1. SelectIndexing from the mode drop-down select list.
The Indexingpanel is displayed. Indexing begins in the Awaiting Index batch status
queue, where the documents are placed when they are first brought into the system. Once any documents in a batch have been indexed, the whole batch is moved to the Index in Progress batch status queue. Once all the documents have been indexed, the batch is committed, or imported into the system.
Double-blind indexing allows an additional indexer to re-enter index values as a verification step to prevent errors during manual indexing. If your system is configured for double-blind indexing, then there are two additional batch status queues, Secondary Awaiting Index and Secondary Index in Progress. These queues hold documents that will
be re-indexed by the second indexer.
2. Using the Select a Queue drop-down, select one of the following batch status queues:
• Awaiting Index. Contains batches with only unindexed documents.
• Index in Progress. Contains batches with some indexed documents and some unindexed documents. These batches have been imported and partially indexed, but are not yet committed.
• The Committed batch status queue is for information purposes only. The batches with this queue contain only indexed documents. These batches can be viewed, and their documents can be viewed and the document Keyword Values can be modified, but they cannot be indexed because they already are.
All the batches with the selected batch status queue are listed. Each listing includes the following information:
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• The name of the batch (initially defaults to the date the batch was brought into the
system and the user name of the user who imported them, but may have been changed by the user)
• The date and time that the batch was created
• The number of documents in the batch that have not yet been indexed
3. To see more information about a batch, double-click it. The Select Document window is displayed, listing each of the documents in the batch. Each document listing includes the following information:
• The Document Type
• The primary document identifier for the specific document within the type • The Keyword Types assigned to the Document Type
• Any Keyword Values which have been provided for the listed Keyword Types
Note: Any document which has not yet been at least partially indexed is listed simply as
Unindexed Document.
4. To view a document, double-click its listing. It is displayed in the Select Document
window, below the list of documents residing in the batch.
Note: A document cannot be indexed when it is opened this way.
When you are finished viewing and/or editing a document, you can view another document in the batch by selecting its listing. When you are finished examining the documents, close the Select Document window or minimize it by clicking anywhere
outside of it.
5. From the list of batches in the selected batch status queue, right-click on the batch you want to index and select Index Documents.
This retrieves the batch and opens the Document Viewer, which displays the first unindexed document in the batch. Choosing Index Documents also expands the indexing status option selected in Step 2 to show the batch name of the batch to be indexed, and makes two of the navigation buttons in the indexing toolbar available.
6. In the Document Type field, select the Document Type for the document.
This makes the Document Date field available for editing, and displays the fields for the Keyword Types associated with the selected Document Type.
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Note: Steps 8 through 9c are optional. Only enter as much information as you wish. 7. To change the default Document Date, either edit the date manually in the Document
Date field, or click the adjacent icon and select a different date from the resulting
calendar. A Document Date must be in the format mm/dd/yyyy. You can omit leading
0s (zeroes) in the day or month, but you must include all four digits in the year. 8. Insert or edit Keyword Values as desired.
a. If an AutoFill Keyword Set is associated with the selected Document Type, enter a value for the Primary Keyword Type and press Tab (if the Primary Keyword Type is the last field in the Keyword Panel, press Shift+Tab). The Secondary Keyword Values
from the Keyword Set are automatically entered into the corresponding fields. b. If more than one AutoFill Keyword Set has the same Primary Keyword Value,
multiple AutoFill Keyword Sets are displayed in the Select Keyset dialog box after the
Primary Keyword Value is entered.
c. Depending on how your system is configured, you may be allowed to choose one or more of the AutoFill Keyword Sets. If you are permitted to select only one set, the values of your selected set are displayed in the indexing fields. If you are permitted to select multiple AutoFill Keyword Sets, the document is indexed with values from all selected AutoFill Keyword Sets. Values not common to all sets are displayed at the end of the Keyword Type fields. For example, if two loan documents have the same values for loan number, last name, and address, but a different value for first name, then the additional first name value is displayed in the last Keyword Type field. d. Depending on your system’s configuration and/or the other modules licensed, one or
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9. When you are satisfied with the indexing information, click the Next Document button
in the indexing toolbar. This adds your indexing information to the document, and opens the next unindexed document in the batch.
The system automatically skips all previously indexed documents throughout this procedure. For example, if you index a batch with 30 documents, but only the 14th and 22nd documents have not yet been indexed, those two will be the only documents in the batch that you can access using this method. While you have the 14th document open, therefore, only the Next Documentbutton and the Last Documentbutton are
available for navigation, and they both take you to the 22nd document. Conversely, while you have the 22nd document open, only the Previous Documentbutton and the First Documentbutton are available for navigation, and they both take you to the 14th document.
Tip: The action specification pane keeps the same indexing information until you select a new Document Type. This can speed up the indexing of a batch when some of its documents have the same Document Type and perhaps the same values for some Keyword Types.
Note: Repeat Steps 7 and 8 to index the remaining documents in the batch.
10. When you have finished indexing the batch, click the Index Documents button in
the indexing toolbar. The system saves the batch to the queue that you retrieved them from.
You can also click the Index Documents button when you want to take a break, or
whenever there is any other reason to save the indexing you have done so far. However, saving your indexing always saves the batch, so you will need to start over again from Step 2.
Note: When the batch is saved, the system may change its indexing status. For instance, if you index a few of the documents in an Awaiting Index batch and then save the batch, the system changes its status to Index In Progress.