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Adding and Using Additional User Fields*

The Document Information form will be populated with Additional User Fields if you added additional fields to the end of the DOCMAIN table.

Add fields to the Main Document Info (DOCMAIN table) or Document Image detail (DOCPIC table) tables
Included MS Access database:  A copy of Microsoft Access version 97 or higher must be installed.  In Access, find the D2Mdb.mdb or Access database that holds the Docs2Manage (D2M) tables that are referred to by this program.  Using the table designer, add new fields to either of the tables as needed.  

Enterprise databases:  To add fields to a SQL database, consult with your database's documentation.  You might look for the "ALTER TABLE" command for proper syntax for adding fields to your database tables.

All editions:  New fields added to the DOCMAIN table will be automatically added to the Additional User Fields section of the Document Info tab screen.  If you choose the data type to be date, then D2M will automatically use a calendar edit, all other field types will be plain text edits.  If you would like to define a field to use drop-down edits or change the displayed field name, then you should enter a field code record about a data column. 

NOTE: If you plan to create documents from document templates, you must also add any fields you added to the DOCMAIN table to the DOCTEMPLATE table.  These fields MUST have the same name and be the same field type as they are in the DOCMAIN table.  This will allow you to set default values for additional fields when a document template is used to create a new document.

TIP:  When adding new fields, you may want to only use UPPERCASE field names, limit the length of field names, and avoid using characters like spaces or dashes.  This is a good practice if you plan to migrate to an enterprise database (like Oracle) since the field names would not have to be changed to be acceptable in that database.  Also, data field information records would not need to be updated to match the field names that had to be changed.

Similar to the standard D2M classifying fields, the additional fields can be customized on the Field Manager form.

Example:  add a field with a fixed number of choices like in a drop-down edit box.

1. In the database, add a text field that allows as many characters necessary as the greatest length value (e.g., varchar(50) or text(50)).
2. Click the Map New button and select your field from the drop-down list.
3. Select Drop-down Edit from the Type of Field
4. Enter a friendly caption 
5. Enter any known field values in the grid on the right side of the form.

The field is now a drop-down edit field in D2M.  You can edit the displayed field name and default value on new record.  After you have entered at least one record that defines your field as a combo-box, you can add new values to your combo-box by typing in a new value into the actual field and answering Yes to adding the new value.

Search on any of the additional fields by using the Advanced (search) button.