Indexing

This topic describes how to configure the index fields throughout your PSIcapture workflow. These fields can be manually keyed or automatically filled with Smart Zone OCR/ICR, or you can retrieve information from databases through lookups.

The three types of index fields in the Indexing tab are as follows:

Document Fields (default)

These index fields store data that can be used later for queries and document retrieval systems. They can be populated with information extracted from the folder or batch index fields or by using the methods described below.

Folder Fields

These index fields are useful for creating and managing folder-based capture applications, such as patient medical records and mortgage files, wherein each folder contains multiple types of documents that need to be organized and tracked at folder level. The tabs in this section only have a few differences compared to document index fields.

Batch Fields

These index fields can be defined to contain information about all the documents in the batch, such as the date, who created the batch, box number, and more.

In batch index fields, the user can sum document index fields and populate a batch index field with that sum automatically. This option is only available if the user selects a numeric data type and can only add document index fields that have the same data type as the batch index field. For example, if the user has a document index field called "PO Amount" and wants to have the batch total of all the purchase orders in said batch, a batch index field called "Batch Total" can be created. The user would then select Sum.PO Amount for the default value of the Batch Total field. If the field is a document index field, the user can populate the batch index field automatically using the contained values.

All index field types in the Indexing tab have an index field table, buttons next to the table, and a multi-tab pane.

The name of a field can be anything, but it should be descriptive enough for data entry users to easily identify what data should be entered in the field. Optionally, if a user plans to populate fields automatically using database lookup, the user can name the fields the same as the matching field names in the database.

The following data types are available for index fields:

• Text: Any character

• Number: Numbers with decimal places

• Currency: Numbers with 2 decimal places

• Whole Number: Numbers with no decimal places

• Decimal: Numbers only with decimal places

• Date/Time: Date and time (use default values to specify date only)

• Yes/No: Boolean yes or no

• Memo: Large text field

The multi-tab pane shows the configurable details of the selected index field. The following tabs are available:

• General

• Advanced

• Bar Codes

• List

• Zone (not available for batch index fields)