Indexing a Document

Once you have your documents ready in Upload, Scan, and Import, you may need to assign metadata to them in order to retrieve them at a later date.

• Indexing Effectively
• Behaviors
• Field Types

In most user apps, you will be presented with something looking like this:

This is the index panel. It should be filled out to tag your document with the following types of metadata. Text Multi-line Text Number Currency Drop Down Yes/No (Boolean) Single Select Radio Button Multi-Select Checkbox Date Time Each field can also have certain indexing behaviors attached to them such as: Automatic Index Filters

The combination of field types and behaviors should assist you in indexing documents with the correct data in place.

Indexing Effectively

Indexing is as easy as knowing your hotkeys and selecting your data. Indexing consists of a few steps.

Indexing Steps

1. Choose your Content Type.
2. In your first field, type or select the desired value.
3. If the value should carry over to each document, hit CTRL+L to lock the value across documents.
   1. SHIFT+CTRL+L will lock all fields in the index panel.
4. Hit Tab to move to the next field. Any behaviors will fire.
5. Repeat for each field until you are done.
6. Hit Enter to validate your data and move on to the next document in the batch. If you are on the last document, Enter will complete the batch and allow you to upload or index another.

Required and Disabled Fields

• If a field requires a value, it will be surrounded by a red box. These fields must have valid values before you can complete a document.
  
• A field can be shown as disabled, which will allow you to see an entered value, but not manually edit the value in the field.
  

Behaviors

Automatic Index

Some fields can be configured to retrieve data from a data source and fill out other fields automatically.

Filters

Filters can use one field to narrow down the options of another field to only relevant values.

Field Types

Content Type Picker

Every index panel as the ability to choose what fields are shown by allowing you to choose your content type.

Text

Text fields accept letters, numbers, and supported special characters.

Multi-line Text

Multi-line Text fields accept letters, numbers, and supported special characters as well as line breaks by pressing shift+enter.

Number

Number fields only accept numeric characters and supported decimal places.

Currency

Currency fields only accept numbers in the format of the configured currency culture.

Drop Down

Dropdown fields allow you to expand a list of accepted options for metadata.

Yes/No (Boolean)

Yes/No fields allow you to choose an option of yes or of no.

Single Select Radio Button

Radio buttons will present a list of options for which you can choose one.

Multi-Select Checkbox

Checkboxes will present a list of options for which you can choose one or more options.

Date Time

Date time fields will present you with a date picker where you can type in a date or select one from the date picker.

Table

Tables allow you to enter data in a row and column format for data that requires multiple entries.

• Edit as Table - Allows you to edit the values in a table format.
• Edit as CSV - Opens a text editor to edit the values in a comma-delimited format.
• Preview - Allows you to preview the saved data in your table.
• Add row - Adds a row to your table in Edit as Table mode.
• Add column - Adds a row to your table in Edit as Table mode.
• Enable deletion - Allows the deletion of rows and columns in Edit as Table mode.
• If values need to be copied from one cell and pasted into a different cell(s), you can copy a value from one cell and select one or multiple cells (CTRL+click) each cell that needs to be added) to paste the copied metadata into. Right-click options, as well as CTRL+C and CTRL+V, can be used to copy and paste the metadata.
  • Selecting multiple cells can be done by selecting the first cell, then, while holding down the Shift key, select the last cell you would like to select. This will select the range of cells between the first and last cell you selected.

Values that have been automatically extracted to a table can be shown with the "Show Highlights" button. This will highlight all the values and allow you to click through them, either on the document or in the table, to make sure the values have been properly extracted.

Importing Files

Using the Import File button, you can add additional files to your batch while indexing. Either click the Import File button or the little drop-down arrow next to it for additional options. This gives you three options to choose from:

• Import As Separate New Documents: Each imported file becomes its own new document in the work item.
• Append to Selected Document: All imported file pages are appended to the end of the currently selected document.
  • If no document is selected, or if multiple documents are selected, a toaster message is shown, prompting you to select a single document to append the documents to. You will not be able to select a file until a single document is selected.
• Import As New Combined Document: All imported files are merged into a single new document in the work item, with pages ordered by the file selection order.

After the files have been selected, a modal will pop up showing the upload status. This also gives you the option to retry a file upload if it fails and rearrange the document order. Once the files have been uploaded and arranged in the correct order, click Finish. If you need to start over, click Abort.

Annotate Tab

The Index app has the ability to add annotations to documents during index. Under the Annotate tab, you will have the option to add a new text annotation. 

If this is your first time utilizing this feature, you need to ensure the proper permission settings have been granted. Under the Configuration app > Permissions, locate the user the permissions need to be granted for. Locate the Index section and enable one or both of the following options:

• Index App Permissions
  • Manage Own Annotations - Allows the use of the Annotate tab and the ability to manage annotations that the user has created.
  • Manage All Annotations - Allows the ability to manage all annotations that have been created, regardless of who created them. Manage Own Annotations will be automatically granted as well.

After the appropriate permission settings have been granted, navigate back to the Index app and open a work item that needs to be indexed.

In the ribbon bar, you will notice the Annotate tab. Here you can click the Text option to begin adding a new text annotation. Additionally, a text properties window that allows you to change the color and size of the text as well as fill and border options.

Click Hide Annotations to hide them from view.

Click Save Annotations once you've finished adding and editing them.