Index a File

This section of the DocuBreeze Online Help gives you instructions for performing specific functions. If you have a desired result, this section will tell you how to achieve that result.

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 will establish criteria by which to index your files. You will create a form which pops up whenever you run a task for which you have specified indexing.

3. At this screen, you enter the information needed to create an index form, as described below.
   • Index Form Name: Include a Name for the Index Form. Required.
   • Index Form Description: Include a Description for the index form. (optional)
   • Share with other users: Mark the checkbox if want other users to be able to use this index form.
   • Enable for use with bizhub OP products: Check this box to make this form available for use by OpenAPIbased bizhub MFPs. If checked, the form will be limited to twenty (20) fields.
   • Field Entry
     • Index Type: Choose Manual or Auto from the drop down menu. Manual requires you to fill in the fields when the process is executed, while 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.”
     • Field Type:
       • Manual Index: Choose from Text, Date, DateTime or Time.
       • Automatic Index: Choose from File Creation Date, File Name or File Size.
     • Field Size: Manual Index only. Enter a character limit for the field.
     • Field Default Value: Manual Index only. Enter a default value for the field, such as “(none).”
     • Is Editable: Automatic Index only. Select "Yes" if you want to be able to edit the File Creation Date, File Name or Size when prompted.
     • Is Required: Check if the Index Form is required.
     • Insert Where: Choose where to put the index template from the drop down menu, and then from the subsequent drop down menu that pops up if you select “After” or “Before.”
4. Click INSERT to include this field and add more. Use the information above to reenter information for another field. A sample complete form is shown here.

5. Click SAVE to save the Index Form.
6. Click ACTIVATE to enable the form that you are creating to be used when creating other tasks. No edits can be made to the form once it has been activated.

Manually Indexing a File

1. If you want to index a file that is already 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 ( ) in the same line as 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.