With Smart Index, you can index documents in DocuWare without having to close your main application, such as your accounting program. Smart Index reads content from the interface of your program and transfers this as index words to DocuWare. This happens either when documents are stored or documents that have already been archived are reindexed. You no longer have to enter or copy content from other applications into a DocuWare dialog.
Smart Index works using configurations. Among other things, in a configuration of this type you specify which content should be transferred from which application into which fields of a DocuWare store or a DocuWare info dialog. You create different configurations for different scenarios.
How Smart Index helps you to work
Suppose that you are working with an accounting application, which you use to post invoices. You archive the invoices in DocuWare.
You scan the invoices so that these are available in a DocuWare letter document tray on the DocuWare client. You enter the invoice into the accounting program and at the same time archive it. To do so you select the invoices in the document tray and choose the file cabinet in which the invoices are to be stored. In the DocuWare Viewer you will now see the first invoice and the DocuWare store menu will open.
At the same time you have opened your accounting system. There you enter the invoice data, for example the company, date, invoice number, and amount. In addition, your accounting system gives this record a unique number.
If you now click on the Smart Index button in the DocuWare store dialog, all this data is transferred from the accounting system's user interface to the corresponding fields in the DocuWare store dialog. The index words in DocuWare are thus assigned at the click of a button, which eliminates typing errors when entering data twice and also inconsistencies between data in the accounting system and index words in DocuWare.
Indexing
To specify which index word should be delivered to DocuWare, assign text or list elements of the captured window to individual index fields of the selected DocuWare Dialog.
Selecting a file cabinet and dialog
The list shows in alphabetical order all the DocuWare file cabinets for which at least one storage or info dialog is assigned.
Set indexing
For indexing, text is read from your external application and transferred to DocuWare index fields. To do this, you create readout areas that you can position with an anchor, if necessary.
Select a tool:
Text: For example, your screenshot shows your accounting program with an open invoice, and you want to use the invoice number for indexing. Click the Text tool and drag a readout area over the zone for the number. Link this area with "Invoice Number" index field, which is listed to the right next to the index fields of your file cabinet. The readout number appears in the index field.
List: For a list, the readout text is filled in as individual lines in individual keyword fields.
Anchor: If the text or list area you want to read is not always located in a fixed position, first position an anchor to which you then assign the readout area.
To edit the entry in the field, click on Edit 
.
Text field
Define text
Here you can specify a sub-area of the read out text that is to be used for indexing. Determine whether to use only the text after, before, or between a specific string. You can also specify the exact position or (e.g. for a barcode) define a field delimiter and select a specific entry.Replace text
You can have all the read out text of an area replaced with other text. For example, the term "invoice" read out in a document can be replaced by "invoice - output" for indexing. You can do this by creating a list of all the entries to be replaced. Select whether all values or only those listed are to be replaced.
If all values are to be replaced: In the event that a value to be read out is missing, you can choose whether the default value is to be accepted or an error created and the process aborted.
Additional options for date field and numeric field
For the date field, you can also specify in which formats either only the date or the date and time are listed in the corresponding readout area. The formats corresponding to your computer's regional settings are used by default. Specifying the formats is important so that the date read out can be interpreted correctly.
For the numeric field, you can also specify the format in which the number is defined in the associated readout area. By default, the number format that corresponds to the regional settings of your computer is used. Specifying the format is important so that the read-out number can be interpreted correctly.