, click the import from Document Package button.
    A list of eForms and Document Packages appears.
  4. Select the eForm or Document Package that contains the global fields you want to import.
    The Select the fields dialog box appears, listing all of the fields in the selected eForm or Document Package.
  5. Using the check marks on the left side of the dialog box, select the fields you want to import and use as global fields.
  6. Click select.
    The fields you chose appear in the global fields list on the Global Fields dialog box.
  7. Configure the newly added fields.

Deleting a Global Field

You can delete a global field at any time via the Global Fields dialog box.

  1. On the LincDoc toolbar, click the admin button, and select global fields from the menu that appears.
    The Global Fields dialog box appears.
  2. Click the global field that you want to delete. The field is highlighted.
  3. Click the delete button that appears.

    The global field is removed.
  4. Click save.
  5. Click OK to acknowledge the action.

Example: Using a Global Field to Update a Form's Date Fields

In this example, the dates fields in a form will have a global field applied to them, allowing for an easy change to a specific field attribute.

  1. In the source document used in this example, notice that two date fields to use _dt extension (at the end of the field names). This extension, highlighted below, will be used as the pattern for identifying fields affected by a new global field.
  2. On the LincDoc toolbar, click the admin button, and select global fields from the menu that appears.
    The Global Fields dialog box appears.
  3. Click the add button.

    A new entry is added to the global fields list on the left side of the dialog box.
  4. In the global fields list, click the NEW global field.
    The global field's settings and attributes appear on the right side of the dialog box.
  5. In the Name text box, type all dates to replace the default NEW entry.
  6. In the Pattern text box, type *_dt to identify the fields that will be affected by this global field.
  7. In the Section text box, type main_dates. The date fields affected by this global field will be added to this section, which, since it doesn't already exist in this example, will be created on the Fields/Sections tab.
  8. From the Field type drop-down list, select date.
  9. From the Required drop-down list, select Always.
    When finished, your global field should appear similar to the example below.
  10. Click the save button.
  11. Click OK to acknowledge the action.

Based on these settings, whenever this global field (now called all dates) is applied, two fields will be impacted (today_dt and start_dt). First, the date fields will be placed in a new section (called main_dates). Second, the fields Field type attributes will be set to date. Finally, their Required attributes will be set to Always.

You can also adjust these global field settings and attributes at any time, to adjust the behavior of the global field, including any of the following actions:

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