Using CloudNine LAW > Getting Started > Metadata Fields

Creating Custom Metadata Fields

1.From the Menu of the Main User Interface, select Index > Modify Fields.

2.The Modify Fields utility opens. Click on the + Add Field button located at the top-left in the Toolbar. The Add Field window opens.

3.Enter a Name for the new custom field, observing the following rules:

i.The following characters cannot be used for field names < > : " / \ | ? *

ii.Field names cannot begin with a number.

iii.Field names are case-insensitive, and must be unique. For example, "data" = "Data" = "DATA" when naming fields.

4.Choose either Document-Level or Page-Level from the Table drop-down menu:

a)Document-Level fields apply the same value to all pages of a document.

b)Page-Level fields apply unique values to every page of a document.

5.Choose a Field Type from the Type drop-down menu. Check the box next to each property you wish to enable for this new field:

a)Indexed fields have their text data accessible when performing full-text searching, but should only be applied to fields which will contain Unique data across all records.

b)Unique fields ensure that the data contained is unique across all records, but can only be applied in conjunction with the Indexed property.

c)The Insert at the top of list option makes this new field Visible and places it at the top of the Field Order list.

6.Click on OK to create this new field. The Add Field window closes, and the Add Another Field prompt opens.

7.To create more Custom Metadata Fields, select Yes and repeat steps 3-6 for each new field. Otherwise, select No to close the prompt.

8.Click on Save to the right of the Active Profile shown at the bottom-left of the Modify Fields utility. The LAW prompt appears.

9.Select Yes to save these new Custom Metadata Field changes to your Active Profile. You can safely close the Modify Fields utility.

Note the following important considerations before you change a field property:

•Certain field type conversions may cause a loss of data. For example, changing a text field to date field can cause all invalid date values to be cleared. Similarly, changing a memo field to text will cause truncate fields that have greater than 255 characters.

•A unique index cannot be added to an existing field if that field does not contain all unique values.

To Manipulate Field Sequence and Visibility

The Field Order section of the Modify Fields dialog box is used to specify the order in which fields will be displayed in the Index display on the main form.

To perform this action	Do this
Add a field to the pane.	•Select Visible for the desired field; the field will be added to the bottom of the list.
Move a field to a different location.	•Drag the field from the Field Order pane to the desired location, and then release the mouse button.
Move multiple fields simultaneously.	1.Use the CTRL or SHIFT key to select multiple fields. 2.While holding one of these keys, click and drag the fields to the new location and then release the mouse button. The fields will be re-ordered on the Index display after closing the Modify Fields dialog box.
Hide or show fields.	Right-click anywhere within the Field Order pane and then select an option: •Hide Selected Fields: Hides any fields selected in the Field Order pane. Use the Ctrl or Shift keys to select multiple fields. •Hide All Fields: Hides all fields that are currently displayed in the Field Order pane. •Show All Fields (User-defined): Leaving currently displayed fields intact, this option displays all user-defined fields in the current LAW case. •Show All Fields: Displays all system and user-defined fields existing in the current case.

To Deleted a Field

1.In the main application window, on the Index menu, click Modify Fields.

2.Select the field you want from the field list and then click Delete.

The field and all data associated with it are deleted permanently from the database.

	System fields cannot be deleted. You can tell if a field is a system field if it is displayed in gray in the Modify Fields dialog box.

List Items

List Items can only be created for Custom Metadata Fields of the List type. These items become the set of pre-defined text values that can be applied at the document-level to various case records. To create these lists, select the desired field from the Field List pane within the Modify Fields utility, and click on the Edit List button in the Toolbar. This will open the List Editor for the selected field:

List Editor

In this tool, the current list of items are shown in the large List Items pane on the left. Select items from this list by left-clicking on them. You can create new items by typing into the Current Item box to the right and clicking on the Add button below, or remove them by selecting unwanted items from the list and clicking on the Delete button. You can also change items by selecting them from the list, typing a new value into the Current Item box, and clicking on the Update button. Use the Clear All button at the bottom to remove all items from the list.

These lists can be imported/exported for use in multiple Case Files, or across multiple computers working on the same case. Use the Export... button to open a File Explorer and save all items from the list as an LST file. Use the Import... button to open a File Explorer and navigate to an LST file to use as the new list of items.

Adding Items from Outside the List Editor

Items can also be automatically added to these lists by enabling a certain option from the LAW Options window. You can open the Options window from the Menu of the Main User Interface by selecting Tools > Options.... Navigate to the Preferences tab, and enable the Add all new list field values to list on update option. You can now type directly into the output area of any List type Custom Metadata Field within the Visible Metadata Fields pane of the Main User Interface, and then click on Update at the bottom-right of that pane to instantly add that item to the list.

To add list items while coding

You can add items to a list automatically when coding documents from the main form.

1.On the Tools menu, click Options, and then click the Preferences tab.

2.Select Add all new list field values to list on update and then click OK.

If a value is typed directly into a list field on the Index display, the value will be added to the list after you click Update.

Creating Fields and List Items