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Using Database Validation

Use the Database Validation feature to automatically fill in index fields from data stored in a database.

Procedural Overview

This section describes the basic procedure to follow for using the Database Validation feature. The following assumes that the batch and document classes are already defined. It also assumes that the Validation module is in the batch class module.

  1. Select a document class.
  2. Open the Database Validation window.
  3. Complete the setup windows.
  4. If necessary, adjust the order of the validations.
  5. Publish and process the batch.

Adding a Database Validation

Before you can take advantage of the Database Validation feature, you must add a validation and set parameters.

  1. Select the appropriate document class in one of the tree views.
  2. Right-click the selected document class to open a context menu.
  3. Select Database Validation.
    The Database Validation window appears.
  4. Click Add to view the Database Validation Properties window - Database tab.
  5. In the Name field, provide a name for this database validation.

    Try to use a name that is meaningful to you or your operators.

  6. On the Database type list, select the type of database to use when looking up the data. Depending on your selection, the lower portion of the screen may vary slightly.
  7. In the next field, for an Access database, provide the name of the Access database file. For an ODBC level 3 compliant data source, provide the name of the data source. For a SharePoint list, provide a URL.
  8. Provide the workgroup file name (Access only).
  9. Provide a user name and the password, if required.
  10. Click the Table Settings tab to display the table options.
  11. On the Index field to validate list, select the index field to use as the basis for a match.
  12. On the Validate against table or Validate against list list, select the item that contains the necessary data.
  13. On the Match column list, select the item that contains the data that serves as the basis for a match. The contents of this column are compared to the index field you selected earlier.
  14. Select Auto-fill index fields from results to link index fields to database fields.
  15. Match the index fields you want to have automatically filled to the corresponding database columns. If you leave a match blank, auto-fill does not occur for that index field.
  16. Click the Options tab and set the options.
  17. Click the Workstation tab and set up the caching options.
  18. Click the KCN Server tab and set up the type of database connection and cache to use. Depending on the database type, the settings on this tab may be unavailable.
  19. Click OK to close the window and add your database validation to the list in the Database Validation window.
Note You can change the order of database validations in the Database Validation window by selecting a validation and dragging it up or down. Database validations are processed in the order listed.

Removing a Database Validation

  1. Select the appropriate document class in one of the tree views.
  2. Right-click the selected document class to open a context menu.
  3. Select Database Validation.

    The Database Validation window appears.

  4. Select the database validation to remove.
  5. Click Remove to delete it from the list.

Editing a Database Validation

  1. Select the appropriate document class in one of the tree views.
  2. Right-click the selected document class to open a context menu.
  3. Select Database Validation.

    The Database Validation window appears.

  4. Select the database validation to edit.
  5. Click Properties to open the Database Validation Properties window.
  6. Make any necessary changes.
  7. Click OK to close the window and save your edits.

Moving a Database Validation in the List

  1. Select the appropriate document class in one of the tree views.
  2. Right-click the selected document class to open a context menu.
  3. Select Database Validation.

    The Database Validation window appears.

  4. Select the database validation to move.
  5. Drag it up or down in the list.