Document Indexing

This function, available if you have the EDMS module only, is comprised of three elements:

1. A tool that automatically imports multiple documents from a file location on your servers

2. The ability to see a list of all documents that require to be indexed

3. The ability to view each document ‘live’ within a viewer and then categorise its process type,

   associate it with a back office reference etc.

User facing - Indexing functionality

The following is the screen that shows the documents that have been automatically pulled in following scanning and have not yet been indexed nor process started:

Here we can see the ‘live’ preview screen and that the document has been fully imported ready to start a process:

As you can see there is the ability to:

‘Start a new process’

‘Attach to an existing process’

'Delete this document'

Thus, from this screeen there’s the ability to kick off a new process from a document, attach it to an existing process already in place or delete it (because it was incorrectly scanned etc.).

Start a new process

When this option is selected the user is presented with the ability to select the process (mandatory), give it a document type (optional) and index it against an account i.e. a back office reference (optional):

As document types are linked to service areas, which are linked to processes, if you select a process you will then see a list of document types linked to that process. I.e. if you don’t have any document types linked to the service area that the process is linked to, you will see this - so you now know how to sort this if you face this:

Ability to set a document type - no document types set up for that process

Where Document Types are set up these appear like so:

Document Type Selection

Note that multiple Document Types can be associated with a document as shown below.

Multiple Document Types set against a document being indexed

When you want to index a document against a OneVu account or a back office extract you will see this when you click on the Accounts option:

Available Accounts to search and link a document to

So if you select say OneVu, as email is the primary field for OneVu, it is the thing you can search for. To link the document to this you simply click the little toggle on the result you want to:

Account Search Results

Once linked it will appear as follows with the ability to click the cross to un-index it if I have made a mistake:

Linked Account on a document that will start a process

Note - it is possible for a document to be associated with multiple accounts. This means each OneVu account would be able to separately track the progress of it.

In practice you're more likely to link property and a claim 'account' to a document.

Multiple Accounts linked to a single document/process

The important thing to be aware of, is indexing is not limited to indexing to OneVu, or a single back office. You can link a process/document to ’n’ number of services.

The following illustrates a process where two separate back office application extracts (set up with the Account Extracts function) have been linked to:

Two back office system accounts have been linked to

Attach to an existing process

When this option is selected there is only one option which is the ‘Process to attach to function’:

Attaching a document to a process

The way this works is you search for processes that have already been indexed to. So clicking the Process to attach to function (the little grey pencil icon) shows the following where one can search for a person (and thus locate their process):

Selecting a means to search for them

Once a person is selected it will look for processes associated with that person as shown below:

Finding the processes to attach a document to

This then shows as linked below:

If you need to change the process linked to it is simply a case of clicking the ‘Process to attach to’ function again.


Delete the Document

Sometimes a document is in the wrong indexing queue or was already indexed etc. The Delete this document function enables this to be removed.

If it is clicked you will see the following 'are you sure' message: