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Summation provides a validation template feature to both ease the entry of document numbering, and to ensure the accuracy of the entered document numbers. Validation templates are useful in several ways:
- to limit the characters allowed into a field
- to control the order of characters entered into a field
- to zero fill numeric portions of data
- to force text into uppercase
To create a validation template for a field, open the form editor (Options->Utilities->Create or Modify Forms). Click on the field for which you wish to create the validation template. Then click Edit->Field Properties. Select the 'Attributes' tab then click 'New'. You should see this window:
Multiple templates may be placed onto a field simultaneously to accept the variety of bates numbering formats used by different discovery sources. There are eight different defining characters allowed within a template definition: A a 0 9 ? # ^ and @.
Template Placeholder
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Requirement for Data Entry |
| A |
Any alphabetic character (A-Z), forced to upper-case. Either upper- or lower-case characters can be entered. |
| a |
Any alphabetic character (A-Z). Case is not altered. |
| 0 |
Any digit (0-9). The digit is right-justified and zero-fills to the left. Leading zeros are not printed nor displayed. |
| 9 |
Any digit (0-9). The digit is not right-justified. The number of digits typed into the field must equal the number of 9s in the template (in other words, a digit is required for every 9 in the template). If the template consists of seven 9s, exactly seven digits must be typed into the field. |
| ? |
Any alphanumeric character or nothing at all. |
| # |
Any digit or nothing at all. |
| ^ |
Any alphabetic or nothing at all; if a character is entered, it is forced to upper-case. |
| @ |
Any alphabetic or nothing at all; case is not altered. |
When undefined characters, such as “B” through “Z”, and “-” are included in a template, Summation will only accept the designated character as valid within a document number entry.
In addition to using templates to validate entered data, it is also advisable to define maximum and minimum acceptable bates range values by entering bates ranges into the Hi and Lo val fields of the Attributes tab.
It is possible to apply a validation template to columns with existing data. In order to do so, you need to open the document database and select the column view tab. Click on 'Summaries' on the menu bar and make sure that there is a check mark next to 'Edit Summaries'. Then click on the header of the column you wish to apply the template to, not in the fields, but on the actual label
of the column. Select 'Replace Info'. In the window that appears, select the field you wish to lay the template over and click the button marked 'Apply Template'.
If you have more than one template, it will not affect the data already in the field so it is not necessary to apply it globally. If you only have one, it will affect the data in the field and any subsequent data that you will enter.
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