GlobalSearch Index Fields are where identifying, searchable information ("indexing data" or "metadata") about documents is stored. There are several different types of Fields and Field configuration, and Field data can be populated by users, KeyFree Indexing, by Workflows, or pulled automatically from the system or another application. Fields are database-specific and every Archive in a database must contain at least one Field.
Types of Fields include:
System Fields – Index Fields that are populated by the system automatically, with system data, such as the date the document was last modified, or how many pages the document currently has or Fields that can be populated or modified only by a Workflow, with whatever data the process calls for. Users cannot enter data into nor modify data in a System Field.
Email Fields - When indexing email files, the system can automatically extract email properties from a mail message. For the feature to work, you must name your fields according to the follow specification. Note that fields must be named in all capital letters, and suffixed with a colon.
TO:
FROM:
SUBJECT:
DATE:
CC:
ATTACHMENTS:
PRIORITY:
FROM ADDRESS:
Drop-Down Pick List – A List that displays as the drop-down from the Field. The Field can be populated only by a value selected from the List.
Type-Ahead Pick List – A List that displays only those values that match what the user is typing (for example, typing U shows UPS and USPS, but type US and only USPS shows). The user can enter a value into the Field even if that value isn’t on the List. If they enter a value that is not on the List, the value they type is not added to the List.