Indexing

Index Forms

  1. To create an Index Form, click on TOOLS in the navigation bar.
  2. Point to the INDEX FORM CREATOR image and click NEW.
  3. This brings you to the “Index Form Creator” screen where you establish criteria by which to index your files. Filling out the fields on this screen creates a form which pops up when you run a Task and you choose to apply specific Indexing. You will enter information about the file and will be able to search indexed files based on the data you entered.

  1. Index Form fields are described below.
    2. Index Form Name: A Name for the index form, such as “Bar Code Index.”
    Index Form Description: 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.
    Fields
    Index Type: Manual or Auto. Manual requires you fill in the fields when the process is executed. Auto fills in the information for you.
    Field Name: Name the Index Field something that indicates the type of information to enter, 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.
    Is Required: Check if the Index Form is required before a process can be executed.
    Insert Where: Choose where to put the field in the Index Template. For example, if you have two fields, File Name and File Author, and you put the File Name field at the beginning, the File being processed would first be indexed by File Name and secondly by File Author.
  2. Click the Insert icon (green arrow) to include this field in the Index Form and add more. Use the information above to reenter information for another field. A sample of a completed Index Form is shown here.

  1. To edit an inserted field, click on the Edit icon ( ) next to the field. Make the necessary changes and click the green GO button ( ) to SAVE the changes.
  2. To remove an inserted field, click on the delete icon ( ) next to the field.
  3. Click Activate to enable the Index Form to be used when creating Tasks. Note: No edits can be made to the Index Form once activated.
  4. Click Cancel to exit this screen.
  5. Click SAVE to save the Index Form.

Using an Index

  1. Indexes are commonly used as a part of other processes. When you incorporate an Index in a Task, the files are processed and then indexed in one operation.
  2. An example of indexing is for a Bar Coding process. The screen below shows the drop down menu where you are prompted to use indexing.

  1. Click Indexing, select the Index Form, choose the other processes (in this case Bar Code) and click SAVE. Indexing becomes part of the Bar Code process and occurs when you run the Task.
  2. When you choose an Index, you have the option to edit your already-created index form. Click Edit and change the form accordingly. This "edited" version of the form is only used for this Task, and the changes you made are not saved as a new Index Form.

Managing Indexes

  1. To Add, Delete or Modify an Index Form that has been applied to a file, use the Index Manager.
  2. This is done in the Archive, by clicking the "Index Manager" icon ( ) next to the desired file in the archive browser.
  3. The Index Manager screen displays all indexes currently associated with the File selected.

  1. To remove an index, click on the
    2. "Delete Index" icon ( ) in the same row as the indexed file.
  2. To edit an index that is already associated to a file, click the "Edit Index" icon ( ). Change the necessary data in the fields.

  1. To view the data in an index, click on the
    2. View Index icon.

  2. To Add another Index, click on the
    3. Add icon (+), select an index from the list, and fill in the appropriate data for each field.