Draft Tips & Tricks: Quickly identify and fix incorrect or incomplete documents

In AODocs, some documents may become incomplete or incorrect because a property setting is no longer respected. An incomplete document means at least one of its mandatory property values is empty. An incorrect document means at least one property has an invalid value.

You can also define a view to display only document with properties that are empty or not empty.

Create a view to identify incomplete property values
Create a view to identify incorrect property values
Fix incomplete or incorrect documents
 Create a view for documents with a property that is empty or not empty

 


Create a view to identify incomplete property values

A document can become incomplete when:

  • several documents have been imported in a Secured folder
  • a property has become mandatory (documents created before the property was set as mandatory may have no values on this property)

1. Create a view and select a document class for your view.

2. Define the visibility of the view: depending on who should see the list of incomplete documents, restrict the visibility of this technical view.

3. Configure the information to display in the view: choose to display all property fields that are mandatory at some point of the document lifecycle.

4. Pre-filter your documents based on properties: add the pre-filter Incomplete Equal to true

Incomplete_documents.png


Create a view to identify incorrect property values

A document can become incorrect when:

  • a data validation rule has been implemented (documents created before the rule was configured may have values that don't respect this rule)
  • a category value has become outdated (documents created before the value was set as outdated may have outdated values)

1. Create a view and select a document class for your view.

2. Define the visibility of the view: depending on who should see the list of incomplete documents, restrict the visibility of this technical view.

3. Configure the information to display in the view: choose to display all property fields with the type String, Text, Integer, Number, Person or a custom category.

4. Pre-filter your documents based on properties: add the pre-filter Incorrect Equal to true

 Incorrect_documents.png


Fix incomplete or incorrect documents

Once incomplete and incorrect values have been identified in technical views, you can use some AODocs connectors and add-ons to update in bulk the properties:

  • use the bookmarklet Metadata Copy to update the same value in several documents
  • use the Bulk Updater to update different values in several documents


Create a view for documents with a property that is empty or not empty

1. Create a view and select a document class for your view.

2. Define the visibility of the view: depending on who should see the list of incomplete documents, restrict the visibility of this technical view.

3. Configure the information to display in the view: choose to display all property fields with the type String, Text, Integer, Number, Person or a custom category.

4. Pre-filter your documents based on properties: add the pre-filter for a property as Is empty or Is not empty

In the example below the view displays only documents that have a value for the property Amount. 

image03.png

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