The Column Definition page is used to specify whether the action is to be used to create a new document based on a template, or upload an existing document. It also lists all of the columns selected on the Model List/Library Selection page, in the order they were selected, so you can define how each column is to be populated.
1. The Document Template section at the top of the page is used to specify whether this action is to be used to create a new document based on a template or to upload an existing document to a document library.
•If the action is to be used to upload an existing document, select the Allow File Upload checkbox. The page is refreshed and the rest of the Document Template section is cleared. Proceed to Step 6.
•If the action is to be used to create a new document based upon a template, leave the Allow File Upload checkbox blank and proceed to Step 2.
2. You can choose to show the end user all of the available templates in the document libraries to be selected in the next step, or just a subset of those templates.
•To show the end user all of the available templates, select the Show all templates in action form checkbox. The page is refreshed and the Available Documents/Selected Documents area is cleared from the page.
•To limit the templates available to the end user, leave the Show all templates in action form checkbox blank.
3. Next, use the Current Site/Specify Site radio buttons to identify where the templates that you want to make available are located. Global Links are supported here. All document libraries in the selected site are shown in the Available Document Libraries area.
4. Highlight the document library that contains the templates you want the action to use.
•If you chose to show the end user all of the available templates in Step 2, you can use the Shift and Ctrl keys to highlight multiple libraries. Proceed to Step 6.
•Otherwise, all available documents in the selected library are displayed in the Available Documents area below.
5. Highlight the documents you want to make available for use by this action in the Available Documents area and then click on the right arrow button to move them to the Selected Documents area. You can use the Shift and Ctrl keys to highlight multiple documents.
•If you want to work with multiple libraries, simply repeat Steps 4 and 5 for each library.
6. Below the Document Template area, all of the columns selected on the Model List/Library Selection page are listed in the order they were selected. A Required checkbox is located below each column name. If the column must be populated by this action, place a mark in the checkbox. Any columns that are required by SharePoint in a new list item are automatically marked as required.
7. You will also see a Read Only checkbox below the Required checkbox. This allows the selected columns to be displayed as “read-only” in the corresponding action form. When this checkbox is selected, the value for that field will be displayed to the end user in the action form, but the user will not be able to modify it. You may want to do this when there is metadata that should be saved with the item (e.g., Product ID), but is not something the end user should be able to set or change.
8. The first set of three radio buttons to the right of each column name is used to specify how the column is to be populated by the action. This defaults to the setting selected for the Column Population Option on the previous page of the Actions Wizard, but can be changed if you wish.
•If you choose the Use this value radio button, then you need to use the entry area or drop-down to the right to identify the value to place in the corresponding column. This value will always be placed in the corresponding column when the action is run.
o The options presented for this radio button vary depending on the column type.
•Any action definitions with one or more columns set to Value copied from selected items cannot be referenced by the Action Launcher or the Timer Activation Wizard.
9. If the value is to be entered by the user, you can choose to have the action entry form display the SharePoint description for the column, a custom description that you specify in the entry field below, or no description. The default is no description.
•For example, a custom description could be added to a date field to further clarify the way to determine the start date for the end user to enter.
10. When you are finished with all of the columns on this page, click the Next button. The Messages and Colors page is displayed.