Document Data Lookup

Definition

This action will be used to fulfill Data Set Variables with information collected from Documents. These Variables will be used later as a source of data for other actions, such as Loop and some actions added within it.

Instructions

Drag and drop the Document Data Lookup action from the list on the left into the diagram, under the corresponding “+” icon.

Document Data Lookup

Customize the name and description of the action on the Step Properties panel to the right.

Configure

In order to establish which Field will fulfill each Variable, click on Configure.

Document Search Condition

Click on + New Condition to set the conditions for your document search. 

Select the first Data Source of your comparison line.

• Document Fields: Fields from the Document you will select
• Index Fields: Document’s metadata fields that can be set up on the Core
• Data Set Variable: This option will only be available if the Action is inside a Loop

Select the corresponding Document, Index Field or Variable.

Select the type of comparison you want to apply between sources.

The comparison options available on the drop-down list will be subjected to the type of data contained on the first field.

• = : Equal
• <> : Not Equal
• > : Greater Than
• < : Less Than
• >= : Greater Than or Equal
• <= : Less Than or Equal
• Range
• contains
• notcontains
• begins with
• ends with

Select the second source for comparison.

• WF Variable: Variables created inside the Workflow you are working on
• Value: Compare it with a specific value

Select the corresponding WF Variable or type in the Value.

• If you select incompatible fields for comparison, you will receive an error message on the top of the screen and won´t be able to continue.  Make sure you select fields that contain the same kind of data.    
• You can add more comparison lines by clicking on the + New Condition and remove them by selecting it on the left side of the item and clicking on Remove Condition.  

Operators

When more than one line of comparison is added, they can be separated with operators in order to indicate the server exactly what needs to be searched and compared, as well as in which order.

• And: all comparisons, or set of comparisons, followed by AND need to be TRUE in order for the query to be TRUE 
• Or: if at least one of the comparisons, or set of comparisons, followed by OR is TRUE, the query will be TRUE
• Parenthesis: are available in case you need to set priority between the different lines or set of lines. Once you open parenthesis at the beginning of a line, it needs to be closed at the end of the same line or at the end of the group of lines you would like to prioritize.

Map Document Fields to Workflow Variables 

In order to establish the mapping, go to the Map Document Fields to Workflow Variables tab and select the Data Set Variable that will be fulfilled with this action.

You can also create new Data Set from scratch by clicking on the “+” icon.

Add a name to your Data Set and click Next.

Select the Document Fields to be mapped and click Next.

Variables will be automatically created based on the Fields you selected, using their Name and Data Type in order to facilitate the work and avoid having to build each variable manually. 

You can still edit or delete each one by clicking on the ellipsis button on the right.

You can also add new Variables by clicking on + Add Variable.

When adding a new variable or editing one, you will be able to add the Name, Data Type and Value.  After all details are set, click on Save.

• The Values can be added as default on the variables, however, the intention of this action is to fulfill them, therefore if there is a pre-established value and the variable is mapped, it will be overwritten.

After all variables are created and customized, click on Save.

The Data Set created here, will now be available on the drop-down menu.  Select the one you would like to use.

Then click on + Add Mapping to start connecting Document Fields to Variables.

Select the Document or Index Field to be mapped.

Select the Variable that will be fulfilled with the information stored on that Field.

• Each relation will be added on a new line by clicking on + New Mapping.
• Lines can be deleted by selecting the item on the left and then clicking on Remove Mapping.    

After the mapping is complete, click on Save to commit the changes and return to the workflow diagram.