References

Reference Field Types

There are two types of reference fields:

Object reference fields

Object reference fields refer to the ID of specific objects. Therefore, object references are retained even if the referenced object is renamed or moved.
Metadata reference fields

Metadata reference fields refer to the contents of an index field. When a metadata reference is opened, this always triggers a search in the current database. Free inputs or metadata modifications can therefore also lead to empty hit lists or multiple hits.

Marking Reference Fields

References that have been set up are displayed in hit lists and in the Summary, Metadata, and References aspect areas (see Object Aspects). They are indicated in hit lists and in the Summary and Metadata aspect areas with a Reference icon. Unlike metadata references, object references are marked with an object type icon (such as ) in addition to the reference symbol.

Click the Reference icon to quickly open the referenced objects. If you hold down the Ctrl key while clicking, the location of the reference will be displayed in a new tab.

Object reference fields are highlighted in metadata forms (see Metadata Forms) and in the search dialog (see The Search Dialog) with a Object reference icon. The object type that can be entered into the object reference field is displayed in the tooltip. Simple fields with registered references are indicated by grayed out Object reference icons. This means that no further references can be added.

Metadata reference fields do not have any special labeling. However, if there are entries in metadata reference fields, then these entries are indicated by a Reference icon.

Creating References

You can create and remove object and metadata references in the Metadata aspect area (also see Editing Metadata).

To create an object reference, follow these steps

You have several options for creating object references:

Using the direct input method

Procedure: Enter data in a Object reference field to receive a list of suggestions. Press Enter to accept the entered data or an entry from the list of suggestions.
Using the search function

Procedure: Open the Add references dialog, where you can search for suitable references.
To create an object reference using the search function reference, follow these steps
1. Open the metadata form of an object with Object reference fields, for example, by selecting an object in a hit list and viewing the Metadata aspect area.
2. Click the Object reference icon in the metadata form.
  
  The object type that can be entered in the object reference field is displayed in the tooltip of the Object reference icon and in the title of the dialog that opens.
  
  If the Object reference icon is grayed out, the reference field may be a single reference field, i.e., no further references can be added.
  
  The Add references dialog opens.
3. Enter your search criteria in the input field.
  
  The full-text search checks metadata and contents of document objects. Only objects of the object type connected to the reference field are searched.
  
  Enter an asterisk (*) to receive a suggestion list. The other characters and operators you can use when entering the search criteria are described in Search Terms in yuuvis® RAD.
  
  A Search result hit list is displayed in the dialog.
4. Click the entry in the Search result hit list that you want to store as a reference. If you want to store several entries, put a checkmark in front of all the entries that you want to transfer as a reference and then click the Add button.
  
  If the hit list does not have the option of setting a checkmark, the reference field is a single field, i.e., only one reference can be stored.
  
  If you cannot find the desired reference object in the hit list (the hit list can contain a maximum of 20 hits), then refine your search criteria.
  
  If you click a Reference icon behind the entries in the hit list, the location of the hit will be displayed in a new tab.
  
  The chosen object or objects are copied into the reference field.
  
  The Add references dialog closes.
5. To finish, click the Save button in the Metadata aspect area.
Using the copy function

Procedure: Copy objects to the clipboard of yuuvis® RAD client. You can then adopt them in the Add references dialog, provided that the copied objects may be stored as references.
To create an object reference using the copy function, follow these steps
1. Copy one or more objects that you want to reference using the Copy function in the Actions menu in the yuuvis® RAD client clipboard.
  
  A Copy icon with the number of objects copied to the clipboard will be shown in the yuuvis® RAD bar.
2. Open the metadata form of an object with Object reference fields, for example, by selecting an object in a hit list and viewing the Metadata aspect area.
3. Click the Object reference icon in the metadata form.
  
  If the Object reference icon is not active, then
  
  the corresponding object(s) cannot be inserted as a reference due to the field definition. The object type that can be entered in the object reference field is displayed in the tooltip of the Object reference icon and in the title of the dialog that opens.
  
  The reference field may be a single reference field, i.e., no further references can be added.
  
  The Add references dialog opens.
4. Click the entry in the Copied objects list that you want to store as a reference. If you want to store several entries, put a checkmark in front of all the entries that you want to transfer as a reference and then click the Add button.
  
  If the list does not include the option to set a checkmark, the reference field is a single field, i.e., only one reference can be stored.
  
  If you click a Reference icon behind the entries in the hit list, the location of the hit will be displayed in a new tab.
  
  The chosen object or objects are copied into the reference field.
  
  The Add references dialog closes.
5. To finish, click the Save button in the Metadata aspect area.

To create a metadata reference, follow these steps

Open the metadata form of an object with reference fields, for example, by selecting an object in a hit list and showing the Metadata aspect area.
Enter data in a reference field.

After three asterisks (* * *) have been entered, the reference field provides a list of metadata of the objects that can be referenced.

Free entries that can be referenced after the next indexing of the system are also adopted.
Click on an entry in the list or apply your input data by pressing the enter key ↩.

The entry or entries will be applied in the metadata and indicated by a Reference icon.
For multi-fields, you can repeat this step and create multiple references.
To finish, click the Save button in the Metadata aspect area.

The reference or references are saved and displayed in hit lists as well as in the Summary, Metadata, and References aspect areas.

The References aspect area

Objects referenced by the object and the objects that reference the object are shown in the References aspect area (see Object Aspects). From here you can quickly access the reference objects by single-clicking the button of the listed object. Up to 1,000 references can be displayed.

If you click the Open in hit list button above the list, all reference objects are combined in a hit list. If you hold down the Ctrl key while clicking, the hit list will be displayed in a new tab.

If you move the mouse over the outline row of an object type and click the Search icon that appears, the corresponding reference is displayed in a hit list. If you hold down the Ctrl key while clicking, the hit list will be displayed in a new tab.

When you click on a reference, the location of the corresponding reference is displayed. If you hold down the Ctrl key while clicking, the location of the reference will be displayed in a new tab.

The reference structure tree

If object reference fields reference the ID of a folder, these references are displayed in the folder view of this folder in a reference structure tree next to their representation in the References aspect area (see Reference structure tree).

Reference fields in tables

It is also possible to use reference fields in tables in metadata forms. However, the references stored here are not displayed in the References aspect area. Reference links in metadata tables can be opened via the browser context menu. When you edit metadata tables, you can open reference links by clicking the reference symbol.