Manage Fields

This article provides both visual and written instructions for managing field properties and creating search profiles.

Fields are discrete items of data (including metadata) which taken together constitute a record; in Reveal these fields store information about the project's documents and are managed from the Fields tab under Project Admin. To manage fields:

1. Login to Reveal as an Administrator.
2. Click Project Admin in the toolbar at left.
3. Project Admin will open in a new window.
4. Select Fields. This will open to the Field Profiles tab.
5. The other tabs - Search Profiles, Manage Fields and Add Fields - are discussed below.

Field Profiles

Field Profiles individually define a list of fields and their display and sort order for assignment to Teams. When a project is first created, a Default Field Profile is automatically created to include a set of standard fields available in the database. 

This Field Profile is assigned to all users unless a different profile is explicitly assigned. A project may only have one Default Field Profile, and the project manager can specify which fields should be present (and their order of presentation) in the Default Field Profile. Other field profiles might be used for second level review, privilege review, contract reviewers, or any level of review that would need to see different fields displayed. 

To create a field profile:

1. In the Field Profiles tab under Fields, click +Add.
2. In Add Field Profile, you may first elect to set this profile as the project default.
3. Enter a readily-understandable Name.
4. You may enter an optional Description of the intended purpose of this profile.
5. Assign Teams which will be able to access this field profile.
6. Assign Fields is where fields are assigned in specified order to the profile and the Sort Order is set. This will affect both the metadata fields visible in the Grid and the field-based Filter types available in the Sidebar. 
   
   1. In the Display Order tab, either drag and drop or select and right arrow [>] fields from the list of all available fields at left to the Profile Fields at right. (Clicking the [>>] button will move all fields to the profile list and is not recommended.) Fields may also be removed from the profile by dragging and dropping from right to left or clicking the left arrow [<] button.
   2. Once fields are in the profile list, they may be positioned in order by grabbing the handle at left of the field label and dragging up or down.
   3. Click the 'eye' icon to set whether the field is displayed (blue eye) or hidden (grey eye with slash) by default in the profile.
   4. Sort Order is the second tab under Assign Fields where a field or fields in the profile is place to the right side to determine the default sort order of the profile. The first field listed is the primary sort, and the second field if specified is a secondary sort in case of a primary sort field that could yield a tie (such as a date field).
7. The Overwrite User Profiles checkbox forces the current profile and all fields removed or added to this profile to all assigned team members.
8. Click SAVE.

Metadata Search Profiles

In the Search Profiles screen you can define custom metadata search profiles which provide options to limit and fine-tune the metadata fields that are queried when running full-text metadata searches.

Using a search profile for searching can potentially perform faster than a standard search broken out with the same metadata criteria. This is because the search profile will only hit the index once while the standard search broken out will hit it once for each criterion used in the query.

1. Click Add to create a metadata field profile. 
   
   1. Enter a Name for the Search Profile (required).
   2. Add a Description (optional).
   3. Check Enabled to be able to use this profile.
   4. Click ADD to save.
   5. If any changes are required, select the search profile in the table and click Edit.
2. Highlight the Search Profile and click Assign Fields to select the metadata fields to be included in searches using this profile; click ASSIGN when done.
3. Then Assign Teams to provide access to all Teams that will use this profile.
4. Now this metadata search profile is ready for use in reviewing and filtering documents.
5. For more details on using Search Profiles, see How to Create and Use Search Profiles.

Manage Fields

This area is used to view and modify a field’s attributes in the coding form. For example, Manage Fields can be used to make a field updatable. Fields are managed at the profile level, which allows the project manager or administrator to set field attributes appropriate to the team or teams assigned to a field profile.

1. Name: Is the field name as stored in the back end of the database. It is also known as field table name, and cannot be changed.

2. Description: Allows the Administrator to optionally type in a more detailed description of the specified field.

3. Field Display Names: Is the column header that the users can see in the Grid list. It too cannot be edited, and by default will display the name only in the language or languages currently active for the Reveal system.

4. Effective Data Type: Shows how data has been formatted to display within the project. This cannot be changed in the Project Admin > Fields user interface once the field is created. The one change permitted here is to set a field to work with a pre-defined drop-down list by selecting the List data type (see item 15 below). Definitions of the data types are set forth under Add Fields > Field Data Type below.

5. Display Lines: Set the number of display lines for a field. NOTE: This field is editable only if the max length is 101 or higher for an Effective Data Type for Text. 

6. Max Length: Is the value for how many characters can fit within a field. This value is only active for field types where length may be configured (such as Decimal, Integer, Numeric and Text). NOTE: Once a field is created, you cannot change this configuration. If you need to change the max length, you need to create a new field with the updated configuration.
7. Native Document Field: Denotes whether field specifies a native document location.
8. Document Number Field: Marks this field as an identifier to allow the field to be displayed in the Production Database Update screen and for use as a key Field in image loading. Enables searching for the field content as a Document ID in advanced search functions.
9. Required: Is a Boolean True/False value that determines whether the field is required in the database. This will affect Validation settings.
10. Initially Visible: Is a Boolean True/False value that determines whether a field will be visible to users when they first log in to the project. Default is usually Yes.
11. Updatable: Allows a field to be edited in the review module, used where a project specifies the coding of certain document fields directly within Reveal. There are required and system fields that cannot be set to updatable. Administrators should carefully consider making a field editable as it will allow users to directly alter the data in the database. It is strongly encouraged that only custom or user-added fields permit updating (see Add Fields below).
12. Multi-Value: Is for fields containing multiple values within the field. 
13. Is Relational Field: This is used to create a custom relationship field for linking specific data. Documents having the same value entered into a defined Relational Field will show an additional relational panel to Duplicates, Near Duplicates, Family Members and Email Threads in the Viewer screen. Note the 450 character limitation on maximum length for this field type.

14. List Type: If the Effective Data Type is set at List, select from Automatic or Managed List Type, and determine whether or not values in the list should be Appendable.

15. Linked List: Select a set of values available for fields that have List as their Effective Data Type and a List Type of Manual. Lists are created and specified in Review Manager. 

16. Is Transcript Lookup may be set after creating a field for this type of Text document. 
17. Decimal Scale specifies the number of decimal places within the Max Length of a Numeric field; this value cannot be changed once the field is created. If you need to change the decimal scale, you need to create a new field with the updated configuration.
18. Click UPDATE when done.

Add Fields