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Introduction: This guide provides instructions on how to customize the Search Fields and Table Columns in Docupace Retrieve views (e.g. Retrieve > Client, Work Items or Forms) and in Domain views (e.g. Administration > List Domains > any domain).

Table of Contents

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Change Log:

Date	Change
May 2020	Updated Introduction section of this guide.
Prior to May 2020	Original version of the documentation for the Generally Available version of the Docupace system.
August 2021	Changed guide title from “Docupace Report Builder” to “How to use the Customize Report Button.”

Audience: All users, who use the Docupace system to process Work Items on daily basis.

Functionality: In Docupace, upon opening a Retrieve view (or a Domain view, if you have administrative access) the screen displays a list of containing items (e.g. Client Folders, Work Items, Forms). There are Search Fields in the left pane of the screen and a Table with Columns, listing properties of the items on the right. By default, both the Search and the Table display all possible properties of the respective items.

A drop-down list of default and custom filters and reports is located above the search fields. Selecting a custom report from this list will change the Search Fields and the Table Columns in the view.

In these views click Customize Report in the Actions toolbar to define Search Fields and Table Columns for your own customized view.

Creating a Customized View

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Navigate to any menu item under the Retrieve menu to start the process.

The Retrieve link is highlighted by a red box.

_{Retrieve menu}

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Click on the Customize Report button to launch the Report Builder interface.

_{Customize Report button}

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Within the Report Builder you will see 4 columns:

Available Attributes: These are the available fields, which you may use to set the search criteria, table output and/or sort criteria.
Search By Criteria: List of the criteria you would like to search by.
Show in Table: List of the table columns that will be displayed for the search results.
Sort By: The sorting conditions for the table results.

The Report Builder Columns are labled by callouts as A-D.

_{Report Builder window}

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Start by dragging and dropping an available attribute into one of the three columns. (Criteria, Table or Sort)

Note

Warning! Even though Available Attributes column may show all possible fields, use caution when selecting for Table columns fields that may contain a lot of data.

Some types of content, for example, Image content or Widget app content, cannot be rendered in a Table view at all. Extensive text information, for example Form Field Name or State, will take a long time to be displayed, thus rendering the interface unusable until the content has fully loaded onto the screen.

_{Dragging and Dropping attributes to the report}

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You can also click on the c icon to add the attribute to the Search by Criteria column.

_{Adding attributes to search criteria}

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You can rearrange the order by dragging to the desired position.

Note: While dragging the period will indicate where the attribute will be moved to when you drop.

Callout box identifies the period used as the drop-target.

_{Rearranging the order of attributes}

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You can remove attributes by clicking on the X next to the name.

_{Removing attributes from criteria}

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You can apply and save your newly created report for easy access in the future. Click Save As to add a label and Save to close the label.

_{Saving the report}

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You will notice the search fields and criteria, table columns, and their sorting order are now customized according to your selections in the Report Builder.

The image displays both the search page and the report builder. The selections match.

_{A customized table and search}

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You can enter search criteria to narrow down your results. Click Search to view the results.

The search fields are highlighted by a red box.

_{Specifying search criteria}

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Click on Export to export the data to Excel:

Current Fields - exports the properties currently visible as table columns.
All Fields - exports all properties of the records in the table.

Note: If you do not use specific search criteria to filter down the results, then all available records will be exported.

The export button is highlighted by a red box.

_{Exporting to an XLS file}

Updating a Saved Customized View

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The next time you come to the same Retrieve view, you can open your saved report from the filters dropdown above the Search fields.

The name of the default report created earlier appears under the saved reports dropdown.

_{Opening a customized view}

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Edit the currently opened report by clicking Customize Report in the Actions toolbar.

Tip
Tip: The Report Builder allows for customized data fields to be accessed via API. You can access this data via the Core API or Connect API depending on your site version. Click Open to open the API to view the data set or Copy to Clipboard to copy the Rest API.

_{Updating an existing report}

_{Accessing Connect API fields}

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Make changes as needed and click Save to apply your changes.

_{Saving an updated report}

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Old Version 71

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Creating a Customized View

Updating a Saved Customized View