List Definitions and Field Definitions

XDOC gives product Administrators the ability to create various fields and field lists for use in Document Definitions, Bundling, E-mail Notifications, etc. These fields and lists can provide additional critical information to further enable your workflow.

The following are two common examples of how to use field definitions and list definitions, together and separately, to improve your XDOC workflow.

Document Definitions

Example: You want to add a "Tax Year" field to a "Tax Return" Document Definition, with a list of tax years. In this example, we will perform the following steps to accomplish this task:

  1. Create the List (In List Definitions)
  2. Create the Field Definition (that incorporates the list in #1 above)
  3. Assign the Field to the Document Definition
  4. Test using the Document Upload utility

Creating the List

  1. In the XDOC Admin, go to Project Repository>List Definitions

  2. Click the CREATE button

  3. The List Editor will appear

    List Editor

  4. Fill out the following fields

    Field Value
    Name Name for the Field – Tax Year
    Ref Code Additional code, or identifier, for this field
    Description Additional description, if any
    Data Type Choose the appropriate data type for this field
    Active Set to Yes

  5. Click the ADD ENTRY button to add an entry

  6. Add all Tax Years for this list

    Add Entry
    • To avoid confusion, it’s best if you make the "Name" and "Value" the same
    • The sequence number represents the order in which the entries of the list will appear. If all entries have the same number, as above, the list will show in alphabetical or numeric order

  7. When done, click the SAVE button

Creating the Field Definition

  1. In the XDOC Admin, go to Project Repository>Field Definitions

    Field Definitions

  2. Click the CREATE button. The Field Editor will appear

    Field Schema Editor

  3. Enter information for the following fields. Everything else leave as is.

    Field Description
    Schema Id Should be pre-populated. Leave as is.
    Search Id Same as Schema ID
    Name Enter a name. In this instance, "Tax Year"
    Label Should normally be the same as the "Name" field
    Description Enter an additional description if you want
    Field Type Choose "list"
    Default Value Choose a default Tax Year, if any. For this list, leave blank
    Data List Choose "Tax Year"
    Control Flags Choose all checked boxes in the screen shot above

  4. Click SAVE

Assign the Field to the Document Definition

  1. In the XDOC Admin, open the Document Schema Editor for the document in question, in this case the Tax Return
  2. In the "Fields" Tab, click on the “Tax Year” field and click ADD
  3. The list of fields will look like this Document Definition Fields

    NOTE: It is recommended that you check the "Required" checkbox. This will eliminate the possibility of a blank value in that field. If this is a versioned document, you should also check the "Version" checkbox.

  4. Click UPDATE

Test using the Document Upload Utility

  1. Navigate to the Document Upload utility
  2. Choose the Tax Return from the document list
  3. Click on the "Tax Year" drop down field Tax Year Dropdown
  4. The "Tax Year" label will be bolded, meaning that it is a required field, and the list values are present in the proper order.

Bundle Templates

List Definitions are used in Bundle Templates to define various investor-specific parameters. XDOC's out of the box templates already have the appropriate list definitions defined, and these can be used as a guide for any future lists that need to be created for an Investor, Servicer, MI Company, QC Company, Auditor, or more.
Example: You need to set up a Bundle Template for a new Servicer. This Servicer has very specific package types relates to their business called of SLR, SPR, SMR, AOB, and S4. These names must be part of the ZIP file naming when sent to their SFTP site. In this example, you will:

  1. Create the list in List Definitions
  2. Create the Custom Property in the Custom Properties tab of the Bundle Template, incorporating the list
  3. Edit the ZIP file naming to incorporate this new property
  4. Set the appropriate permissions in the Bundle Template
  5. Test the delivery

Create the list in List Definitions

  1. In the XDOC Admin, go to Project Repository>List Definitions
  2. Click the CREATE button
  3. The List Editor will appear List Editor
  4. Fill out all fields as you did in the previous example
  5. Click the Add List Entry button and add the entry
  6. Do this for all entries until the list is complete Add List Entry
    • To avoid confusion, it's best if you make the "Name" and "Value" the same
    • The sequence number represents the order in which the entries of the list will appear. If all entries are the same number, the list will show in alphabetical order
  7. When done, click the SAVE button

Create the Custom Property in the Custom Properties tab of the Bundle Template, incorporating the list

  1. In the Bundle Template>Custom Properties tab, click the Add Property button

    Add Property
    Field Description
    Schema ID The name of the property (e.g. "packageType")
    Name The name the user will see: "Package Type"
    Required Determines if this field is required. Check this since that is required in this example
    Override Determines if you can override this field when sending the bundle.
    Data Type Leave as string (or choose the appropriate option for you)
    Validation Choose the list you just created in the previous step
    Default Value If there is a default value for this field put it here, else leave it blank

  2. Click the SAVE button when done

Edit the ZIP file naming to incorporate this new property

In the Bundle Template, in Bundle Packaging tab, Package naming sub-tab, edit the "File Name" for the properties of the generated zip file to include this new property

Properties of a Generated Zip File

Note: For any customer property created, the token name will start with "$$PROPERTY." – and end with the SchemaId of the custom property – "packageType$$"

Set the appropriate permissions in the Bundle Template

It is recommended that you check the following override boxes in the "Permissions" tab of the Bundle Template

Bundle Template Permissions

Test the delivery

You can test the delivery by setting the Delivery Setting in the Bundle Template to "download" and verifying the file name

Other Field Definitions and List Definition Examples

There can be many other examples for Field and List Definitions. If you have any further assistance that the two examples above did not provide enough guidance on, please call XDOC Customer Support.