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Managing mappings
This chapter provides information about how to map and manage properties from a source system (for example an e-mail application) to a d.3 repository. These mappings are used when storing items, retrieving item details and retrieving and displaying results of a search operation, using the d.3one integrating applications. When creating mappings, you can set which external data (e.g. the properties of an e-mail) is mapped to which d.3 document property.
Note
The feature Mappings is only available for you on the start page, if you use a source system such as d.3one in Microsoft Outlook or d.3one in IBM Notes, which supports the mapping functionality.
The feature Mappings is placed on the d.3one start page.
The following functions are available:
Select repository
Update mappings
Create mappings
Select mappings
The following elements are displayed by default:
Mappings in <name of repository>: Selects a repository. The dropdown list in the heading provides you with the repositories, for which you have the right to access. You can select the repository for which you want to manage the mappings. The recently selected repository is automatically selected when opening it again.
Listing of mappings: If you have already created mappings for a repository, these are displayed. If you select an entry, the detail section is displayed on the right of the screen.
You can create a new mapping using the New mapping context action.
See also:
Creating a mapping
In this chapter you will learn more about creating a mapping between information from source systems (third party applications) and the d.3 properties and d.3 categories, so that e.g. when saving an item, the matching d.3 properties and d.3 categories are directly specified. This simplifies the work of your users when saving an item into a d.3 repository.
With the mapping functionality, you can create a connection between any source system, such as an e-mail application or an ERP system, and a d.3 repository. A source system (e.g. an e-mail application) can define several sources (e.g. e-mail, e-mail attachment) that describe an item of the source system with the specific categories and properties. For example, if you want to store your e-mails in a d.3 repository by default, it is helpful to map the source "e-mail" directly to a d.3 category and the associated d.3 properties. Manual mapping by the user is not required if you define the mapping administratively. Your source system is the e-mail application, the target is a d.3 repository. Every e-mail has certain properties by default, these include, for example, the sender and the recipient as well as the subject of an e-mail. You can map these typical e-mail properties to a d.3 category and to the d.3 properties. With the help of this mapping, the e-mail is automatically mapped to the correct category, for example. The properties typical for an e-mail are then automatically written into the d.3 properties.
Creating a mapping between a source system and a d.3 repository
To create a mapping, proceed as follows:
Click or tap the context action New mapping to open the section.
Enter the name of the mapping under Name.
Under Source, select the source that provides the source categories and source properties for mapping.
Depending on the selected source, you will see the Categories mapping table and Properties or only Properties.
In the Categories mapping table select a source category under Source and a d.3 category under Target to define a mapping. Proceed accordingly for properties. You can only select those d.3 properties as target which are at least mapped to one d.3 category as a property.
In the Properties mapping table, the d.3 document properties can be filtered by selecting a d.3 category under Target. The selected category in the Target field is only used for simplified selection in the mapping table and is not saved for mapping. Mappings are always defined for the entire repository and are not specific to d.3 categories.
You can specify a regular expression for properties under Regex if required. For each line, you can specify a regular expression (Regex) that is used in the mapping processing. The regular expression is only applied when taking over the target value in the Storage feature.
Click or tap Add row for mapping of more categories or properties.
To map a source property composed of a date and a timestamp to a d.3 target property with the data type Date, the following regular expression that extracts the date part must be extracted:
[0-9]{4}-[0-9]{2}-[0-9]{2}Properties marked "read only" are not taken into account when saving.
If you map a source property to a target property that cannot be changed in at least one target category, the supplied values for the property are ignored when updating items (DMS objects) of the category. You will receive a corresponding notice. The API developer also receives a corresponding note when the developer supplies values for combination of property and category.
Note
In your organization, you may use the d.3 functionality of automatic storage in a d.3 repository. If you use automatic storage, only the categories you have defined in d.3 admin are used for storage of the document, and not the categories defined by a mapping.
Mapping of multiple source properties
You can map several source properties to the same target property.
Example: The target property Invoice Number can appear in the source properties Subject or Body of an e-mail.
Note the following special features when mapping multiple source properties:
Search: If several values are passed for the same target property, all values are used for the search in an OR query.
Saving or updating of DMS objects: If multiple values are passed for the same target property, an error will be returned.
Exporting or reading: All mapped source properties receive the value of the target property.
Specification of a user-defined value as the source of a property
If you want to write a fixed, custom value into a target field by mapping, you can select the Custom value in the Source field of the Properties mapping table. Enter the custom value in the additional input field. You can then continue with the mapping as usual.
A special feature applies when a user-defined value is specified as the source and the common property Status as the target. You can only enter the following values:
Value | Status |
|---|---|
Release | Release |
Processing | Processing |
Verification | Verification |
If you have mapped the status Processing as the target to the Status common properties and you have not created a mapping for the agent, then the current user is used as the editor.
If you use d.3one in Microsoft Outlook, d.3one in IBM Notes or d.ecs content crawler, you will find further information on the assignment of the individual fields in the administration manual of the respective d.3one integration.