Docvariables are a feature explored by SoftExpert Suite to automatically fill out document information, such as: ID #, category, document title, revision, and others.

Once configured, they will be automatically filled out in the electronic file and updated at each revision.

This topic will teach you to configure docvariables. To do that, perform the following steps:

1st step: Configuring the metadata export

The metadata export is when we determine the name of the docvariable to be used in the electronic file and its type, which corresponds to the property that will be exported.

In this example, we will configure the following docvariables: DOC for the document ID #, TITLE for the title, REV for the revision, and CAT for the category.

To do that, perform the following steps:

Access the Metadata export (DC052) menu.

Click on the toolbar button.

On the screen that will be opened, enter the ID # "006" and the name "Docvariables".

Click on the button.

Once done, click on the button on the General tab toolbar.

On the screen that will be opened, fill out the fields with the following information:

• Name: DOC;
• Type: Object property;
• Item: ID #.

Then, click on the button.

At this point, the screen will be reloaded. Fill out the fields again with the following information:

• Name: TITLE;
• Type: Object property;
• Item: Title.

Then, click on the button.

The screen will be reloaded. Fill out the fields with the following information:

• Name: CAT;
• Type: Object property;
• Item: Category ID #.

Then, click on the button.

The screen will be reloaded. Fill out the fields with the following information:

• Name: REV;
• Type: Object property;
• Item: Revision.

Then, click on the button.

All done! All docvariables that will be used have been created! Click on the button on the metadata export screen.

2nd step: Configuring metadata in the category

For this step, we will use the "Work instruction" category created in the Create a category with revision control step.

We will edit it to associate it with the previously configured metadata export.

To do that, perform the following steps:

Access the Document > Category (DC043) menu.

Fill out the Quick search field with "Work instruction" and click on Search.

Select the category in the hierarchy and click on the button.

On the category data screen, go to the Details tab and click on the Electronic file > General section.

Check the Metadata export field and, in the Configuration field, select the "006 - Docvariables" record.

Then, click on the button.

All done! The category has been configured!

3rd step: Opening the document revision

The category we are using in this topic has revision control, and if you are following the order of the topics displayed in this quick guide, we have already created a document in it in the Create a document with revision control topic and we have released the revision in Execute the revision of a document.

We will use the same document and open a new revision to perform the desired changes.

To do that, access the File > Document menu.

On the search filter panel, click on the button and select the Document filter.

Fill out the Title/Summary field with "Work instruction" and click on Search.

Select the document in the list of records and click on the button.

At this point, the system opens the document data screen. Click on the Add new revision option.

Confirm the request made by the system to open the new revision and wait for the screen to reload.

We will now check the revision participants. To do that, access the Revision option and click on the Participants tab.

Note that the listing displays the steps and participants defined when adding the document in the Create a document with revision control topic.

All done! We can now work with the electronic file.

4th step: Configuring docvariables in the electronic file

Finally, we will configure the docvariables in the electronic file and have them be filled out by the system.

To do that, keep the document data screen open and access the Electronic file option.

If you added the suggested .docx file when adding the document in the Create a document with revision control topic, it will be displayed in this section.

If you did not add it, click on the button on the side toolbar and associate a file in the .docx format.

With the file associated and selected in the list of records and click on the button on the side toolbar.

Wait for the file to be opened. In it, perform the following steps:

Type the name of the document properties on each row, as displayed below:

Place the cursor after "Title:".

Go to the Add > Quick parts > Field option:

Locate and select the Docvariables option in the "Field names" listing.

In the New name field, enter: TITLE. This is the name of the docvariable we configured in the metadata export for the "Title" property.

Click on OK. The window will be closed and the document title will be displayed where the cursor is placed:

Now, place the cursor after "ID #".

Return to the Add > Quick parts > Field option.

Locate and select the Docvariables option in the "Field names" listing.

In the New name field, enter: DOC. This is the name of the docvariable we configured in the metadata export for the "ID #" property.

Click on OK. The window will be closed and the document ID # will be displayed where the cursor is placed:

Place the cursor after "Revision:".

Go to Add > Quick parts > Field.

Locate and select the Docvariables option in the "Field names" listing.

In the New name field, enter: REV. This is the name of the docvariable we configured in the metadata export for the "Revision" property.

Click on OK. The window will be closed and the document revision # will be displayed where the cursor is placed.

Finally, place the cursor after "Category".

Go to Add > Quick parts > Field.
Locate and select the Docvariables option in the "Field names" listing.

In the New name field, enter: CAT. This is the name of the docvariable we configured in the metadata export for the "Category ID #" property.

Click on OK. The window will be closed and the document category ID # will be displayed where the cursor is placed.

All done! All docvariables have been duly entered and filled out by the system:

Save and close the file.

Once done, as your user is the document drafter, click on the Accept revision button to close this step; Confirm the request made by the system.

At this point, the revision will go to the "Approval" step. Refer to the Execute the revision of a document topic to see how to execute it and release the document.
To view the document with the docvariables filled out, after the release, refer to the View the current version and obsolete revisions of a document topic.