Last Updated v9.8.0

Index Sets

Index Sets (Master Indexes) can be used in IWS to create a collection of index fields that can be assigned to multiple document types in the department.  This can be helpful for searching similar index fields across multiple document types.  Rather than having to setup the same index fields on multiple document types, an Index Set can be created one time and assigned to multiple document types.  Those same document types can still have additional indexes unique to that document type outside of the index set(s) assigned to it.  Multiple index sets can be created in a a department and assigned to the same or different document types as needed.

Index Set List

Use the list to find and edit an existing index set.  Use the Add Index Set button to create a new index set for the department.

• Use the search/filter boxes at the top of the grid to narrow the list of Index Sets.
• The column headers can be clicked to sort each column.  Click again to sort the opposite direction.
• Click on any Index Set record to open the edit screen.

Add/Edit Index Record

By clicking Add Index Set button to create a new index set, or by clicking an existing index set from the list, the system will take you to the add/edit screen.  This screen will show all existing index fields in the set, allow us to add new index fields, and reorder the fields.

Action Buttons

• Add Index Field: Add a new index field to the index set.
• Save: Saves any changes you have made to the index set record.
• Close: Closes the record (without saving changes) and returns to the index set list.

Fields and settings

• Active Toggle: On = this index set can be used on new document types in the system.
• Index Group/Set Name: The name of this index set that will display throughout the IWS system.
• Index Group/Set Description: A more detailed description of this index set (only visible on this screen.)
• Index Field List: A list of all index fields currently on the index set.
  • Click any Index Field row to edit the record.
  • These fields can be reordered by clicking and dragging the row using the handle (hamburger) icon on the left side of the row .
  • These fields can be deleted (if they have not been used to index a document yet) by using the "x" icon on the right side of the row .
  • The down arrow icon indicates that the "Start New Row" option is selected for that field .

Add/Edit An Index Field

• Field Name: The name of the field that will be displayed to the end user.  This should be short but descriptive as to the data to be captured in this field.
• Description: a more detailed description of what this field will capture, but only viewable in this admin screen.
• Field Type: What type of data will be captured in this field?  Selecting the correct type from the list will force automatic system validation at the time of data entry by the user.
  • **Field type cannot be changed once the index field has been used to index a document.
  • Currency: Must be a US dollar amount with 2 decimal places
  • Date: Must be a date formatted in MM/DD/YYYY format.
  • Memo: Same as Text, but with a larger input area. Allows for multiple lines of text.
  • Numeric: Must be a whole number that contains no decimals.
  • Option List: A list of predefined options will be displayed to the end user at time of indexing/form entry.
    • If this option is selected, an additional field will appear to enter the option list items that will be included.
      • Press ENTER between each option entered into this field.
  • Text: Allowed to contain any type of text, numeric or special character values.
    • Text Regular Expression (Optional): If Text is selected, this option is available.  Use the predefined options from the list to have the system automatically validate the specific input mask for that type of data being entered.
      • A custom expression (entered manually) can be entered in this box, but please consult with the IWS system administration team prior to attempting a custom expression.
• Required: This field must be filled out at the time of indexing/form entry.  The field is "required".
• Allow Index To Be Updated: Default is YES.  If set to NO, this index/form field will not allow any user to update the field content after the initial indexing phase. (Added v7.0.0)
  
  • This can be used to keep certain form/index fields from being changed later in the workflow process.
• Min Length (Optional): When data is entered into this field, it must be at least the number of characters specified here.
• Max Length (Optional): When data is entered into this field, it must be at maximum the number of characters specified here.
• Help Field Text (Optional): Text entered here will display to the end user as additional assistance in understanding what needs to be entered into this index/form field.
• Start New Row (Optional): If selected as ON, the system will start a new row on the display of the index/form fields after this field.  If selected as OFF, the system will not start a new row after this field, and will display the next index/form field on the same line of the screen until maximum screen width is reached, and then a new row will be started.
  
  • **Most indexing related fields have this set to ON so they display one after another in a single column display on the indexing screen.  Forms and form fields can be set to make the form display across and down as needed.