Methods of Indexing

The specific way you index depends on how the Capture administrator set up the index profile.

• A typical method is to type a value in each field and press the Tab or Enter key to move to the next field. After you enter a value in the last field and press Tab or Enter, the next image is displayed. If you decide that the image should be part of the same document—and therefore needs the same index values—you can easily copy and paste them instead of retyping all of them.

• Index values may automatically appear in some fields without you typing anything. Or, you may fill in fields on one image, and those same values are automatically copied into the same fields on other images.

• Instead of typing a value, you may choose one from a pick-list that appears. Click the triangle on the field and select a value from the list that displays. You can also use the arrow keys on your keyboard to scroll up and down through the list, and press Enter to select a value. In addition, you can begin typing a value, and the first item in the list that begins with the characters you type will be automatically selected.

• Separator sheets may have been used when scanning. Separator sheets use patch codes or bar codes to indicate where one document ends and the next one begins. This allows you to enter values in index fields once, then apply those values to all corresponding index fields on all images between the separator sheets.

• You may be limited to typing only a certain number of characters or typing them in a specific format. For example, you might be constrained to typing nine numbers in an index field called Social Security Number, and dashes might appear in the field.

• Index fields might be required. Or, you might be required to enter a value twice to confirm that it was entered correctly; for example, you might need to do this when entering dollar amounts.

• Some fields might be locked, preventing you from changing values.

• A turquoise box may appear in different locations on the image as you enter or select index fields. These are zones the Capture administrator set up to highlight areas as you index. (You can turn display of the zones on and off using the Toggle Zones button.) For example, a zone might highlight an area showing the invoice number so you can quickly find it and type it in the current field. If you zoom in when zones are in effect, Index zooms in on the zone area, and saves the zoom setting. If the OCR (Optical Character Recognition) option is available, characters from the zone might be automatically entered in the current field, leaving you to verify that they are correct.

• If OCR is active, you can also click and drag using the right mouse button to select any area on the image, and Index will capture the scanned words and insert them into the selected index field. If you want Index to perform OCR on all fields for which it has been set up, choose the OCR Zone(s) command from the Edit menu.

  
  

  Note: OCR technology is not always accurate so be certain to verify each OCR field.

  
  

• Another way of completing index fields is using a database lookup. This option lets you search a database based on the current field in which the cursor is positioned. You enter characters to search for in the field and click Database Lookup. Index searches the database and displays values that match in a hit list. You select the value you want, and that value, along with other values from the database record, are inserted into the index fields. Using a database in this way increases the speed at which you can index and eliminates typing errors.

  For example, you might enter the first few letters of a customer's company name in an index field called Company and perform a database lookup. Index would search a database for records with company names starting with those letters and display a hit-list. After you choose the appropriate record from the hit-list, Index would complete the other fields for you with information from the database record.

  Depending on how the Capture administrator sets up the database lookup, you may not see a hit-list when you select the Database Lookup button. Index might find only one matching value and automatically populate the remaining fields.