Keyword types

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Keyword types

A keyword type is the reusable definition of a metadata field — Invoice number, Customer name, Date received. You define it once and assign it to as many document types as you need. Its data type and validation rules then apply everywhere it’s used. Manage keyword types under Admin settings → Keywords → Keyword types (open Admin settings from your profile menu at the bottom-left of the sidebar). The list shows every keyword type with its data type, length, any value list, and which document types use it. The same screen has a second tab for keyword type groups.

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Data types

The data type fixes what kind of value a keyword accepts and how it’s validated, sorted, and searched. Choose it when you create the keyword type.

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Text keyword options

Text keywords support extra validation that the other data types don’t:

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Lengthening a text keyword

You can increase a text keyword’s maximum length later if values outgrow it. You cannot shorten it, because that would risk truncating values already stored. Plan a generous length up front for fields that might grow.

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Check-digit validation

A text keyword type can require a valid Norwegian national identity number (fødselsnummer), a valid Norwegian organisation number, or either one. Nobly Insight then checks the check digits every time a value is entered or changed for that keyword and refuses a value that fails. A mistyped number is caught before the document is stored, not discovered later.

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Choose a validator

1. Open Admin settings → Keywords → Keyword types and select the text keyword type.
2. Under Validation, choose a Validator.
3. Choose Save validator.

You can also choose a validator when you create a text keyword type. Setting or clearing a validator requires the Manage keyword configuration permission (see Application permissions). The national identity number check accepts both today’s check-digit rule and the rule for numbers issued from 2032. The Norwegian Tax Administration asks systems to accept both already now. Spaces, hyphens, and the fixed characters of the keyword’s input mask are ignored, so a number written with separators is checked on its digits alone. An empty value always passes. To demand a value, make the keyword required on the document type.

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What users see

When a user enters a number that fails, the field is marked and a message appears under it, such as Invalid Norwegian national identity number (in Norwegian, Ugyldig fødselsnummer). The document cannot be uploaded and the keywords cannot be saved until the value is corrected or removed. The check applies wherever a value for the keyword is written:

• uploading documents, including from the Office add-in and the pending uploads queue,
• editing keywords in the keyword panel and in bulk edit,
• creating and editing form documents,
• the mailbox importer, workflows, scripts and integrations that write keywords through the API. The request is refused with a validation error that names the keyword,
• values a calculated keyword rule writes. A calculated value that fails the check refuses the save, like a value a user enters.

The error message never repeats the value itself, so a personal identity number is not copied into logs. Search is not affected: you can still search on part of a number.

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Values already stored

A validator applies to values entered from the moment you save it. Values already stored are not changed or cleaned up. When someone edits other keywords on a document, a stored value that would fail the check is left as it is and does not block the save. Changing a document’s type or document date checks all of its keyword values, as for a new document.

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Default values and related settings

• Default values. A document type’s default value for the keyword must pass the validator, because it is written to new documents. Saving a validator is refused while a default fails it, so change or clear the default first.
• Autofill keyword sets. Values you enter for the keyword in an autofill keyword set must pass as well.
• Mass value editing. A replacement value in mass value editing must pass the validator.
• Configuration promotion. The validator travels with the keyword type when you promote configuration. A promotion that sets a validator is blocked while a default value in the target environment fails it, unless the same promotion also changes that default.
• Caseflow. A Caseflow template field can run the same national identity number check with the norwegianNationalId validator (see form components).

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Value lists

A value list (dataset) attaches a set of allowed values to a keyword, so users pick from a list instead of typing freely. There are two strengths: You enter the values one per line when creating or editing the keyword type. A restricted list must contain at least one value.

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Deactivate a retired keyword

Use the Active/Deactivated filter and the row’s activation control on Keyword types to retire an obsolete field from the auto-name picker. Changing this status requires client.keyword-behavior.manage; permission to administer keyword definitions alone does not grant this control. Deactivation changes what the picker offers when building an auto-name. It does not remove stored values or document-type assignments, prevent indexing or search, or invalidate existing naming templates. Use it when old documents still need a superseded field. Reactivate it if it should be offered again. In the auto-name picker, keywords assigned to the document type appear first. Other available keywords remain selectable. A new document type’s template may use them before its keywords are assigned, but when you change an existing type’s template, it may only use keyword types assigned to it; see Auto-naming. Verify that every referenced keyword will have a value on the intended documents.

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Deleting a keyword type

Deleting a keyword type is permanent and requires the Keyword Configuration Administration permission (see Application permissions). A keyword type cannot be deleted while it’s still in use. Nobly Insight blocks the delete and tells you what references it — for example:

• it’s assigned to a document type,
• it’s a member of a keyword type group or autofill keyword set,
• it’s used by a security keyword rule, a calculated keyword rule or a retention policy,
• it still has stored values.

Remove those references first, then delete.

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