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Field Rules & Document Identifiers

Field Rules​

A Field Rule is a short, reusable instruction that steers how a specific field (or the document identifier) is extracted. Rules themselves are configured by administrators (see Prompt Rules); as a Document Type editor, you choose which rules apply and, where needed, supply a value for them.

To add a rule to a field:

  1. Expand the field's card and scroll to Field Rules.
  2. Click Add Rule.
  3. Choose which rule to apply from the dropdown.
  4. Depending on the rule's type, you may need to supply a value:
    • Text rules - a free-text value.
    • Number rules - a numeric value.
    • Toggle rules - an on/off switch.
    • Dropdown rules - a value chosen from a predefined list.

Add as many rules as needed, or remove one with its trash icon. A count badge next to Field Rules shows how many are currently applied.

tip

If a field's values keep coming back formatted incorrectly, or the platform is picking up the wrong number on a page with several similar-looking figures, a Field Rule is often the fix - ask your administrator whether an existing rule covers your case, or whether a new one should be added.

Document Identifiers​

Every document needs a unique identifier. In the Document Type Details card, you decide how that identifier is determined:

Auto-generated identifiers​

Turn on Auto-Generate Document Identifiers to have the platform assign an identifier itself, rather than reading one off the document. This is useful for document types that don't have a printed reference number. You can customise the generated value with:

  • Identifier Prefix - text added to the start (for example, INV-).
  • Identifier Suffix - text added to the end.
  • Identifier Length - how many characters the generated portion should be.

Extracted identifiers​

Leave Auto-Generate Document Identifiers off if the document already has a natural identifier printed on it (an invoice number, a form reference, a serial number). In that case:

  • Identifier Description - describe, in plain language, where and how to recognise this identifier on the page.
  • Identifier Rules - attach the same kind of Field Rules described above to fine-tune identifier extraction specifically.
note

Whichever option you choose, the resulting identifier is what appears as the Document ID on the document detail page, and is editable there if a correction is ever needed.