Document List User Field Use

Owned by Former user (Deleted)
Last updated: Dec 12, 2024 by Rebecca David
4 min read

The document list user field (also known as related user field) is a special type of user field that can be added to a form to allow the:

  • Creation of new forms from directly within a section of the form.

  • Link related documents i.e. link existing documents directly within a section of the form.

  • Download forms if the document list user field is within a list table. 

Create New Document

  1. Click on the 3 horizontal lines in the document list user field.

  2. Click on Create New and select the form type you want to create from the listed.

NOTE: Custom splits need to be configured for the Create New to work. To add forms to the Create New list, refer to Custom Split for Forms

This is an example of a document list user field in a list table.

This is an example of a document list user field outside of a list table.

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Link Existing 

This allows you to link existing forms that already reside in RIB CX.

  1. Click on the 3 horizontal lines in the document list user field.

  2. Click on Link Existing.

Search by Reference or Keyword

Both classic and modern forms support keyword and reference searching. If you are looking to link a form in a big list of forms, it's easier to search for it rather than scroll through the list. 

Reference Search: Reference search functions the same as a normal reference search by finding the form based on the reference number you end. This is is the fastest way to get results.

Keywords Search: This allows you to search with keywords that are in the document name/title

Wildcard Searches: Supports wildcard searches (e.g., Plumb* will search for Plumb-ing, Plumb-er, Plumb-ed, etc).

Search Initiation: Supports pressing Enter to start the search.

Keyword Search Results: When performing keyword searches, results are sorted by modified date. Also, remember to use an Asterisk '*' at the end of keyword to search for all versions of that word (i.e. Plumb* will search for Plumbing, Plumbed, Plumber, etc)

Keyword Search

  1. Type in your keyword and a list will appear.

  2. Click on the forms you want to be linked and they will go into the document list user field.

  1. If you clicked on a form by mistake you can click on it again and it will be removed.

Reference Search

  1. Click on the arrow and change to reference and type your reference number.

  2. Click on the form(s) you want to add to the document list user field.

  1. The forms will be added to the document list user field.  To remove a form from the list click on the red x in a circle.

Using Associate Function

  1. Click on the 3 vertical lines menu.

  1. The Associate Tool will open.

  2. Set your criteria.

  3. Click on Search.

  4. The results will display.

  5. Select the form(s).

  6. Click on Add.

  7. The forms will move to the right hand side.

  8. Click save.

Download

The download option shows the forms that have been linked to the document user field.

  1. Tick the check box next to the form(s) you want to download or use the search function.

  2. Click Download.

Importing Links to a Document List User Field

Available only when Document List is within a List Table

When importing data into your list table you can import links to Forms and Documents.  Refer here for how to import from Excel.