Picking Documents to Index in the Index App

The Index app is where you pick the batches and work items you will index. Work items run through workflows and are assigned to people. Batches run through processes and are locked by the person working on them. This article covers both.

• Work Items
• Batches

Work Items

Work items are assigned to people instead of locked by them. You can assign, reassign, and unassign work items using the same controls you see in Monitor, Tasks, and the Focused Inbox.

Work Item Tabs

• My Work Items - Work items assigned to you. This is the left-most tab.
• Available Work Items - Work items you can pick up. This tab was previously named All Work Items.
• Manage Work Items - Where you assign work to other people. You only see this tab if you have the Index Manage Assignments permission.

You only see a work item if you have the Participate permission on its workflow and you are included in the Allowed Users list for the Index Your Documents step. If no Allowed Users are set on the step, the Allowed Users check is skipped.

Opening and Closing a Work Item

• Opening an unassigned work item assigns it to you.
• Closing a work item without completing it does not unassign it. It stays assigned to you until you complete it or unassign it.
• If a work item is assigned to someone else, you cannot open it in Index. A message tells you who it is assigned to.
• When a work item is completed, its assignment clears automatically.
• In the ribbon, users with the Index Manage Assignments permission see Modify Assignment. Everyone else sees Unassign.

Assigning Work Items in Bulk

Use the Manage Work Items tab to assign, unassign, or delete work items. The grid on this tab is titled Administer Work Items.

1. From the KnowledgeLake Home Page, select the Index App.
2. Click the Manage Work Items tab.
3. Select one or more work items.
4. Open the Actions menu and choose an action:
   • Assign to User - Assigns the selected work items to the user you choose.
   • Unassign Work Item - Clears the assignment. Work items that are already unassigned are skipped.
   • Delete Work Item - Deletes the selected work items after you confirm.
5. For Assign to User, choose a user from the list in the Manage Assignments window and click Assign. Use Unassign in the same window to clear the assignment, or Cancel to close it without changes.
6. When you change several work items at once, a summary tells you how many were updated and how many fail.

• The user list shows the users in the step's Allowed Users. If none are set, it shows everyone with the Participate permission on the workflow. When several work items are selected, it shows only users allowed on every selected item.
• If two users share a name, the catalog name is shown in parentheses, for example Jane Smith (Catalog A).

Batches

Upon entering the Index App with batches, you will be presented with the Batch Grid. This is where you will pick batches to Index.

It contains the following information by default so you can identify batches:

• Batch Name - The friendly name of your batches.
• Process - The process name of the batches' current process.
• Total Documents - Number of documents in the batch.

• Total Pages - Number of pages in the batch.
   

  NOTE: The total documents and total pages numbers are generated once a batch enters the step and does not update if you return to this page after making changes to those numbers during Indexing.

It also contains the ability to see All Batches assigned to you or My Batches which contains batches you have previously opened and locked.

Indexing Actions

In addition to the Begin Indexing button at the top of the page, each batch will have an Index button in its row.

Index Button

The Index button next to each batch will allow you to individually index items as needed.

1. From the KnowledgeLake Home Page, Select the Index App.
2. Now on the Batch Grid Page, click the Index button next to a batch.
3. Index the document and click Save.
4. You will then be returned to the Batch Grid Page.

Begin Indexing

The Begin Indexing button will push you through each document assigned to you, in order without returning you to the batch grid.

1. From the KnowledgeLake Home Page, Select the Index App.
2. Now on the Batch Grid page, click the Begin Indexing button.
3. Index each document using your Index Panel and click Save.
4. The next available document will automatically be opened until no more batches are left to index. You will then be returned to the batch grid page.

Delete Batch

The Delete button next to each batch will allow you to delete a batch if you have permission to do so.

1. From the KnowledgeLake Home Page, Select the Index App.
2. Now on the Batch Grid Page, click the Delete button next to a batch.
3. Click OK.
4. You will then be returned to the Batch Grid Page.