File relationships

A file relationship is an association between two FileBound projects that allows you to store line item details from one project in another project. The line item detail added into the source project creates a new file in the destination project with the values provided in the source project.

Additionally, you can use line item calculation to compare the value of a line item with the value of an index field. You need to specify the index field and the line item to be used for the comparison while setting up a line item project. If the values are not equal, the variance is displayed in red.

Use Case: File relationships are useful when you want to create a file in the associated project while you are working on the source project. For example, you are updating information regarding an invoice from AP Invoice project and want to provide information about the check used to make payment for that invoice. You need to create a line item association from AP Invoice project with AP Checks project.

When you update information about an invoice from a viewer, you can add a line item from the Line Item section. After you save the line item, a file will be created in the AP Checks project with the values you have provided in line item as index fields.

The files created through line items in AP Check projects will not have any documents associated with it.

Click here for an example file relationship scenario.

  1. On the Navigation menu, click Administration, then click Projects.
  2. Click Edit next to the project you want to create a file relationship for.
  3. Click the Relationships tab.

  4. In the File Relationships section, click Add.

  5. In the Relationship settings dialog box, configure the relationship, then click Save.

Relationship settings - General tab

Relationship Name: A name for the file relationship. If defined, the "Related Files" button in the Web Viewer will use this name instead of the default "Related Files". This allows Administrators to customize the name of the file relationship so that it is meaningful to users.

Use Case: Your users apply line item information to invoices in the Web Viewer. The default file relationship name “Related Files” might be confusing to them, so you may enter a relationship name, such as “Invoice Line Items”, for the file relationship to make the option more relevant.

Related Files Project: The project that will be used to store the line item details.

Note: The project storing the line item details need to be created as a normal FileBound project, before it is associated to store the line item details.

Delete Related Files When Parent File is Deleted: Deletes related files when the parent file is deleted from the Recycle Bin.

Allow User to Open Up Related Files in Viewer: Allow users to open related files in a viewer.

Enable Advanced Indexing Mode: Turns on the advanced indexing mode for a file relation.

Include related project Fields on Search Screen: Includes index fields of the related project within the search screen of the parent project.

You need to map index field of the parent project and the related project if you upload related files from application other than Capture. Also, you need to add a file in the parent project before uploading related files in the related project and repeat each time you add a new file. For example, if you want to upload related files for 'File1', you need to upload 'File1' in the parent project before uploading related files in the related project. Similarly, you need to upload 'File2' in the parent project before uploading related files for 'File2' in the related project. Select an index field for parent project, then select an index field for related project.

Calculations

You can use line item calculation to sum up each line within the related files by specifying index fields that represent quantity and unit price of an item. The calculated amount can be stored in an index field within the related project. This help users to save considerable time and effort they need to invest while adding line items that will be used for calculations.

Note: Only numeric index fields can be selected for calculations.

Line Quantity Field: The index field that represents quantity from the line item project.

Line Amount Field: The index field that represents unit price of an item from the line item project.

Line Total Field: The index field that will store the computed amount within the line item project.

Line item calculation allows you to compare the total of all lines within the line item project to a value of an index field in the parent project.

The total of all related files can be saved to an index field within the parent project.

Advanced Indexing: GL Coding Settings

Note: This section will be available only if “Enable Advanced Indexing Mode” is selected.

Select GL Code Project: The line item project.

Select the GL Field: The key field which represents the GL code field from the line item project.

Select the Description Field: The key visual field which represents the GL code description field from the line item project.

Relationship settings - Security tab

The Security tab allows Administrators to specify the security rights for related file indexing.

There are three different options you can specify for related file indexing rights:

Admin Only Access: Only Administrators can access related file indexing in the viewers.

All User Access: All users can access related file indexing in the viewers.

Group Level Access: Only selected groups can access related file indexing in the viewers.

  1. On the Navigation menu, click Administration, then click Projects.
  2. Click Edit next to the project you want to edit a file relationship for.
  3. Click the Relationships tab.

  4. In the File Relationships section, select the file relationship that you want to edit, then click Edit.

  5. In the Relationship settings dialog box, edit the file relationship configuration as needed.
  6. Click Save.
  1. On the Navigation menu, click Administration, then click Projects.
  2. Click Edit next to the project you want to delete a file relationship from.
  3. Click the Relationships tab.

  4. In the File Relationships section, select the file relationship that you want to delete, then click Delete.

  5. Click Yes to confirm the deletion.