Understanding evaluated properties

Evaluated properties are those with the type Evaluated as described in Creating, editing, and deleting custom properties. The value of the property for any document is the result of an expression that is evaluated whenever the property is saved. This occurs when the properties are edited and saved, a file is uploaded, the life cycle status is changed, and so on. Evaluated properties are supported for document properties only. You enter the expression to be evaluated in the Values field during property configuration. Evaluation expressions are based on tags that are passed parameters for evaluation similar to MS Excel functions

Note    Changing the expression for a property or adding a new evaluated property will not update existing documents until the properties are saved again.

The syntax rules for evaluation expressions are:

• Each tag must start and end with the hash character (#)
• Parameters must be passed in parentheses characters ()
• Tags can be nested (one tag can be used as a parameter for another tag)
• The entire expression must be enclosed in double quotation mark characters ("")

Following are listed some useful tags for evaluated property expressions. Expressions are not limited to these tags. There are over 100 tags in Project Portal. This list is just a sample of the most commonly used tags.

#DOCFIELD(PropertyName)#

Gets the value of the specified property.

The most useful keys to access properties:

• code: document code
• creationtime: document creation time (YYYYmmddhhminss)
• modificationtime: document modification time
• EXT|<PropertyCode>: custom property with the code <PropertyCode> (the numeric part of <PropertyCode> can be omitted)

Example

#DOCFIELD(“EXT|10start”)#

Returns the value of the custom property 10start (in any custom property set). The expression can also be written as #DOCFIELD(“EXT|start”)#.

#_IFELSE(Condition, TrueValue, FalseValue)#

Returns a different value depending on the result of a condition. If Condition returns anything other than 0 or empty, the value of TrueValue is returned, otherwise FalseValue is returned.

Example

#_IFELSE(#GT(#DOCFIELD(“EXT|budget”)#, #DOCFIELD(“EXT|actual”)#)#, “OK”, “OVERRUN”)#

Compares the values of the custom properties budget and actual. If budget is greater than actual, returns OK, otherwise OVERRUN.

#GT(Value1, Value2)#

Compares two values. If Value1>Value2, returns 1, otherwise 0.

Example

See #_IFELSE.

#DATEDIFF(Date1, Date2)#

Evaluates the difference in days between Date1 and Date2. If Date2 is before Date1, the result is negative.

Example

#DATEDIFF(#DOCFIELD(“EXT|start”)#, #DOCFIELD(“EXT|end”)#)#

Returns the number of days between the custom property start and the custom property end. If start=2013-01-01 and end=2013-01-05 the result would be 4.

#MATCH(Value, RegExp)#

Evaluates whether the specified value matches the result of a regular expression. Returns 1 if they match, 0 otherwise.

Example

#_IFELSE(#MATCH(#DOCFIELD(“EXT|company”)#, “BlueCielo.*”)#, “BC”, “OTHER”)#

Evaluates whether the value of the custom property company starts with BlueCielo. If true, returns BC, otherwise OTHER. Example values could be BlueCielo Bv, BlueCielo Oy, or similar.

#EQUAL(Value1, Value2)#

Evaluates whether two values are identical. Returns 1 if they are equal, 0 otherwise.

Example

#_IFELSE(#EQUAL(#DOCFIELD(“EXT|company”)#, “BlueCielo ECM Solutions Oy”)#, “BCOY”, “OTHER”)#

Evaluates whether the custom property company equals BlueCielo ECM Solutions Oy. If true, returns BCOY, otherwise OTHER.