Indexer

When you open the Document Viewer, you will see the Indexer panel on the right-hand side of the application. This panel reflects how the document was filed within the system through the use of character, date, numeric, and decimal index fields, table fields, and multi-value fields. It can be toggled to display the document History as well.

Index Fields

There are several options for indexing documents into GlobalSearch. You can type in your data and use your mouse pointer or keyboard TAB key to move from Field to Field. With KeyFree Indexing you can add data with a click of your mouse button through OCR assisted indexing. You can also share information with other databases sources through Data XChange. Finally, the process of indexing data can be fully automated as part of a GlobalCapture Workflow process. Refer to Edit Data and Document for details on indexing documents.

If you have configured your system to support table data, the table will appear in a separate panel along the bottom of the application, after the user clicks the Table Field in the Index Field panel.

Fields

Index fields can be configured in a variety of ways by your system administrator. They can be configured to only accept certain values or types of characters, have limitations on the number of characters accepted, and mask the data do the energy is displayed in a specific way. A message will appear if the data is entered in an invalid way.

an incorrectly formatted date displays an error when entered into a date field. — Invalid Data Error

A field could be configured as a decimal field with a mask for currency. The data entered could be 2999.99 which will be displayed on the screen with the currency mask as $2,999.99.

Field Data Types

Character - A character type field will accept any letters, numbers, symbols entered. Ex. #A113.
Decimal - Accepts only numerical values with decimals. Ex. 27536.25
Numeric - Accepts only whole numbers. Ex. 523
Date - Accepts only dates.

Types of Fields

Multi-Value Field ( ) - Multi-value fields can hold multiple, discrete values. Values can be added above or below the current values or be deleted.

Multi-value fields can have multiple, discrete values entered. — Multi-Value Field

Add data to a multivalue options. — Multi-Value Ellipsis Options

Standard Pick List - A Standard Pick List is a list of choices for the Field where users may select a value. It can be set as either a drop-down or a type-ahead type of list. Standard Pick Lists can of a Dropdown or Typeahead style.
1. Dropdown List ( ) - A dropdown list provides a set list of Index Field values for users to choose from. This keeps Index Field data values consistent, so that searching is more complete and accurate. A Drop Down List is indicated by a drop-down button to the right of the Index Field. Drop Down Lists are usually used when there is a need to restrict user input, such as document type, GL code, or department name. List’s with greater than 100 values will default to typeahead lists.
2. Type Ahead List - A Typeahead List provides a suggested list of values as users type data into a Field. A Type Ahead List field is particularly useful for data values which are frequently misspelled, long, complex, or otherwise time-consuming to type, such as customer or company name. Typeahead lists offer suggested input that can be selected, but can also be overridden by the user.

Dropdown list with values displayed. — Dropdown List

Type ahead showing list of options when T is typed. — Type Ahead List

Dynamic Pick List - A Dynamic Pick List allows you to filter drop-down fields in a pick list based on information selected in a separate, related field. Pick lists used to build Dynamic Pick Lists must be drop-down lists and the Dynamic Pick List cannot be a Multi-Value List. Use a Dynamic Pick List, for example, to first select a car from a list of vehicle manufacturers; it will then show only models based on the make of car selected.
There are two levels of dependency that can be specified for a Dynamic Pick List. The primary level is required and contains a list of only regular Field List values. The secondary is optional and may have conditional Fields besides regular Field List values. The Lists and their values used can be different (like car models from different dealers) or can be reused (like the same colors for this dealer’s cars and also that dealer’s cars). You can use Dynamic Pick Lists in Index Fields and Table Fields.

Make, Model, Trim list dependency. Model and Trim are not available until Make is selected.

Chevy has been selected for the make, so chevy models become available in the model list. — Models Based on Chevrolet Make

General Motors Selected as the make so the models drop down changes to a list of GM models. — Models based on General Motors Make

Advanced Link ( ) - Fields with this icon link to other applications, often passing the data in the field to the application to direct you to a specific result, record, or application.
Live Field - Display a value that is updated as other values are changed. These fields cannot be edited and are updated when the document is loaded or saved.

Document History

You can view the history of actions performed against a document (either manually or through a Workflow) on the Document History tab of the Indexer. You may also view the history of documents and of Archives from the Search Results View. This included information such as the action taken, how long ago, and the logged in user. Document history can be filtered and exported using the available actions.

Note that you must have the proper credentials to view document history.

Bulk History Actions

Archive History Filter - Use this text box to filter by any text appearing in the history. This might include the action, Document Exported, or the user performing the action. Results filtered using this option are limited to the current page of history displayed. You can alter the page length displayed in the User Settings.
Export History ( ) - Exports the entire document history as a CSV file containing the date, action, username, document ID, Archive ID, and a formatted date.
Refresh ( ) - Refreshed the document history.
Filter All On ( ) - Alternates between turning the all the filters on or off.

Refine History Actions

The up ( ) and down ( ) arrows allow you to scroll through the available Filtering actions. Gray indicates the data will display in the Document History, white indicates the data will be filtered out of the Document History.

Annotations ( ) - The Documents had annotations added, edited, or removed.
Append ( ) - Pages were added to the document.
Check-in/Check-out ( ) - The document was locked or release using Check-in/Check-out.*
Converted ( ) - The document was converted from its original format to a PDF.
Copied ( ) - The document was copied to another archive or inbox.

Indexer displaying document history. — Document History

Deleted ( ) - The document was deleted.**
Downloaded ( ) - A copy of the document was downloaded from the system to the local drive.
Email ( ) - The document was attached to an outgoing email.
Exported ( ) - A copy of the document was exported from the archive.
Indexed ( ) - The document was initially indexed.
Moved ( ) - The document was moved from another archive or inbox.
Printed ( ) - The document was printed.
Versioning ( ) - A new version of the document was created.
Published/Unpublished ( ) - The document was published or unpublished. This is related to the Check-in/Check-out function.*
Viewed ( ) - Document was opened in the document viewer.
Replaced/Updated ( ) - Index field data was added, updated, or edited after initial indexing.
Other ( ) - Any history that does not it into the above categories.

*This is a legacy GlobalSearch desktop function that is not available in the legacy browser client or GlobalSearch Go.

**Function is only applicable to Archive History.

Opening and Closing the Indexer

Expand and collapse the indexer using the Indexer ( ) icon located in the Document Viewer Toolbar.