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This step allows Data Fields to be defined for use at Batch, Folder, and Document levels within the system.
These index fields are used to enter data that can be used later to perform queries and document retrieval systems and may be populated by information contained in the Folder or Batch index fields as well as the methods described below.
These index fields are useful for creating and managing folder based capture applications, such as patient medical records and mortgage files, wherein each folder contains multiple types of documents that need to be organized and tracked at the folder level. The tabs within this section are the same as Document Index Fields but there are a few noted differences in the available options.
These index fields can be defined to contain information about all the documents in the batch such as the date, user who creates the batch, box number etc. The tabs in this section are the General and Selection List tabs only and function as described below.
If the field is a Batch Index Field, the user can also perform a sum of the Document Index Field and populate this Batch Index Field with that sum automatically. This option is only available if users select a numeric Data Type and can only add Document Index Fields that have the same Data Type as the Batch Index Field. For example, if the user has a document index field called ‘PO Amount’ and they want to have a Batch total of all the purchase orders in said batch, a Batch Index Field called ‘Batch Total’ can be created. The user would then select ‘Sum.PO Amount’ for the default value of the ‘Batch Total’ field. If the field is a Document Index Field, the user can populate the Batch Index Field automatically using the contained values.
Index Fields may be added by pressing the ‘New’ button then entering the name of the index field and its data type in the Index Fields table.
The name of the field can be anything the user chooses, but it should be descriptive so that data entry users can easily identify what data should be entered in that field. Also if the user plans to populate the field automatically using database lookup, it may be useful though not required, to name the field with the same name as the matching field name for each field in the database used to perform the lookup.
The following Data Types are available for index fields:
- Text – any character
- Number – numbers with decimal places
- Currency – numbers with 2 decimal places
- Whole Number – numbers with no decimal places
- Decimal– numbers only with decimal places
- Date/Time – date and time (use default values to specify date only)
- Yes/No – Boolean yes or no
- Memo – large text field
Creates a new Index Field directly prior to the curently selected Index Field
Select the row of the field that the user would like to delete and press delete
Select the row of the field that the user would like to move up in the order of the fields
Select the row of the field that the user would like to move down in the order of the fields
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