Index a File

Indexes can be added to files during a task, or when they are already in your archive. Use the Tools > Index Creator option to create a new index.

Index Forms

1. To create an index form, select TOOLS > INDEX FORM CREATOR > NEW.
2. This brings you to the “Index Form Creator” screen, where you establish criteria by which to index your files. The form will pop-up whenever you run a task for which you have specified indexing. Then you will enter information about the file so that later you can search the files based on the index information entered.

3. Enter the information in the fields as described below.
   • Index Form Name: Include a Name for the index form, such as “MyIndex.”
   • Index Form Description: Include a Description for the index form. Such as “Bar Coded Documents.” Helpful, but not required.
   • Share with other users: Check the box if you want other users to be able to use this index form.
   • Field Entry
     • Field Type: Choose Manual or Auto from the menu. Manual asks the user to fill in the fields when the process is executed, whereas Auto fills in the information for you.
     • Field Name: Name the index field something indicative of the information that you want entered, such as “Author.”
     • Data Type:
       • Manual field: Choose from Text, Date, DateTime or Time.
       • Auto field: Choose from File Creation Date, File Name or File Size, and the value will be filled in for you.
     • Field Size: You can only define a numerical limit for Size if this is a Manual field. For example, if the Field Name were User Name, you might set a limit of 30 for the maximum number of characters that could be entered.
     • Field Default Value: Manual fields only. Enter a default value for the field, such as “(none).”
     • Is Editable: Automatic fields only. Select "Yes" if you want to be able to edit the File Creation Date, File Name or Size.
     • Is Required: Mark the check box if the Index field is required. If required, the index cannot be used without some data entered for the field.
     • Insert Where: Choose where to add the index field you are adding, Insert at the Beginning, End, After, or Before. If After or Before was chosen, select a field from the subsequent drop-down menu.”
4. Click Insert Where to include each field and Add more.

   Use the information above to re-enter information for another field. A sample of a completed form is shown.

5. Click SAVE to save the Index Form. If you cancel out of the Index form without clicking Save, all field definitions will be lost. You may Save the Index and Edit the definition at a later time, if you do not activate the form. Once you click Activate, the Index Form is enabled for use with Tasks and can no longer be edited by anyone except the System Administrator, who would have to Deactivate it first, then Edit.
6. Click ACTIVATE to enable the form that you are creating to be used when creating Tasks.

Note: Once activated an Index can neither be Edited nor Deleted, it can only be Deactivated.

Using an Index

1. Indexes can be incorporated into a task, so that files are indexed and processed in one simple motion.
2. A typical example of indexing is Bar Coding. The example shows the drop-down menu where you are prompted to use indexing.

3. Check "Include Index," select your Index Form, make the other process selections (in this case Bar Code) and click Save. Indexing becomes part of this Bar Code process and occurs when you run a Task which calls this process. When the Bar Code process is executed, any files collected will be indexed.

Manually Index a File

1. If you wish or need to index a file that already resides in the archive you can manually add an index to that file.
2. To begin, open the Archive and browse to any folder.
3. Click on the Index icon ( ) that is in line with the file. This brings up the Index window. Click the ADD button to open the Add Index window.

4. Select an existing Index Form from the Choose Index drop-down list.
5. Once the Index Form is selected, the form will appear in the window, as shown above. Notice that the Auto field is already populated with the File Creation Date and is not editable. The Manual field, Owner, requires you to enter data, as noted by the red asterisk ( * ) next to it. Fill in an owner name and click the Save button to finish applying the index.

6. Click the Close button to close the Index Form window and return to the Archive File Browser.