HUBBROKER Intelligent Document Processing Solutions User Guide

HUBBROKER Intelligent Document Processing Solutions

Field Collection Introduction & Overview

Introduction

The Field Collection feature in HubBroker’s platform is designed to simplify and standardize the management of key fields, XML binding keys, and collection configurations across customers. It provides a flexible and centralized interface for defining, collecting, and structuring data fields that can later be leveraged in Dynamic Forms, automation workflows, and EDI/ERP integration processes.

This feature helps ensure data consistency, reduces repetitive setup efforts, and enables teams to maintain uniform field mappings and configurations across various projects -ultimately improving efficiency, accuracy, and scalability in client implementations.

Purpose

The purpose of the Field Collection feature is to provide a unified and reusable framework for managing key data fields and XML binding configurations across different customers and integration projects.

It enables HubBroker users and implementation teams to:

• Define and organize field structures once and reuse them across projects.
• Maintain consistent field mapping between source and target systems.
• Streamline setup for EDI, ERP, or custom automation processes.
• Reduce the dependency on manual configuration or repetitive setup tasks.

This standardization ensures that data integrity and consistency are maintained throughout the entire integration lifecycle.

Navigation to Field Collections

• Log in to the IPASS Dashboard.
• Go to the top-left and click Settings.
• Locate Mapping Settings.
• Click Fields Collections
• You will see the Fields Collections management page, as shown in snapshot.
• This page lists all collections, which are logical groupings of field definitions for mapping and data binding.

Table columns include:

Use this page to search, review, and manage your collections before they are referenced in Smart Editor/Mapping modules for actual document processing.

Field Collections – Actions and Columns

Action Buttons Overview :

For each Field Collection entry, the far-right Action section contains:

Field Collections – Versioning When Adding New Collections :
When creating a new Field Collection from the Fields Collections page, you will see the Add button with a dropdown presenting two options:

1. Version 1 (V1)
2. Version 2 (V2)

Version Details:
Version 2 (V2) is the active and recommended version to configure for usage in:

• Smart Editor Module – where users do data editing and validation.
• Smart Adaptor Module – where actual file processing and transformation take place.

The newer V2 version supports enhanced features, XML and AI data bindings, and dynamic form configurations necessary for current integration workflows.
Version 1 (V1) is required for older version mappings.

Action Required:

• When managing field collections for mapping and processing, always ensure that you are configuring and using Version 2.
• Versions help maintain backward compatibility during upgrades while enabling newer capabilities in the smart modules.

Start a New Collection

1. Click the Add dropdown on the top-right corner.
2. Select Version 2 from the list.

General Tab – Starting the Collection

1. Select the appropriate Document Type and Document Format.
2. Enter a clear Title and add Remarks (optional).

Option A – Using an Excel Template

• Click Upload Field Collection Excel Sheet.
• You’ll see the button Upload Field Collection Excel Sheet Sample.

• Upload your Excel file -this will automatically create:
  • Collection groups
  • Mapping fields
  • Template configuration fields
• Only the Dynamic Form setup will need manual configuration.

Note: Ensure your Excel follows the correct template structure to enable proper field mapping and recognition.

Option B – Creating from Scratch

• Manually add:
  • Collection Groups
  • Mapping Fields
  • Template Configuration Fields
• Upload an Output Sample matching your document type and format for accurate data binding.

Example:
For an invoice with:

• Doc Type: Invoice
• Format: BISV3

Add the details in the General Tab, then proceed to configure collection groups.

Collection Group Tab -Structuring Your Collection

1. Click the “+” (Add) button on the right side to create a new group.
2. Enter a Group Name (e.g., Header).
3. Choose a Group Type from the dropdown:

Always create mandatory collection groups (e.g., Header group) as shown in sample references.

Mapping Fields Tab -Adding and Configuring Fields

• Click the “+” (Add Field) button.Fill in the following details:
  

  Fileld	Description
  Collection Group	The group where the field belongs (e.g., Header).
  AI KeyBinding	key for AI data capture.
  Title	Field label (e.g., Document No).
  Description	Optional field notes.
  Document Info	Value Check if the value should display in adaptor history.
  XPath	XML hierarchy for data capture (e.g., Invoice/InvoiceNo).
  Configuration Required	Enable if field is mandatory in the editor module.
  Output     File                  Binding Key	Should match your field name (e.g., {Invoice_no}).

1. Select Collection group which created earlier : Example -Header
2. Select the Ai Key for Document No Field .
3. Add the Title text like docno and also description which is optional.
4. Add the Document info value for adaptor History if this Data kay value- need to be displayed.
5. Add the XPath which indicates the hierrchy of tags for this Fields.
6. Output file binding key need to be added format like displays in screenshot and make sure to follows the naming would be same as title.

Add Validation Rules
Use the Validation section to apply data checks such as:

• Not Null
• Is Digit
• Date/Time
• Logical/Custom Rules

Click Add Validation and select from preset options.

Template Configuration Fields Tab

View and verify sample template files.
Each field and its Binding Key (from mapping fields) will display. Ensure all key fields are correctly mapped and connected.

Dynamic Form Tab -Mapping for Editor Module
The Dynamic Form section allows you to visually configure how data fields appear and are grouped within the Field Collection (Version 2).

It’s divided into two main panels: Field Groups and Layout Area.

Field Groups Panel (Left Side) : This panel lists all available field groups that organize your document’s data sections. Each group represents a category of related fields (e.g., header info, customer details, or line items).

Default Field Groups:

• Header- For document-level details (e.g., Document No, Date, Order No).
• Customer- Captures buyer/customer-related information.
• Supplier- Captures supplier/vendor details.
• Delivery- Handles delivery address and logistics details.
• Line Items- Lists repeating product/service rows.
• Bank- Stores banking and payment details.
• Amount- Stores totals, tax, and amount-related fields.
• Custom Group- Allows adding your own custom-defined group for specific requirements.

Layout Area Panel (Right Side) : When a field group is selected (e.g., Header), its layout appears in this area. This is where you design the structure of the selected group.

Example: Header Group

The Header Group includes standard fields such as:

• Document No
• Document Date
• Due Date
• Order No
• External Document No
• Supplier Order No
• Currency Code
• Delivery Date
• Note

Each field corresponds to a mapped XML tag or binding key used in data extraction. You can click any group (like Header) to start configuring its layout.

Use this tab to map field groups for the Editor Module, such as:
Header, Supplier, Customer, Delivery, Lines, Bank, Amount

Field Configuration – Based on Selected Field in Layout Area

This feature ensures that each field can be customized individually without affecting others.

1. Field Configuration Panel
   When you click on a field (like Document No) in the layout area, its settings automatically appear here for editing.
2. Label Name
   Defines the display name of the field.
   Example: Document No appears as the field label in your layout.
3. Data Type
   Determines what kind of input can be entered.
   Options include: Text, Date, Number, Dropdown, etc.
   Example: Document No uses Text type.
4. Placeholder
   Adds a short hint inside the field to guide the user.
   Example: Placeholder could be Enter document number.
5. Binding Key
   Used to connect the field to backend data or an API key.
   Example: Bind Document No to a specific key used in your integration.
6. Save / Cancel
   Save: Confirms and applies field changes.
   Cancel: Discards recent edits.
7. Delete Field
   Removes the selected field from the layout if it’s no longer required.

Option C : Clone from Existing – Key Features
This feature allows users to quickly create a new field collection by reusing an existing configuration, ensuring consistency and reducing setup time.

1. Clone from Existing (Option)
   When selected, this option activates the ability to copy data from a pre-existing field collection.
   Purpose: Helps maintain uniformity across similar projects or document types without rebuilding forms from scratch.
   Tool-tip Available: A small help icon provides quick guidance on what this feature does.
2. Copy From Existing (Toggle)
   A switch control that enables or disables the “clone” functionality.
   When turned ON, it reveals a dropdown list to select an existing collection.
   When OFF, the system allows manual creation of a new collection instead.
3. Collections Dropdown
   Label: “Select Collection”
   Displays a list of available pre-configured collections.
   Users can choose one to clone and modify as needed.

Example Options:
Invoice_BISV3_CHMA

Purpose: These templates represent existing configurations for various invoice or project types, allowing users to start with a ready structure and adapt it quickly.

Option D: Default Collection – Key Features
This feature allows users to quickly create a new field collection by reusing an existing Default configuration for selected document type and document format, ensuring consistency and reducing setup time.

1. Default collection
   When selected, this option designates the current setup as the standard (default) Field Collection for the chosen document type and format.
   Purpose: Automatically applies this configuration whenever a new document of the same type (e.g., Invoice – BISV3) is created.
   Tool-tip Available: Provides quick guidance explaining that only one default collection can be active per format.
2. Copy From Existing (Toggle)
   When turned ON, it reveals a dropdown list to select an existing default collection for selected document type and format.
3. Collections Dropdown
   Displays a list of available pre-configured collections that can be used as a base.
   Usage: Users can choose default setup to use and then customize according to project or customer requirements.

Example Options:
BISV3-Invoice Collection
BISV3-CreditNote Collection
Purpose: Enables quick setup by reusing proven templates instead of manually configuring each field.

support@hubbroker.net

Last Updated date: 3/11/2025