Create AutoFill Fields with Internal and External Data

The sample cabinet used in this exercise was created in KB article:

Create a Cabinet and Assign Fields

An Autofill environment can be setup using Internal Easyfile data or External Data imported into Easyfile. This article will examine both scenarios.

Internal Data

Autofill allows for data to be entered automatically after being keyed in once. This reduces repetitive indexing for data that will not change. In our example cabinet, the Policy Number is the main field.

Attached to the policy number is the policy holder first and last name, insurance type, and carrier. These values will never change, so why do they need to be keyed in every time a document is indexed.

In the Auto fill scheme, one field is the main field that all other connected fields are attached. As was mentioned above, the policy number is the Autofill trigger field.

Log into Easyadmin and click on the Cabinet/Fields button. Click on the All Insurance cabinet to open the field screen.

Open

Click on Policy Number to Edit the field. At the top of the screen will be a cabinet system identifier starting with FT_. In this case it is FT_ALLINSUR_127. This is the system identification of the cabinet labelled All Insurance. You will need this information for the next step.

Check the Auto Fill Trigger Field. This will activate the Setup button. Click the Setup Button.

Open

Click the Browse button and click the Select button next to the appropriate FT table name. In this case it is FT_ALLINSUR_127.

Once the Target Table has been selected, the associated fields that correspond to the Autofill trigger field can be selected. In this case, First Name, Last Name, Carrier and Insurance Type are associated with the Policy Number.

Click the magnifier next the autofill trigger field and the associated fields and choose the corresponding field starting with COL. This is the way the system identifies fields.

In our example, we would choose:

COL_POLICYNUM_100

COL_FIRSTNAME_101

COL_LASTNAME_102

COL_CARRIER_103

COL_INSURANC_104

Click Save when finished.

Click Update on the main property sheet.

Now, after a record has been saved in Easyfile, the Policy Number is available to be used as an Autofill entry.

External

In addition to internal saved data being used as autofill entries, external xlsx or csv data can also be imported into Easyfile. There are some rules on how the data should be formatted.

1. Column Headers should not have spaces.

2. The file name should be descriptive so you can recognize it.

This is a two-step process. The data is imported inside the Easyfile web interface and Autofill is setup in Easyfile Administrator similar to how it is described above.

Open the Easyfile Web interface. Ensure you are in Split View and click the ellipses (…). Click Scanning Report.

Click on the Customer List to Upload button and choose the file to be used.

Once the file has been chosen, click the Upload button. The data is now imported into a table that starts with ULU_.

After the data has been imported, the next step is to setup the Autofill fields inside Easyfile Administrator as outlined above except that instead of an FT named table, you will be looking for the name of the file you just imported starting with ULU_.