Splitting Fields in Configuration Studio

Splitting Fields is used to divide the information captured in one field into multiple fields.

Splitting Fields to Change Definitions

There are many reasons you may want to split field definitions. Here are some examples:

• At times the results that are captured by the AI include more text in a field than you want in a field. For example, in listings for Part Numbers, along with the Part Number itself, the written description of the part may also be captured. In a case like this, you would isolate the Part Number, splitting it off from the description, so that the Part Numbers column of the Listings Table reads correctly.
• You may want to add more definitions to the same field. For example, you may want to divide the Ship To Address in order to separate the street, the city, the state, and the postal code and then, further, add a hyphen between the state and the postal code.
• You can also combine or restructure information in a needed way. For example, if an ERP only accepts telephone numbers without hyphens, you can split the hyphens out of the document’s data in a phone-number field and then restructure the phone numbers from three groups of numbers to one group of numbers.

There are many other reasons you may want to split fields.

To split a field definition for modification, follow these steps:

1. Locate the field definition by doing one of the following:
   1. Click the arrow in the upper right corner of the correct tab in the right panel and from the menu, select the correct field. The field definition opens.
   2. Click the field on the document preview. The field definition opens.
      (Also see Viewing Field Configuration Definitions).
      
      
2. Click the three dots (ellipses) from the lower part of the panel, (not next to Selected Field in the upper part of the panel), and from the menu that displays, click New Split Field. The Split Field dialog box displays.
   
3. Choose a separator from the Separator List. For example, if your selected text is an address and you want to split its component groups by using its spaces, click the radio button for Space. Click Next. When the dialog box changes you will see the components of the address broken into components by the spaces within it.
   You can also create a custom separator by clicking the Custom radio button. In the dialog box, enter a word, punctuation mark, or other consistent character that is not already listed. For example, enter the word “And.”
4. Check the Append radio button if you want to add a character to the separator that you have already selected. This will add that character between all the groups that you select in the next step.
   For example, if you had an address in which you wanted to put a hyphen between the State and Postal Code, to change “AZ 85233” to AZ-855233,” first click the separator Space. That breaks up the selected text into groups by the spaces. Then check the box for Append Separator and in the dialog box beneath it, enter a hyphen, (-). Click Next. When the dialog box changes you will see the components of the address broken into components by the spaces within it.
5. Choose the groups to which you want the appended character to apply. Using the example above, (Step 4), choose the State and the Postal Code to add a hyphen between “AZ” and “85233.” Doing so produces “AZ-855233.” Click Next. The dialog box changes again.
6. To modify your changes, click Back.
7. The result from you actions in Steps 3-5 displays in the Result field of the dialog box. To confirm the result, click Confirm. This submits the split you defined.
8. Click Confirm to submit the split you defined. If you originally chose a field with one definition, after splitting the field is recorded as having two definitions: above the Document Field, “Definition ½” will display. Click the Right Arrow or Left Arrow to move between.
9. Define the new field definition you split from the other information.
   1. Consider whether to change the definition of the information that was not split off. To do that, make changes by selecting options, as outlined in Making Simple Changes to Field Definitions).
   2. Consider whether to delete the information that was not split off. For example, click to Definition 1 and then click the Three Dots (Ellipses) and from that menu, select Delete.
10. Select the same field and follow the process again if the field needs to be split off further for more definition. For example, with the part number “PN: 12345, XYZ,” if the first time you used the Split Field feature, you eliminated extra text after the comma, (“XYZ”), you may still want to use the Split Feature again to eliminate the characters “PN: ” before the number.
    There is no limit to the number of definitions, so numbers may vary. For example, if you split the field three times, the display will read Definition 1/3.
11. Click Commit Change.
12. If all your changes are complete, follow the standard procedure for saving changes. (See Saving and Validating Changes).

Adding Field Definitions in a Split Field

To add a definition in a split field, follow these steps:

1. Locate the field definition. (See).
2. Click the three dots (ellipses) and from the menu that displays, click Add Definition.
3. From the dropdown menu, select a new definition. If you selected a date, a new field displays that provides a menu from which to select a Date Format, such as MM/DD/YYYY.
   1. Click the field to select the format.
4. Click Commit Change.
5. If all your changes are complete, follow the standard procedure for saving changes. (See Saving and Validating Changes).

Deleting Definitions in a Split Field

To delete a definition in a split field, follow these steps:

1. Locate the field definition. (See Viewing Field Configuration Definitions).
2. Click the three dots (ellipses) and from the menu that displays, click Delete Definition. The field is deleted.
3. Click Commit Change.
4. If all your changes are complete, follow the standard procedure for saving changes. (See Saving and Validating Changes).