20 Index Documents

All pages of a document share the same metadata values, so indexing one page of a document indexes all its pages. In the document pane, documents in a batch are visually divided by a light-colored bar. In the batch pane, documents are listed under their batch. If the selected client profile is configured for indexing, metadata fields display in the lower left pane when you select a document in the batch pane. To improve readability, you can adjust the font size of the metadata fields in the Preferences dialog.

To ensure standard input, metadata fields may use input masks or input formatting, choice lists, or asset lookups.

If a metadata field uses an input mask or filter, it controls what you can enter into the metadata field. For example, a mask might allow you to type numbers but not alphabetic characters into the field, or it might limit your entry to four characters. If you type a character that does not conform to the mask, the system beeps and the application does not accept it. For example, a metadata field named Invoice Number might use an input mask that restricts entries to a 7-digit number.

A metadata field may use a format to display the entries in a uniform way. When you move to another metadata field, the data display is changed, if needed, to match the display format. For example, an entry in a date field might be changed to display a standard date format. Note that the metadata value is not changed.

A choice list field provides a list of values from which to choose. If your client profile settings permit, a choice list may allow you to enter rather than select a value. Choice list fields can be dependent where a selection in one choice list field (the parent) determines the choices displayed in a dependent choice list field (the child).

A Category Reference Type field lets you choose an option from those available to you in the Category Selection Dialog.

Index Documents by Metadata

To index documents by metadata:
  1. Select a document either in the Batch pane or in any of its thumbnail pages in the Document pane.
    The metadata pane is displayed in the lower left pane. Some metadata fields may already contain autopopulated values.
  2. In the Document Profile field, select a document profile that matches the type of document to index.

    For example, if indexing a customer order document, you might select a document profile with Customer Number, Customer Name, and Order metadata fields.

  3. Complete the required metadata fields.
  4. Repeat steps 1 through 3 to index each document in a batch.

Index Documents by Asset Lookup Values

  1. In the metadata pane, place the cursor in a metadata field for which an asset lookup has been configured.

    The Asset Lookup button is active when you can perform an asset search on the selected metadata field.

  2. Enter the value to match. (Numeric fields often require exact values.)

    In certain cases, if supported by the client profile, you may be able to enter only the first few characters of the value to match. For example, you might enter New in a metadata field called Company to search for records whose Company field name starts with New. However, displaying lookup results can take a long time when you enter partial values with many records to return.

  3. Click Asset Lookup.

    The Asset Lookup Results dialog is displayed if multiple records are found. In case of a single record, values automatically fill one or more fields without displaying a list of results.

  4. In lookup results, select a matching record and click Select to populate values from the repository in the metadata fields. (You can also double-click a record to select it.)