Before creating any fields, it is important to examine your data load file (.DAT or .TXT file) that was included with your document production. Follow these steps to preview your data load file:
- Tap the Data button and then tap Import Data.
- Tap Data Load File to show the list of all .DAT and .TXT data load files that have been copied to the WarRoom Mobile Documents directory via iTunes Sharing.
- To preview a data load file, first tap the Edit button and then tap to select documents.
- Lastly, click the Preview button. You will be presented with a preview of the first selected data load file. You can swipe left and right to view other selected files.
The first line of text contained within the data load file usually (although not always) contains a list of field names separated by a delimiting character. Some of these fields may also be surrounded (or “wrapped”) with a different delimiting character, which is known as the quote character. For more information about these delimiting fields, please see the Importing Document Data section of Help.
Once you have determined what field names are contained in your data load file, you should next take note of what kind of data these fields contain. Often the field names will give you a clue… for example, a field named “DOC_DATE” will often contain a date, while a field named “BOXNUMBER” or “PAGECOUNT” may contain a number. Other fields will contain text. Examples of text fields would be things like “DOC_TITLE”, “SUBJECT”, “AUTHOR”, etc. When in doubt, it is always safe to select Text.
It is also important to notice if there is a field which contains the full text of the document. Generally this field will be labeled something like “FULLTEXT”, “OCR”, or “OCR_TEXT”… but it could be named anything. On the Settings screen you can select which field will be assigned as your Full Text / OCR field. This full text field is a global setting.
Now that you have collected all of this information about your data load file, you can begin creating the appropriate fields. Follow these steps to create a new field:
- Tap the ⚙ button
- Tap the Add/ Remove Fields button
- Tap Add New Field
- Enter the name into the Field Name box.
- Choose either Text, Number, or Date from the Type box.
- If the Type is Date, please choose the appropriate date format from the Date Format box. Note that Date fields must adhere to one of the three format choices. If your date field is in some other format, it is recommended that you select Text for the document type instead.
- Finally, tap the Save button. Repeat for each field that you need to create.
If you need to change the field order, tap the Edit button and drag a field up or down. You can also delete fields this way.
Under Global Database Settings, you can choose which field to match Images based on (this is usually the first field in your load file). WarRoom refers to this field as the Image Key Field. Make sure you choose an Image Key field after creating all of your fields, so that WarRoom can correctly display any images that you load.