Indexing documents in Xtendis 7

Documents in Xtendis are indexed: a process by which the values of properties are assigned so that the documents can be easily found.

During this process, the document is also added to an archive.

As long as a document is not indexed, it cannot be part of the main archive (also referred to as the 'functional archive' or 'active archive') and will therefore be part of what is referred to as the 'temporary archive'.

You will regularly come across the process of indexing a document such as when uploading a document. It is therefore important to be aware of this process.

This article describes how documents are indexed.

Methods

The following methods of indexing documents exist:

• Indexing documents when adding them to Xtendis. When adding documents to Xtendis, the documents are indexed and added to an archive. They are then ready to be used.

• Indexing documents that have been added but not yet indexed. When adding documents to Xtendis, you can decide to index them at a later stage. Such documents are kept in a separate folder, are not added to an archive and are not available for other users.

• Splitting and indexing documents that have been added but not yet indexed. Similar to the method described above of indexing documents that have not yet been indexed, this method can be used to split documents into separate documents. This is for example useful for documents that have been scanned which need to be split.

• Re-indexing existing documents. This process creates a copy of the document and adds it to a different location such as another archive or dossier.

Each of these methods are described below.

Info: Use the filter to show information for one topic only. All topics Indexing when adding documents Indexing documents that have not yet been indexed Splitting and indexing documents that have not yet been indexed Re-indexing existing documents

Indexing when adding documents

When adding a document to Xtendis, you have the choice of indexing it as part of the upload process or to index the document some time after the document has been added.

Note: One reason to index after the upload is when uploading many documents that need to be placed in different archives and with different properties. It can then be handy to first upload all of them and to index them in separate groups later.

Indexing the document as part of the upload process makes sure that the relevant values are added to the properties of the document and that the document is added to an archive. The document is then ready to be used in Xtendis.

To have documents indexed when uploading them, enable the option 'Upload with properties' as step 2 on the page for adding documents.

For full details of the process of adding documents, see Adding documents to Xtendis 7.

Indexing documents that have not yet been indexed

When adding a document to Xtendis, you have the choice of indexing it as part of the upload process or to index the document some time after the document has been added.

When choosing to index a document after it has been added, it is added to your personal index folder. Any document that is in that folder is not part of an archive and cannot be found by other users.

When documents exist in your personal index folder, a notification is shown on the Dashboard to remind you of this.

To index documents that are in your personal index folder and make them available in the system, follow these steps:

Step 1. Do one of the following:

• On the Dashboard, click the notification that states that documents are present in your personal index folder.

• On the Dashboard, open your Personal index folder by clicking it.

• On the Dashboard, click on a folder for which the folder setting 'Preferred function' is set to 'Index' so that when it is opened, the options for indexing the documents in the folder are automatically shown.

All documents are shown that have been added by you and that still have to be indexed. An Index panel is also shown.

Note: When accessing the folder by clicking the notification, this panel is shown in the middle of the screen. When accessing the folder by opening the folder and choosing Index from the Document icon, the panel is shown to the left of the screen.

Figure: The Personal index folder after opening it by clicking the notification on the Dashboard.

Step 2. In the list of documents, select the check box for the documents that you want to index.

Step 3. In the Index document panel, fill out all the relevant fields.

Notes: The default archive in which the document is going to be stored is automatically entered in the Archive field at the top. Which archive this is can be set in your personal settings. Which properties are shown in the panel depends on the archive that is chosen. When the selected archive supports dossiers, a Select dossier field is shown with which the document can be added to a dossier. For more information, see Working with dossiers in Xtendis 7. Properties that are mandatory to fill out are marked with a red line. Click Edit layout... at the bottom of the Index panel to manage the properties by doing one of the following. When done, click Save. Select a check box to show the property and clear it to hide it. Drag a property higher or lower in the list to change the order. Click Restore default to restore the property settings to their default settings. Click Save for... to save the settings for all users (only available for functional managers). Click the Pin icon for a field (when enabled) to pin the entered value. The value is then maintained in the field until it is manually removed. This can be helpful when running multiple index actions with the same values in specific fields. If the Security zone field is left empty, the document is automatically placed in the Standard Security zone. (In specific cases, business rules or the linked index can be used to automatically fill the security zone based on an attribute. Contact Support for details.)

Step 4. Click Index to start the process.

Note: In Xtendis 7.2.5 and higher, the Index button remains unavailable (grayed-out) until all mandatory fields are filled in.

The selected documents are indexed, added to the archive and removed from the Personal index folder.

Splitting and indexing documents that have not yet been indexed

This method is similar to the process of indexing documents that have not yet been indexed described above, but in this method the documents are split into separate documents.

This is for example useful for multiple documents that have been scanned as one document.

Notes:  Documents can also be split after they have been indexed. For more information, see Editing document pages in Xtendis 7. This method can only be used for documents that appear in the following formats in Xtendis: TIF PDF (requires Xtendis 7.3.18 or higher, see how to check the version number of Xtendis that you are using) The folder in which these documents can be split is provided by WoodWing as part of the configuration of Xtendis. The folder is made available to one or more user groups and is automatically set as 'Favorite' so that it appears on the Dashboard of the users that are part of the user group.

Step 1. Upload one or more documents containing multiple pages without indexing them.

Step 2. Open the folder that has been provided to you.

The folder showing the found documents appears with the documents on the left, fields for splitting and indexing in the middle, and a preview to the right.

Step 3. On the left side, select the document that you want to split so that it is outlined in blue.

Step 4. In the center of the page, do the following:

• Select the archive to which the document should be added at the top.

• In the field below the archive field, specify the page numbers of the pages that need to be split into a separate document. Use the following methods:

Method 1: Type the page numbers in the field. Use a hyphen to indicate a page range.

Note: To use a reverse order, first select the check box in the field. When a reverse order is entered without selecting the check box, the order is automatically reverted to the order in the document.

Examples: To split pages 1, 2 and 5: 1, 2, 5 To split pages 1 to 3 plus page 5: 1-3, 5

Method 2: In the page previews, select the check boxes of the pages.

Note: When the check box has been selected to indicate that the order of splitting the pages is different from the order in the document, the order in which the pages are going to be split is indicated in yellow for each page preview.

Example: Here, two pages have been selected in reverse order. The check box has been selected in the input field; the order in which the pages are going to be split is shown in yellow in the page preview.

• In the property fields, set the properties as desired.

Note: Fields with a red line are mandatory to fill in.

• Click Index to add the pages as a separate document.

Note: In Xtendis 7.2.5 and higher, the Index button remains unavailable (grayed-out) until all mandatory fields are filled in.

Step 5. Repeat the process for all other documents as needed.

Re-indexing existing documents

Info: This option has been renamed to 'Copy document' in Xtendis 7.2.5. For details, see Working with documents in Xtendis 7.

When an article is indexed, it is added to an archive. But what if the same document also needs to be added to another archive or to another dossier in the same archive?

This is done by re-indexing a document. This creates a duplicate version of the document which can then be made part of another archive or dossier.

Step 1. Use the Find option to find the document that you want to duplicate.

Step 2. Select the document or dossier so that it is outlined in blue.

Step 3. In the vertical toolbar on the right, hover the mouse pointer over the Document icon and from the menu that appears, choose Re-index.

The Index document panel appears.

Step 3. In the Index document panel, fill out all the relevant fields.

Notes: The archive in which the document is going to be stored is automatically entered in the Archive field at the top. Which archive this is can be set in your personal settings. Which properties are shown in the panel depends on the archive that is chosen. When the selected archive supports dossiers, a Select dossier field is shown with which the document can be added to a dossier. For more information, see Working with dossiers in Xtendis 7. Properties that are mandatory to fill out are marked with a red line. Re-use properties of already indexed documents by clicking the Magic wand icon at the bottom of the panel. Click Edit layout... at the bottom of the panel to manage the properties by doing one of the following. When done, click Save. Select a check box to show the property and clear it to hide it. Drag a property higher or lower in the list to change the order. Click Restore default to restore the property settings to their default settings. Click the Pin icon for a field (when available) to pin the entered value. The value is then maintained in the field until it is manually removed. This can be helpful when running multiple index actions with the same values in specific fields. (The use of pins can be enabled and disabled in your personal settings.) If the Security zone field is left empty the document is automatically placed in the Standard Security zone. (In specific cases, business rules or the linked index can be used to automatically fill the security zone based on an attribute. Contact Support for details.)

Step 4. Click Index to start the process.

Note: In Xtendis 7.2.5 and higher, the Index button remains unavailable (grayed-out) until all mandatory fields are filled in.

The document is added to the archive.

Notes: When the document is stored in another archive, its original version (when available) is not copied. When the document is stored in the same archive as the original document, the result depends on how the system is set up by the system administrator: Referencing is enabled. A new document with its own properties is created, but the pages in the document are referenced to the pages in the original document. This means that when the pages in the re-indexed document are edited, the pages in the original (referenced) document also change. After all, they are the same pages. Referencing is disabled. A new document with its own properties and pages is created. When editing the pages in the re-indexed document, the pages in the original document are not affected.

Step 5. (Optional) If the intention was to add the document to a Dossier, do so now. For details, see Working with dossiers in Xtendis 7.