Using docvariables in electronic files
Prerequisites:
- Access to the Configuration > General parameters (DC035) menu.
- Access to the Configuration > Metadata export (DC052) menu.
- Metadata export configured and associated with a category.
To perform the operations described in the Associating the electronic file with the desired document and adding the docvariables topic below, note that:
- If your user has a "Manager" license, to perform the configurations, it is necessary to have access to the File > Document (DC003) menu.
- If your user has a "Staff" license, it will be necessary to have access to the Execution > Revision (DC016) menu.
- To add a document, your user must have the "Add" control enabled in the security of the category that classifies it.
- To edit a document and its electronic file, your user must have the "Edit" control enabled in the document security.
- If the document that will be added does not have revision or indexing control (that is, if it is added once it has already been released), it is recommended to first configure the docvariable in the file, then create the document and associate the electronic file.
- If the document has indexing or revision control, it is possible to perform the procedure mentioned above by first creating the document, then associating the electronic file and add docvariables through SoftExpert Suite.
Introduction
See below the detailed steps on how to configure the docvariable feature, so that they are properly displayed in your electronic file:
Using docvariables in electronic files
Parameterize the viewers compatible with the docvariable feature
1. Access the Configuration > General parameters (DC035) menu.
2. On the side panel, click on the Application option.
3. On the options that will be displayed, check the following viewers in the Office section:
- DocView: for .doc and .docx files only.
- ExcelView: for .xls and .xlsx files only.
- LibreOffice: for .odt files only.
Check the name of the metadata that will be used as a docvariable
Before adding the docvariable to the desired file, it is necessary to check if the metadata is duly configured in the system and what is its name.
For this feature to be applied correctly, the docvariable and the metadata name must be the same.
To perform the verification, take the following steps:
1. Access the Configuration > Metadata export (DC052) menu.
2. The list of records displays the "Default metadata" metadata export configuration (previously configured by the system), as well as the other existing metadata configurations. To check if the desired metadata is contained in a configuration, select the desired configuration in the list of records.
3. Click on the 
toolbar button.
4. Check if the listing in the General tab displays the desired metadata. Through the columns, it is possible to identify the name of the metadata, its type, the item to which it refers, and its format, if any. For example, if the listed record is: DOC | Object property | ID # | -: it is understood that the DOC metadata refers to the document ID #.
5. If the desired metadata is not contained in the metadata export configuration that will be used, add a new metadata or configure a new metadata export. To do so, refer to the Configuring a metadata export article as needed.
Associate the electronic file with the desired document and add the docvariables.
The steps below cover the addition of docvariables through SoftExpert Suite, that is, first the electronic file is associated with a document and later edited for the docvariables to be added.
For a detailed description on how to add the docvariables to files before associating them with the document, refer to the Adding docvariables to MSWord, Adding docvariables to MSExcel, or Adding docvariables to LibreOffice article.
1. Create a document in the category associated with the metadata export configuration. For further details on the creation of a document, click here.
2. After saving the record for the first time or finishing its creation through the wizard, on the document data screen, click on the Electronic file option in the toolbar.
3. Add the electronic files to which the docvariables will be added. To learn how to add an electronic file, access the Adding single and multiple files to the document and Adding complex files to the document articles.
4. Now, edit the electronic file to add the docvariables. In the list of records of the screen through which it will be edited, locate and select the desired electronic file.
5. Then, click on the 
toolbar button. At this point, the file will be opened by the viewer configured in the Application tab of the general parameters according to their extension. The way the screen will be opened will depend on whether it is the first access.
6. Define the location of the file to which the docvariable will be added and add it.
If integration through Google Drive or OneDrive is enabled, the docvariable feature will not work correctly.
The docvariable must be the name of the metadata that was configured and associated with the document category.
The electronic file can be edited through the following menus:
| My Tasks > Document > Document revision | As long as the document has the revision control configured. If the revision process is: - ISO9000 based: This operation must be performed while the document is in the Draft step, by those responsible for this step. If the "Allow uncontrolled changes in the review/approval step" parameter is checked, it will be possible to perform this operation in the Review and Approval steps (if existing). If the "Allow uncontrolled changes in the release step" parameter is checked, it will also be possible to perform this operation during the Release step. It is possible to perform it by using the toolbar button or accessing the document data screen, in the Electronic file tab. - Via workflow: This operation must be performed during the execution of an activity whose status has the Edit electronic file control enabled. It is possible to perform it through the Revision document option in the revision activity data screen. |
| Execution > Revision (DC016) | |
| My tasks > Workflow > Activity execution | Only if the document revision process is via workflow. This operation must be performed during the execution of an activity whose status has the Edit electronic file control enabled. It is possible to perform it through the Revision document option in the revision activity data screen. |
| My tasks > Document > Document indexing | As long as the document has the indexing control configured. It is possible to perform it by using the toolbar button or accessing the document data screen, in the Electronic file tab. |
| File > Document (DC003) | As long as the document does not have revision control. It is possible to perform it by using the toolbar button or accessing the document data screen, in the Electronic file tab. |
Viewing the electronic file with the configured docvariables
If the docvariables were added to the electronic file through SoftExpert Suite after it is associated with the document, when they are added, their values will be displayed.
If the docvariables are added to the electronic file before it is associated with the document, it is possible to view if they have been filled out correctly through the View electronic file button on several SoftExpert Document menus, as well as the Electronic file section in the document data screen.
Conclusion
All done! After following these steps, the docvariables will be added to the desired electronic files, ready to be filled out. Meanwhile, it will be possible to track their completion.