Linking fixed value list fields in Xtendis 8

When users upload files, they add the properties that the file should have. Similarly, when users search for files, they define the properties on which they want to search.

Some of these properties consist of fixed values: lists with a specific set of values that users can choose from. Using such lists prevents users from entering an incorrect value, or misspelling a value.

Xtendis can also be configured so that the fields that display value lists are linked. This way, when choosing a value in one field, only related values of a list appear in the other field instead of showing all values of the list.

This greatly reduces the number of options that users can choose from, thereby improving the chances that a field is filled with a sensible value, and makes filling out these fields much quicker and more efficient for users.

Example: Assume the fields for value lists Subject and Type are linked. Both lists contain many values but only some are related to each other. When choosing subject Employment for example, the value list in the Type field will then only show related options such as confidentiality agreement, job evaluation, lease car, and so on. If these fields would not have been linked, fields for other, unrelated subjects would also appear.

To link fields with fixed value lists, do the following:

Step 1. Access the Functional management section of Xtendis and in the menu on the left, click Archives overview.

Step 2. (Optional) Search for the archive in which you want to make changes by typing (part of) its name in the Search archives... field at the top of the page.

Step 3. Click Show details for the archive in which you want to make changes.

Step 3. In the overview page that appears, click the Indexes tab.

Step 4. Click either Linked document indexes or Linked dossier indexes.

Step 5. The Edit linked indexes page appears in a new window.

Step 6. Click Add new.

Step 7. A dialog appears asking which field should act as the first field. Choose it from the list.

Step 8. From the page, choose the fields that should be linked by choosing it from the Linked index 1 and optionally the Linked index 2 lists.

The linked fields appear at the top of the page as blue buttons. Selecting one makes it possible to change its configuration.

Step 9. Optionally enable the Use on search forms option to also make the configuration available when users search for files.

Step 10. Click Save to save the changes.