Indexing Documents

Follow these steps to index documents.

1. In the Client Screen, select a previously scanned or imported batch and click Review.

   The batch is displayed in the Review/Index Screen, with the first page in the first document selected in the tree view and displayed in the page view area. An asterisk is displayed before the names of required fields.

2. Specify values in the index fields.

   See "About Indexing Methods" for more information.Press the Tab or Enter key to move to the next field. Press Alt-Tab to return to a previous field.

3. Use the buttons on the toolbar to help you index documents.

   For example, change the page's magnification by zooming in or out. See "Editing Documents and Pages" for more information.

4. Click the Next Page button on the toolbar (Ctrl+Alt+N).

   The next page in the document is selected and displayed. Notice that the same index values you entered for the first page are displayed for this second page. You need to enter index values only once for a document, and they are applied to all its pages.

5. If the batch contains multiple documents, click the Next Document button.

   If present, the second document opens and its first page is displayed. Notice how the document does not yet contain index values. It is a new document that needs different index values. Only documents with the exact same index values are merged into a single document.

   
   

   Tip: Positioning the cursor on a page's name in the Documents area displays its index values on a single line. This lets you quickly view index values for documents in a batch without selecting one of their pages.

   
   

6. Click the Close or Send button.

   • Clicking Close saves your changes and displays the Client screen. You can close a batch even if you did not fully index documents. The Indexed column in the Existing Batches table indicates whether the batch is fully indexed.

   • Clicking Send sends the batch to the server, if fully indexed. (If it is not indexed, a message displays.)

Completing Database Lookups

Follow these steps to complete a database lookup.

1. In the Review/Index Screen, click the cursor in an index field for which a database lookup has been configured.

   The Database Lookup button is active when you can perform a database search for an index field.

2. Enter the first few characters to match. (Numeric fields often require exact values.)

   For example, type New in an index field called Company to search for records whose Company field name starts with New. Leaving the field blank will match all records.

3. Click the Database Lookup button.

   The Database Lookup Hit List Screen containing matching records may be displayed, listing possible matching records. A hit-list is displayed if multiple records were found or if the administrator chose to display it.

4. If a hit-list is displayed, select a matching record.

   Values from the database record populate index fields.