Document List User Field

This is a special type of field that can be added to a form to allow the:

Creation of new forms directly from within a section of the form.
Link associated documents i.e. link existing documents directly within a section of the form.

Create a Document List User Field for a Form

Go to Configure > Form Types.
Select the form you want to add the Document List user field to.
Click on the User Fields tab.
Click on Add New.

Give the user field a code.
Give the user field a description.
Add helper text if required.
Size is not applicable for Document List user fields.
Choose the security for your user field. Refer here for more about security.
Choose your advanced settings. Refer here for information about Common, Excluded, Required, Available on Mobile and Update parent when changed.
Allow Multiple

This setting enables users to configure whether single or multiple forms can be selected.

If disabled, users can select only one form using the Search and Add functionality.

If enabled, users can select and add multiple forms simultaneously using the Search and Add functionality.

Apply to all Form Types

If disabled, users will be restricted to those form types that have been selected.

If enabled, users will be able to choose from any form type that they have access to.

Choose your Splitting settings. Refer here form more information regarding Splitting and here for more about Security.
Click Save.

For more information regarding Basic Settings, Format, Advanced Settings and Splitting Click Here.

For more information regarding Security Click Here.

Manual or Dynamic Document List Used Outside of a List Table

When a document list user field is applied outside of a list table the related documents will appear only as a list.

Manual Mode Setting - Used Inside a List Table

Manual mode means you need to manually link forms to the document list user field.

In manual mode you can configure whether to display the forms associated with the document list user field as a:

progress bar (Only available when user field is in a list table. Table rows will automatically expand or collapse depending on the amount of associated documents)
a list of forms.

List of Forms Display Mode

Choosing List of Forms will display the associated forms as a list.

Progress Bar Display Mode

The progress bar shows the associated forms to the document list as a progress bar that shows Open, Late and Closed forms.

Progress Bar Style

When Progress Bar is selected in the settings, users can configure the Progress Bar Style with two options:

Standard: Displays categories as Open, Late, and Closed.
Open/Closed Only: Combines Late and Open into a single category (Open) while keeping Closed separate.

Colour Customisation

For the Open/Closed Only style:

Users can customise the colours for Open and Closed categories using a colour picker.

Once configured, the selected Progress Bar Style and colours will be displayed in the Dynamic Doc List on forms, reflecting the chosen visual settings.

List Style

Choose if you would like your list to be collapsed or expanded by default. You can change this when editing your form.

Collapsed

Expanded

Dynamic Mode Setting - Used Inside a List Table

The dynamic mode setting automatically displays associated forms that have been configured to display.

Form Field

A list of common user fields will display here for your choosing.

Search Scope for Cascading Fields

If you are working or have chosen a cascading type user field, toggling on Show Advanced allows you to control how selections behave during searches. This setting is available per cascading field.

For each configured cascading field, you will see two radio buttons:

Option	Description

Option	Description
Parent Only	Returns documents linked only to the selected level.
Parent and Sub Items (Default)	Returns documents linked to the selected level and all its sub-levels.

How to Configure

Go to the Dynamic Document List field settings.
Toggle on the Show Advanced option
For each cascading field, select one of the following:
- Parent Only
- Parent and Sub Items
Save the form configuration.

Example Scenarios

Scenario 1: Selection = /Z1

Form Data	Parent Only	Parent + Sub Items

Form Data	Parent Only	Parent + Sub Items
`/Z1`	✅ Yes	✅ Yes
`/Z1/F1`	❌ No	✅ Yes
`/Z1/F2`	❌ No	✅ Yes
`/Z1/F2/R1`	❌ No	✅ Yes

Scenario 2: Selection = /Z1/F1

Form Data	Parent Only	Parent + Sub Items

Form Data	Parent Only	Parent + Sub Items
`/Z1`	❌ No	❌ No
`/Z1/F1`	✅ Yes	✅ Yes
`/Z1/F2`	❌ No	❌ No
`/Z1/F1/R1`	❌ No	✅ Yes

List Field

If there are other document list user fields on your form you can choose them here. To avoid confusion, Dynamic Doc List User Field itself is excluded from the selection list in the criteria setup.

Example Usage:

If a user specifies a value in a Doc List User Field and combines it with other search criteria the system will filter results accordingly.

Display Mode

Refer here for how to set up:

list of forms Document List User Field | List of Forms Display Mode
progress bar Document List User Field | Progress Bar Display Mode

Progress Bar Style

Refer here Document List User Field | Progress Bar Style

List Style

Refer here Document List User Field | List Style

Update Mode

On form update means when you respond, comment or update your form the document list user field will update.

On view means when the form is viewed the document list user field will update.

Edit Dynamic list User Field on Response

On form response you can edit the document list user field.

Dynamic Document List - Include Publication Space Standard Fields

Dynamic Document List user fields supports three standard fields in Publication Space - 'PS Standard Fields'

Revision Status
Rev Type
Rev Discipline

For Documents, the following fields are displayed:
- Document No#
- Title
- Revision (Rev)
- Revision Status (Rev Status)
- Revision Type (Rev Type)

If a row in the list table contains:

Only Forms: The form-specific fields are displayed.
Only Documents: The document-specific fields are displayed.
A Combination of Both: Default behaviour displays the form-specific columns for all rows.

How to Include Publication Space Standard Fields

To add these PS standard fields in the Dynamic Document List Field- you must add them with the following hardcoded codes.

REVISIONSTATUS
REVISIONTYPE
REVISIONDISCIPLINE

Create a select user field on your form with codes that match the codes above.
Alternatively if the user fields exist you can change their codes to these hardcodes noted above.
The options for these user fields must match the options of revision status, type and discipline in publication space.

The Code and Options for the select user fields on your form much match the publication standard fields Code and Options

To learn more about how to import options click 'Import User Field Options'

A Document List user field can only be set for either Forms or Publication Space documents.

Create a new document list user field that is restricted to Publication Space documents only.

Go to 'Settings' tab in the user field and select Dynamic mode.
Then in the List Field section add the user fields.

A document count for Publication Space DOCS with display when the Display Mode is set to Progress Bar Mode.

As a user:

When the Dynamic Doc List runs its search for Documents, it will look for the latest revisions of documents that match the criteria and associate it automatically with the Doc List Field as shown below.

Document Display Format in Doc List

Document Display Format:
- Documents in a doc list user field are displayed in the following format:
  - Document# [Revision] (Rev Status)
- Example: DEMO-ELE-ABC-WP01-PLN-E0001 [01] (APPROVED)
Supported Scenarios:
- Dynamic Doc List: Supports dynamically populating documents within the doc list.
- Importing Document Links: Supports importing document links into the list.
- Manual Selection: Supports manually selecting documents via the document list user field.

Setting Up the Forms that can be Created from a Document List User Field

Document List user fields enable you to create a form from your existing form. This is useful if you want to create associated or linked forms. e.g. this is used in the Lot form, where you can create other quality documents linked to the Lot.

This is the Standard style which allows you to select multiple forms to link. The benefit of this is that you have flexibility to associate or link multiple forms to one Document List user field - thus having a one-to-many linkage.

Create your custom split ensuring Document List is checked and the Custom Split is unchecked. Refer here for more information regarding custom splits.

As a user

If you go to target form and click menu icon, you will have the option to click '+ Create New' to link a new form or 'Link Existing' to link an existing form. In example below, you see user selecting multiple forms to link.

You can click the menu icon on the right of 'Link Existing' to pop up a search window where you can search for associated form with more filters

When viewing an existing form, you may not see Document List icon. If you click 'Respond' you will view it.

Configuration of Button style

Button style will allow you to select one form to link. The benefit of this is that you can have multiple Document List user fields, each restricted to one form type - making your process fool-proof.

With Button style, documents are presented as clickable buttons, providing quick access to essential information.

Refer here for how to set up button style.

Security

Dynamic Doc Lists respect the editable status configuration, ensuring updates occur only when the list is in an editable state.

When a Dynamic Doc List has the Editable in Status option configured:

If the Doc List is in an editable status, the dynamic search will execute, and the list will update based on the criteria.
If the Doc List is in an un-editable status, the dynamic search will not run, and no updates will occur.