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In this example we will be configuring the Data XChange to fill information about an Accounts Payable archive that contains the following index information:
- Vendor Name
- Vendor Number
- Invoice Number
- Invoice Amount
We are going to do a Data XChange on the Vendor Name field to populate the Vendor Number field or vice versa.
In the Field Catalog create new fields that will hold your information. In this caseexample, I we create DXC_Vendor Name and DXC_Vendor Number.
Make sure to take note of the Field ID for these new fields by clicking on the menu icon 
and observing the id value. In this case, DXC_Vendor Name is ID 5 and DXC_Vendor Number is ID 6
Configure your archives
I already have the archive Vendor Invoices created that will be storing the documents, so the next step is to create the Data XChange control archive that will contain the values. Create a new archive called DXC_Control_Vendor_Information with the new fields:
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In the same menu where you created the control archive, select the menu icon to the right of the archive that will holding the documents, in this case Vendor Invoices, and select Data XChange. In the menu that appears, click New
Select the "Internal Databases" toggle and you will then be able to pick which archive you want Data XChange to pull information from.
Now we need to map the fields to our Data XChange source archive we created. In the Data XChange Source window, give your source a name. In this case I put Vendor Information.
The connection string will be:
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Provider=SQLOLEDB.1;Integrated Security=SSPI;Persist Security Info=False;Initial Catalog=SmartSearch;Data Source=(local)\GETSMART |
Once you have entered the Source Name and Connection String, click on the 
button.
The drop down list below will now show a list of tables, select ssFieldsexample we use Vendor Information.
In the Mapped Fields section below the drop down list is where you will configure the mapping of the data. The left hand side will show the names of the index fields currently assigned to the archive and the right hand side will show the column names in the table ssFields. If you recall, our field ID for DXC_Vendor Name was 5, so I will map it to Field5 and our field ID for DXC_Vendor Number was 6, so I will map it to Field6.
the list of Fields for the GlobalSearch database that you selected in the dropdown.
When you have finished mapping your fields, select Save.
Configure and import your data
The next part will be to configure and import your data into the DXC_Control_Vendor_Information archive. We will be importing the data using the Import Data & Documents feature of GlobalSearch Extensions. Make sure that the IO extension is enabled before continuing.
I In this example we currently have a list of vendor numbers and vendor names in my ERP and have exported the list to a CSV file. If you are unsure how to do this please contact your ERP vendor.
I We then opened my the CSV in Excel and added a new column FilePath. Because we will be importing the list of vendor names and vendor numbers as individual records, each one should point to a dummy file. In this case, I placed an empty PDF in C:\temp\ and referenced it for each record in my CSV file. It is important to make sure that you put a file here for the import or else you will receive an error.
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Now in my Vendor invoices archive, if I run a Data XChange against the vendor number 00012
The Vendor Name field populates automatically with the corresponding value
Notes
- If you need to update the list in bulk, you can delete all of the documents in your control archive and rerun an import with the updated value
- If you need to modify or add a few values you can simply add a new document to the control archive with the corresponding information
- The DXC_Control_Vendor_Information archive can be hidden from non admin users, they do not need access to this archive to use the Data XChange feature in GlobalSearch.