> For the complete documentation index, see [llms.txt](https://docs.docbits.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.docbits.com/administration-and-setup/workflow/cards-overview/field-manipulation-guide.md). # Field & Table Manipulation Cards ## Field & Table Manipulation Cards - Complete Guide **Covers:** 9 cards for modifying document fields and tables *** The field and table cards on this page go in the **Then** group of the Workflow Builder โ€” the actions that run once the When/And conditions match:
Workflow Builder canvas with When, And and Then card groups

Field and table manipulation cards are added to the Then group via Add Card.

*** ### ๐Ÿ“Œ Version Information **Multi-Version Cards:** CALC\_COLUMNS (v2), CALC\_COLUMNS\_REGEX (v2), EDIT\_COLUMN (v2), AI\_CALC\_MTZ\_ETZ (v2) **Version Pattern:** All field manipulation cards follow v1 โ†’ v2 pattern **Key Change:** v2 adds internationalization (i18n) support with translation keys ๐Ÿ“– [Complete Version History](https://github.com/Fellow-Consulting-AG/docbits/blob/main/readme/administration-and-setup/changelog/release.md#-data-manipulation-cards) | [Card Version Database](https://github.com/Fellow-Consulting-AG/docbits/blob/main/readme/DocFlow/docs/card_version.md) *** ## Document Field Manipulation ### Card: ACTION\_SET\_FIELD\_TO\_TEXT / Set Field to Text Value #### Purpose Automatically fills a document field with specific text #### When to Use * Populate field from decision * Set default values * Fill in standardized information * Update field based on conditions #### How It Works ``` IF Condition is true THEN Set Field "Category" to Value "Premium" ``` #### Example Scenarios **Scenario 1: Set Approval Category** ``` Condition: Invoice amount > โ‚ฌ10,000 โ†“ Action: Set "Approval_Category" field to "High Value" โ†“ Result: Document now shows "Approval_Category: High Value" ``` **Scenario 2: Set Supplier Category** ``` Condition: Supplier name contains "ABC" โ†“ Action: Set "Supplier_Type" field to "Preferred Supplier" โ†“ Result: Document marked as "Preferred Supplier" ``` **Scenario 3: Set Processing Notes** ``` Condition: Document has been rejected โ†“ Action: Set "Processing_Notes" to "Requires supplier revision" โ†“ Result: Note appears for next processor ``` #### Parameters **Field Name** Which field to update ``` Examples: Category, Type, Status, Comment, Notes ``` **Text Value** What to put in the field ``` Examples: "Approved", "Pending Review", "High Priority" ``` #### Configuration Steps 1. Choose the field to fill 2. Enter the text value 3. Set conditions (when to fill) 4. Save *** ### Card: ACTION\_SET\_BOOLEAN\_FIELD / Set Checkbox Field #### Purpose Automatically checks or unchecks a checkbox field #### When to Use * Mark as processed * Set approval flags * Enable/disable options * Mark for export #### How It Works ``` IF Condition is true THEN Check/Uncheck the "Approved" box ``` #### True = Checked, False = Unchecked **Examples:** **Example 1: Mark as Verified** ``` Condition: PO matches perfectly โ†“ Action: Check "Verified" checkbox โ†“ Result: โœ… Verified (checked) ``` **Example 2: Flag for Manual Review** ``` Condition: Price variance > 10% โ†“ Action: Check "Requires_Manual_Review" checkbox โ†“ Result: โœ… Requires_Manual_Review (marked) ``` **Example 3: Uncheck Pre-filled Box** ``` Condition: Supplier is blacklisted โ†“ Action: Uncheck "Approved_for_Payment" checkbox โ†“ Result: โ˜ Approved_for_Payment (unchecked - blocked) ``` #### Parameters ``` Checkbox Field: [Choose field] Set To: โ˜‘ Checked (โœ… True) or: โ˜ Unchecked (โŒ False) ``` *** ### Card: ACTION\_INVERT\_BOOLEAN\_FIELD / Toggle Checkbox #### Purpose Flips checkbox state (checked โ†’ unchecked, vice versa) #### When to Use * Toggle approval status * Switch processing mode * Reverse previous state * Update boolean flags #### How It Works ``` Current state: โœ… (Checked) โ†“ ACTION_INVERT: Toggle the box โ†“ New state: โ˜ (Unchecked) OR Current state: โ˜ (Unchecked) โ†“ ACTION_INVERT: Toggle the box โ†“ New state: โœ… (Checked) ``` #### Example ``` Invoice received with "Priority" checked โ†“ After processing, invert "Priority" checkbox โ†“ Checkbox now unchecked (no longer priority) ``` *** ### Card: ACTION\_COPY\_DOCFIELD\_TO\_DOCFIELD / Copy Field Value #### Purpose Copies value from one field to another field #### When to Use * Copy supplier info to billing info * Duplicate data across fields * Standardize data format * Create backup of value #### How It Works ``` Source Field: "Invoice_Supplier" Value: "ABC Corp" โ†“ COPY TO โ†“ Target Field: "Billing_Partner" Value: "ABC Corp" Both fields now have same value ``` #### Real Examples **Example 1: Copy Delivery Address** ``` Source: "Delivery_Address" = "123 Main St, Berlin" โ†“ Copy to: "Billing_Address" โ†“ Result: Both fields show "123 Main St, Berlin" ``` **Example 2: Copy Supplier Code** ``` Source: "Supplier_Code_External" = "SUPP-789" โ†“ Copy to: "Supplier_Code_Internal" โ†“ Result: Both codes match, system recognizes supplier ``` **Example 3: Copy Amount for Validation** ``` Source: "Invoice_Total" = "โ‚ฌ5000" โ†“ Copy to: "Amount_to_Validate" โ†“ Result: Validation field has correct amount ``` #### Parameters ``` Source Field: [Choose field to copy FROM] Target Field: [Choose field to copy TO] ``` #### Notes * Original field unchanged * Target field overwritten with source value * Good for standardizing data *** ## Table Manipulation ### Card: EDIT\_COLUMN / Edit Table Column #### Purpose Changes values in a table column based on conditions #### When to Use * Fix pricing errors in line items * Update quantities * Correct item descriptions * Standardize values #### How It Works ``` Table Column: "Unit_Price" Original Values: [100, 105, 103] โ†“ FIND: Values matching condition REPLACE: With new value โ†“ Updated Column: [100, 110, 110] (example) ``` #### Example: Fix Pricing **Scenario: Prices in wrong currency** ``` Table "Line_Items" with column "Price" Current prices: [100, 100, 100] (in wrong currency) โ†“ Condition: "If Price column equals 100" โ†“ Action: Replace with 95 (corrected price) โ†“ Result: [95, 95, 95] (prices corrected) ``` #### Parameters ``` Table: [Choose table] Column: [Choose column to edit] Find: [Value to find] Replace with: [New value] Condition: [When to apply] ``` #### Common Uses * Fix unit prices * Standardize descriptions * Correct quantities * Update SKU numbers *** ### Card: CALC\_COLUMNS / Calculate Column Values #### Purpose Performs calculation on table columns and stores result #### When to Use * Calculate line totals (Qty ร— Unit Price) * Sum columns * Calculate discounts * Compute percentages #### How It Works ``` Column A (Quantity): 100 Column B (Unit Price): โ‚ฌ50 โ†“ CALCULATE: A ร— B โ†“ Column C (Line Total): โ‚ฌ5000 ``` #### Calculation Types **Type 1: Simple Multiplication** ``` Formula: Qty ร— Unit Price = Line Total Example: 100 units ร— โ‚ฌ50/unit = โ‚ฌ5000 Config: Column 1: Quantity Operator: ร— Column 2: Unit Price Result Column: Line Total ``` **Type 2: Addition** ``` Formula: Base Price + Shipping + Tax = Total Example: โ‚ฌ5000 + โ‚ฌ100 + โ‚ฌ950 = โ‚ฌ6050 Config: Column 1: Base Price Operator: + Column 2: Shipping Operator: + Column 3: Tax Result Column: Total ``` **Type 3: Percentage Calculation** ``` Formula: Amount ร— (1 + Tax%) = Total with Tax Example: โ‚ฌ5000 ร— 1.19 = โ‚ฌ5950 Config: Column: Amount Operator: ร— (1 + Tax%) Result Column: Amount_with_Tax ``` **Type 4: Subtraction** ``` Formula: Original Price - Discount = Final Price Example: โ‚ฌ100 - โ‚ฌ10 = โ‚ฌ90 Config: Column 1: Original Price Operator: - Column 2: Discount Result Column: Final Price ``` #### Real-World Example **Invoice Line Items Calculation:** ``` Table: Invoice_Lines Row 1: Quantity: 100 Unit Price: โ‚ฌ25.00 Calculate: 100 ร— โ‚ฌ25.00 = โ‚ฌ2500.00 (Line Total) Row 2: Quantity: 50 Unit Price: โ‚ฌ40.00 Calculate: 50 ร— โ‚ฌ40.00 = โ‚ฌ2000.00 (Line Total) Row 3: Quantity: 200 Unit Price: โ‚ฌ10.00 Calculate: 200 ร— โ‚ฌ10.00 = โ‚ฌ2000.00 (Line Total) Subtotal: โ‚ฌ6500.00 (sum of line totals) Tax (19%): โ‚ฌ1235.00 Shipping: โ‚ฌ100.00 TOTAL: โ‚ฌ7835.00 ``` #### Parameters ``` Table: [Select table] Column 1: [First column] Operator: [ร—, +, -, รท, %] Column 2: [Second column] (if needed) Result Column: [Where to put answer] ``` *** ### Card: CALC\_COLUMNS\_REGEX / Calculate with Regex Pattern #### Purpose Calculates column values based on pattern matching #### When to Use * Extract values from text using patterns * Format data based on rules * Convert values based on patterns * Parse structured text #### How It Works **Regex Pattern Matching:** ``` Original Value: "ABC-12345-XYZ" Pattern: Extract numbers only Calculation: Convert to "12345" Result: "12345" ``` #### Example: Extract Supplier Code **Scenario: Article numbers contain supplier info** ``` Table Column: "Article_Code" Values: ["SUPP001-2025-A", "SUPP002-2025-B"] Pattern: Extract supplier code (first 7 characters) โ†“ Calculate: SUPP001, SUPP002 โ†“ Store in: "Supplier_Code" column Result: Article_Code: SUPP001-2025-A โ†’ Supplier_Code: SUPP001 Article_Code: SUPP002-2025-B โ†’ Supplier_Code: SUPP002 ``` #### Example: Format Phone Numbers **Scenario: Unformatted phone numbers** ``` Original: "491234567890" Pattern: Format as: +49 123 4567 890 Result: "+49 123 4567 890" ``` #### Example: Extract Prices from Text **Scenario: Prices in text format** ``` Original: "Price is 99.99 EUR" Pattern: Extract number only Result: "99.99" ``` #### Parameters ``` Table: [Select table] Column: [Column to analyze] Regex Pattern: [Pattern to find] Replacement: [What to replace with] Result Column: [Where to store result] ``` #### Common Regex Patterns ``` Numbers only: [0-9]+ Letters only: [a-zA-Z]+ First word: ^\w+ Extract โ‚ฌ: โ‚ฌ(\d+\.\d{2}) Date format: \d{4}-\d{2}-\d{2} ``` *** ## Calculation Examples ### Example 1: Invoice Total Calculation ``` Step 1: Calculate line totals Each row: Qty ร— Unit Price Step 2: Sum all line totals Sum: โ‚ฌ2500 + โ‚ฌ2000 + โ‚ฌ2000 = โ‚ฌ6500 Step 3: Calculate tax Tax: โ‚ฌ6500 ร— 0.19 = โ‚ฌ1235 Step 4: Add shipping Final: โ‚ฌ6500 + โ‚ฌ1235 + โ‚ฌ100 = โ‚ฌ7835 ``` ### Example 2: Variance Calculation ``` PO Price: โ‚ฌ100 Invoice Price: โ‚ฌ103 Variance = |(Invoice - PO)| / PO ร— 100 Variance = |3| / 100 ร— 100 = 3% Store in "Price_Variance%" column ``` ### Example 3: Discount Application ``` Original Price: โ‚ฌ100 Discount %: 10% Discount Amount: โ‚ฌ100 ร— 0.10 = โ‚ฌ10 Final Price: โ‚ฌ100 - โ‚ฌ10 = โ‚ฌ90 ``` *** ## Field Manipulation Workflow Example ``` Document arrives โ†“ Check condition: "Amount > โ‚ฌ5000?" โ†“ YES โ†’ Set field "Category" = "High Value" โ†“ Check condition: "Supplier is preferred?" โ†“ YES โ†’ Check "FastTrack" checkbox โ†“ Copy "Delivery_Address" to "Invoice_Address" โ†“ In table: Calculate line totals (Qty ร— Price) โ†“ In table: Calculate total with tax โ†“ Document now has all calculated and populated fields ``` *** ## Best Practices โœ… **Do:** * Keep formulas simple * Test calculations with sample data * Verify results make sense * Document why you're changing fields * Use copy field when data is same โŒ **Don't:** * Create circular references (A=B, B=A) * Overwrite important data without reason * Create overly complex regex patterns * Forget to verify calculation results * Calculate on wrong table/columns *** ## Troubleshooting ### "Field not updating" **Cause:** Condition not met or card not triggered **Solution:** * Check condition is true * Verify card is in workflow * Test with sample data * Check for typos in field name ### "Calculation result wrong" **Cause:** Wrong columns selected or formula incorrect **Solution:** * Verify source columns * Check formula is correct * Test manually * Review decimal places/rounding ### "Table shows error" **Cause:** Referenced column doesn't exist **Solution:** * Verify column name spelling * Check column has data * Ensure column data type matches calculation * Add missing columns if needed *** ## Related Cards * **ACTION\_COPY\_DOCFIELD\_TO\_DOCFIELD** - Copy values * **EDIT\_COLUMN** - Change table values * **CALC\_COLUMNS** - Calculate formulas * **ACTION\_SET\_FIELD\_TO\_TEXT** - Set text values * **ACTION\_SET\_BOOLEAN\_FIELD** - Check boxes --- # Agent Instructions This documentation is published with GitBook. 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