Document Indexing
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This function, available if you have the EDMS module only, is comprised of three elements:
A tool that automatically imports multiple documents from a file location on your servers
The ability to see a list of all documents that require to be indexed
The ability to view each document ‘live’ within a viewer and then categorise its process type,
associate it with a back office reference etc.
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.).
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:
Where Document Types are set up these appear like so:
Note that multiple Document Types can be associated with a document as shown below.
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:
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:
Once linked it will appear as follows with the ability to click the cross to un-index it if I have made a mistake:
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.
When this option is selected there is only one option which is the ‘Process to attach to function’:
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):
Once a person is selected it will look for processes associated with that person as shown below:
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.
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:
The following illustrates a process where two separate back office application extracts ( have been linked to:
