Indexes

How to Create indexes for the Library

Indexes are document meta data which are used to upload and search documents. You will be able to search documents using index values. You are not able to upload documents to a library without creating indexes.

How to configure indexes for a library?

Configure indexes is library wise function. Each library has set of indexes based on the nature of the documents uploaded to library, search criteria or filter options.

Follow below mention steps to navigate to the page.

Choose the library first and hover the mouse on the settings icon. Select Library Settings. Expand document index settings menu item and choose create\edit index option.

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Create Index

Select --Add New--from the Existing Indexes dropdown menu. Give a proper Index Caption for the index.

Index Data Type - Select index data type from the dropdown menu as Date or Text. If you select Text, Enter Index Data Length (length for the index value) and you are not allowed to enter index values more than this length when uploading and re-indexing. If you select Date option, Index Data Control will be automatically selected as Date.

Index Data Control - Select Index Data Control as TextBox or DropDownList. If you include drop down indexes for your index list, you should move to reference data page to add reference values after saving the index data. If you select ‘DropDownList’, you will be able to ‘Enable Index Inheritance’. If you need to enable the index as an inheritance, then you should ‘select an index super inheritance’. If you select ‘TextBox’, you can enter default value in the ‘Default value’ text field. Default values are not mandatory to enter. If you enter default values, all documents will be getting the given values as their index values at tag profiles/Enadoc Capture. If you want, you can change default values when uploading documents.

Search Criteria - Select search criteria as Equal or Like. You can search documents by using index values, which are exactly equal to search term or like search term.

Index and User Scope - Select ‘Activate index as a user scope’ checkbox. If you activate index as a user scope, it will automatically be a mandatory field and visible in search and upload. Normal drop down can be edited as a user scope without creating a default value

If there are documents in the library, new user scopes cannot be created. If you want you can create new dropdown and re index by giving values for all documents and edit it as a user scope.

If there are no documents in the library, you can edit any dropdown to user scope or wise versa/user scope to inheritance or wise versa

You can select ‘Mandatory Index’ checkbox, when uploading documents, it is mandatory to fill when upload documents.

You can select ‘Enable Tag Fusing’ checkbox to fuse values of the index. If you enable this for a index, it is automatically fused entered values in uploading and display as a single tag in the tag cloud.

You can select ‘Enable Text prediction’ for ‘Text’ Data Type, ‘Textbox’ Data Control Indexes to get predictions for that index when entering values. Previously entered values for that index will be listed while you type texts. This feature will be available in all the places where you enter values for indexes.

You can select visibility type (Search/Results/Uploads) and this will appear under the ‘Display Order’ in the ‘Create \Edit index’ page. (As displayed in the above screen).

Change the display order of indexes - Already created indexes are displayed at the top of the page. You can change the order o the indexes by dragging and dropping each index. Indexes will be displayed in this order when you search, upload and retrieving results.

Edit & remove index options are available.

Select an index from the dropdown list and change attributes. Once you have created the indexes, you cannot change the ‘Index Caption’, ‘Index Data Type’, ‘Index Data length’, and ‘Index Data Control’. You cannot deselect the ‘user scope’ checkbox once you activated the index as a user scope. You can remove selected index here. Remove index is allowed only when there are no documents already uploaded through this index.

Add index Reference Values

You can add reference values/drop down values from index Reference Data page. You can set one index value as default.

Data Lookup

You can set up a database lookup to use when uploading documents to Enadoc through My Workspace. You can create one data look up for a library. First you should set up a connection with a database.

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Enter the Server Name that you need to connect. Select the Authentication Type. (Windows Authentication/SQL Server Authentication) Click on ‘Connect’ to connect with the server.

After connecting successfully, all the accessible databases are loaded.

Select a Database from the list. Accessible tables are loaded in the Table field. Select a Table from the list.

Indexes of the library will be loaded along with the database fields of the selected table. First you should select the key index that you use as the lookup field to retrieve data from the database. This can be only a text type index. Then you can select the database field for that index.

Note: This should be a column in the database which contains unique values. Also, the text prediction option cannot be enabled for the key index.

Then you can select other required indexes from the left side panel and the relevant database field from the right side. ‘Textbox’ and ‘Dropdown’ type indexes are only listed here. Click on Save to save all the configurations.

Changing configurations - You can change the connected server by clicking on the ‘configure’ icon at the right top corner. Then enter the new details and click on Connect. If the connection is success, previous settings will be removed permanently. You should set up all the other settings with the new connection. You can change the database/table or index mapping as you need by changing them from the dropdown lists. Click on Save to apply changes.