DocuWare Intelligent Indexing automatically classifies documents and suggests indexing terms, providing consistent default terms for specific document types.
Change the index terms Intelligent Indexing is providing, so that Intelligent Indexing can be used easily to incorporate indexed documents into other automated company processes
This article explains how to customize the default indexing suggestions to better fit your company's needs, using practical examples.
Example 1: Adapt the name of document types
The index value provided by Intelligent Indexing for a document type should be used to trigger further workflow in your company. These other workflows may “expect” different terms than those suggested by Intelligent Indexing, e.g. "Incoming Invoice" instead of "Invoice (Incoming)".
In this case, select your specific term for this document type to ensure these processes run smoothly. If Intelligent Indexing identifies a document as "Invoice (Incoming)," the document will continue to be read as such, but the index term used will be "Incoming Invoice."
Here’s how Here’s how (as of DocuWare version 6.6):
Go to DocuWare Configuration > Intelligent Indexing > Area 3 Customize > Change Name of Document Types
Example 2: Compare Intelligent Indexing results with external sources
The results of Intelligent Indexing can be compared with existing data from other applications and filtered. This results in consistent data company wide.
Use Intelligent Indexing to automatically index your documents.
So that the company names that are used as index words in DocuWare are consistent with those in your ERP system, export a corresponding list from the ERP system and attach it to Intelligent Indexing using a field filter.
When indexing, Intelligent Indexing then searches for the company name in the document as usual. However the system does not directly suggest it as an index term – instead it first looks in the list from the ERP system to see whether it contains exactly this company name or a similar one. This will be suggested as an index term.
Here’s how (as of DocuWare version 6.6):
Go to DocuWare configuration > Intelligent Indexing > Area 3 Customize > Change Field Filter