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Adding indexing data is part of the process of capturing documents into GlobalSearch, so that you can easily find your documents later. You can enter as little or as much indexing data as you need using the Index Viewer (and in some cases the indexing data will be entered for you automatically). When you drag, scan, or import files into an Archive the Index Viewer appears. From here you can enter, edit, or delete your Index Field values. With GlobalSearch you do not have to type in the same information again and again when you index batches of similar documents into an Archive. The Index Viewer will retain your indexing data until you select another Archive.

Indexing as you import your documents can go quickly and accurately using the point-and-click KeyFree Indexing feature or Data XChange, if a source was built on the selected Archive.




Need link to User Settings > General > Automatically view document when indexing


•Notice that there is a “Hide Document” command in the lower left of the Document Viewer.  This gives a user the ability to show/hide the document, you might choose to hide for performance reasons
•By default, the document will always show up when indexing, however, the default can be changed by disabling the “Automatically view document when indexing” option in the User Settings General tab




•Unlike the desktop client, you will notice that KeyFree does not stay on from document to document.  You will need to click KeyFree on each document.


Import Scan -  Capture & Index option
1.The Archive More Option (3 dots) icon also has a Import Scan option.  This option allows a user to scan a document from a local TWAIN device directly into an Archive (this is something we are unable to do in the desktop client, remember, we were able to scan pages directly into an already existing database document but we were not able to scan a new document directly into an Archive)
1.In order for a user to use this option, they must go to the web client and download the GlobalSearch Extension Manager and enable the Scan extension option (we will come back to this when we go over GlobalSearch Extension later in the class)


Index a Single Document

  1. Select View Document to open the Document View Area and its menu. Enter data directly into Index Fields or click KeyFree to populate the Fields. Use the toolbar to view the document.
    The document is displayed in Index Documents by default, so that you can use KeyFree Indexing or look at the document when populating Fields. It is hidden by default if the     document file type is not supported for display in the Viewer.



  2. While indexing with only the Index Fields displayed is more compact and loads a bit faster, there are two reasons to view the document as you index it. One is to reference indexing information to enter manually and the other is to quickly and accurately enter the indexing data using the KeyFree Indexing point-and-click feature to automatically add data found on the page. To use a document image while indexing, do the following:


     If you need to, use the Viewer toolbar to to move around or zoom on a document image.






  3. Select Hide Document to close the Document View Area. Enter indexing data in this compact interface.
    Use this when you are entering documents whose file type is not supported for viewing (like audio files) or when you do not need to refer to documents while indexing (the dialog will be more compact and load somewhat faster). You can also change the Viewer default to not show documents from the User Settings.



  4. Click Clear to remove any data in the Index Fields. A document can be saved without indexing data, if you will be entering it later (assuming that no Fields are required for that Archive, those must have data).

  5. Click Save.

If you drag, scan, or import other files without switching Archives, your last-saved indexing data is retained for you.

Edit Multiple Documents


  1. Enter, edit, or delete indexing data for the first of multiple selected files in the Index Documents interface that appears. Enter data directly or click KeyFree to populate the Fields. Use the toolbar to view the document.

  2. Select View Document to open the Document View Area and its menu.



  3. Select Hide Document to close the Document View Area.

  4. Click Clear to remove any data in the Index Fields.

  5. Click Save (All) to save all documents with the same indexing data or Save and View Next to index each document separately and proceed to the next file.


    1. Cancelling on a multiple document drop operation cancels all subsequent file indexing. Any files that had been previously saved will remain indexed.



  2. As you are indexing, click Hide Document if you wish to close the Document View Area. Note that only documents of the type that the Viewer can display will appear. If you are importing documents that are not (such as audio or video files), Hide Document will be selected by default.


Note that if you drop files into the same Archive without switching Archives between imports, to save typing, the indexing data will be retained between operations.


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