Field library

The field library holds every field, document type and choice list your workflows use. Open Settings, Field library. You need the Manage fields and MCS lookups permission. See fields and where values come from for what a field is.

Three tabs

Tab	Holds
Fields	Every field. Add field to make your own
Document types	The sets of fields that make up a kind of document. Add document type to make your own
Choice lists	Lists of choices for "One of a list" fields. Add choice list to make your own

Search by name or code, and filter by Made by: Anyone, MCS or Yours. Items made by MCS are view only.

Document types from MCS

Document type	Notes
Invoice	Supplier details and address, invoice number and date, due date, currency, net, VAT, total, VAT breakdown, lines, PO number, account reference, referenced documents, bank details, payment terms. One file can hold several
Purchase order	Customer, order number and date, delivery site, start and end date or duration, lines, quote reference, contact name, phone and email
Delivery note	Number and date. One file can hold several
Waste transfer note	Number and date. One file can hold several
Credit note	Number and date. One file can hold several
Statement	Reference and date

To change one of these, select Copy to change. Your copy is yours to edit. Save it with Save as draft or Save and publish; a Read the documents step can only use a published document type.

Adding a field

Set	Example
Label	Fleet number
Type	Text
Description for the AI	"The fleet or asset number of the machine, such as D-1042. Not the serial number."
Question for the sender	"What is the fleet number of the machine?"
Roles	None
Quoting it is a promise	No
Personal data	No

Write the description as you would brief a new member of staff. Say what it looks like, where it is usually found, and what it is often confused with. This is the biggest single thing you can do to make reading accurate.