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Custom Field Relationships

Custom field templates are typed according to how data relates to documents. Understanding these relationships is necessary before creating a template, because the template type determines how data is stored, displayed, and linked across documents.

Relationship types​

Docwize supports four patterns for how custom field data relates to documents.

One-to-one​

A one-to-one custom field captures data unique to a single document. The data exists only on that document and is not shared. Examples include a purchase order number, a signatory name, or a contract reference date. The template is displayed as a form.

Example: one-to-one custom field data

Example: one-to-one custom field data

One-to-many​

A one-to-many custom field captures multiple entries that are unique to a single document. Examples include invoice line items, where each line has its own fields for description, quantity, and unit price. The template is displayed as a grid, allowing multiple rows to be added per document.

Example: one-to-many custom field data

Example: one-to-many custom field data

Many-to-many​

A many-to-many custom field links data that is shared across multiple documents. The data is stored in a separate register table and linked to each relevant document rather than duplicated. Examples include a shared asset register linked to multiple inspection reports, or a litigation claims register linked to multiple invoices.

The template type for many-to-many relationships is Grid Link. The capturing interface is a grid where rows can be linked to the current document by selecting them in the Add/Remove/Manage Rows dialog.

Example: many-to-many custom field data

Example: many-to-many custom field data

Example: many-to-many linking dialog

Example: many-to-many linking dialog

Custom field-to-custom field​

Custom fields can reference other custom fields directly using the CustomFieldReference field type. This is used when data from one template needs to be linked to rows in another template — for example, matching purchase order line items to invoice line items for AP 3-way matching.

Consolidated example​

The following example shows a single invoice document with all three relationship types present:

  • Invoice Detail (one-to-one): captures single values unique to this invoice, such as the invoice number and date.
  • Invoice Line Items (one-to-many): captures multiple line item rows, each with its own description, quantity, and amount fields.
  • Claims (many-to-many): links the invoice to rows in a shared litigation claims register.
Example: document with three custom field relationship types

Example: document with three custom field relationship types