Many documents to be archived already have metadata and search terms in other existing systems. DocuWare Autoindex transfers the data and adds it to the file cabinet as index entries.
You can use filters to select certain documents in the file cabinet for index enhancement.
The new index words are taken from an external data source. The external data source can be a DocuWare file cabinet, a database (table, view or SQL command) or a file. A so-called "match code" is used to assign (match) the data records in the file cabinet and the external data source to one another.
When data records that belong together are found in the file cabinet and in the external data source,
field contents in the external data record can be extracted as index entries for the stored document
fixed entries (e.g. "posted") or dynamic entries (e.g. current date) can be assigned to the stored document as index words
index entries in the stored document can be copied to the external data record
fixed entries (e.g. "used") or dynamic entries (e.g. current date) can be written to the external data record.
The Autoindex setup section is available only if you have purchased a DocuWare Autoindex license and the Autoindex right is enabled for the user or profile (in the DocuWare Configuration under General > User Management).
More about using DocuWare Autoindex
Trigger
You can find information about configuring Autoindex within the user interface via the info icons 
. Here is some additional information.
Scheduling
The time interval for the repetition cannot be less than 60 minutes. To start the Autoindex job immediately after saving a document, use the File cabinet event trigger.
Index Data
Data Source
You can find information about configuring Autoindex within the user interface via the info icons . Here is some additional information.
File cabinet database
Autoindex can monitor and change the index data of archived documents. In DocuWare Administration, it was necessary to specify the source file cabinet as a separate data source in a further step. In the DocuWare Configuration, it is sufficient to enable the File cabinet database option under Data source.
Text file - file access
Autoindex may read and write back: The file is locked against other attempts to access it in write mode while Autoindex is running
Read only: Other applications will be able to access the file while Autoindex is running
Use copy of text file: A temporary copy of the text file can be used as the source for expanding the index. This ensures that no changes are made to the file being accessed by Autoindex while Autoindex is running. This allows changes to be made to the original file during the Autoindex run.
xx seconds to wait before Autoindex accesses the text file
Enter here how long the system should wait before executing the Autoindex job, if it finds that the file has just been edited. After the specified time, the system tries once again to access the file. If the editing of the file has completely finished the Autoindex job starts, if not the system returns to waiting.
Filters
You can use filters to limit the number of documents whose index words will be used for index enhancement for the external data source. This speeds up the Autoindex workflow. Table fields are not supported for filtering.
Matchcode
You can find information about configuring Autoindex within the user interface via the info icons . Here is some additional information.
Matching field
You must define at least one match code.
Fulltext fields, keyword fields, and memo fields are not listed for the source file cabinet.
Processing list
Here you specify where the data records to be run through (iterated) can be found.
File cabinet: Autoindex uses the filter to look for the first archived document to which index data should be added. The external data source is then searched for the matching record and the index enhancement is carried out. Autoindex then looks for the next archived document, and so on.
Data source: Autoindex uses the filter to look for the first external data record to be used for the index enhancement. It then looks for the matching document in the DocuWare file cabinet and performs the index enhancement. Autoindex then looks for the next external data record, and so on.
The selection has the following effects:
Time needed for the Autoindex run: Depending on the size of the file cabinet and how many documents there are to be indexed in the file cabinet, plus how large the external data source is and how many external data records are being used, the time taken by the Autoindex run can vary considerably. As a rule, the smaller the amount of data that is searched first, the faster Autoindex can be run.
Add information if no matching data records are found: If no matching data record pairs are found with the match code, information can only be added to the location containing the data records to be run through. Examples: If the file cabinet is run through, documents for which no matching external data record exists can be given the fixed index entry "not posted." If on the other hand the external data source is run through, all external data records for which no archived document was found can be given the entry "not used" (in the Write back step).
Add data records if no matching data records are found: If no matching data record pairs are found with the match code, data records can be added in locations that do not contain the data records to be run through. Examples: If the file cabinet is run through, external data records can be created for documents for which no matching external data record exists. Here the index entry being used as the match code is written as the entry in the external data record (in the Write back step). If on the other hand the external data source is run through, you can create data records in DocuWare for data records for which no matching document exists. Here the entry being used as the match code is written as the index entry in the DocuWare data record.
Depending on whether the processing list is created from the file cabinet or from the data source, other options for transferring the index data are available below.
Processing List Based on File Cabinet
You can find information about configuring Autoindex within the user interface via the info icons
. Here is some additional information.
Multiple matches
Use all data records for indexing | This writes the values of different external data records in a keyword field in the DocuWare file cabinet. If no keyword field is available, the value of the last data record found is used for the indexing. This option is not available if the external data source cannot be updated (e.g. SQL statement, view, read-only file connection). |
No matches
Do not change indexing for document | You can add the missing data record to the external data source (in the Write back step). This data record contains the field contents used as the match code. If you define that field contents that were identified as the match code should be replaced by another term, this new term will be applied to the data record for the external data source. |
Change indexing for document | For example, to mark the archived documents that do not yet have an equivalent in the external data source, you can add the fixed entry "posted" to the document. |
Processing List Based on Data Source
You can find information about configuring Autoindex within the user interface via the info icons. Here is some additional information.
Multiple matches
Change index data of all documents | The external data record is updated using the last document found (in the Write back step). More than one entry can be written to a keyword field. |
No matches
Do not change indexing for document | In the external data source, you can mark the data records for which there is not yet a document in the file cabinet with an index entry (in the step Write back step). |
Add new data record to the file cabinet with the match code field | Terms that are used as the match code are entered in the new file cabinet data record. |
Assign Data
You can find information about configuring Autoindex within the user interface via the info icons . Here is some additional information.
Specify the values you want to use as index words for the archived documents. The values available are: the field contents of the external data source, fixed entries, and system entries such as current date.
Fields | This column lists the index fields in the file cabinet. Not listed are match code fields, the system fields, the memo field, and the fulltext field. If you select a keyword field for the index enhancement, the new entry is added as a new keyword. At this point you can assign a new entry to each keyword field. If the keyword field is already full (64 entries), an entry is created in the logging file. |
Fill with |
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Value | In this column you specify which entry or contents of which field will be used for the index enhancement. The input options vary according to the entry type selected.
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Overwrite | Any existing index entry in the archived document is overwritten by the entry to be used for the index enhancement. If you do not enable this option, the entry to be used for the index enhancement is only written in the DocuWare index field if this field is empty. |
Even if empty | An index entry for an archived document that may already exist is overwritten with an empty entry or the NULL entry of the external data source. This option is only available if the index field is not a keyword field, if Field is selected as entry type and if the Overwrite option is enabled. |
Write Back
You can find information about configuring Autoindex within the user interface via the info icons. Here is some additional information.
Autoindex gives you the option of adding entries to the external data source, or of replacing or deleting existing entries. The new entries can be of the following type:
Index information of archived documents
Fixed entries
Predefined Entries
You can add index data to the external data source if this is a DocuWare file cabinet, a database connection, or a file connection and it can be accessed in write mode. No information can be added to external fields that contain the match code.
If Autoindex writes to an external database, the type of the database field in the external database must be identical to the type of type of database fields in DocuWare from which Autoindex takes the data to be written.
Update Source if matches Are Found
You can find information about configuring Autoindex within the user interface via the info icons . Here is some additional information.
Matches
After Autoindex processing, the data records of the external source may be deleted, changed, or not changed. These options for the matching data records are available, irrespective of whether the processing list is created from the file cabinet or from the data source.
Change data records
Fill with |
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Value | The input options vary according to the entry type selected.
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Overwrite | An existing external entry is overwritten by the entry to be used for the data enhancement. If you do not enable this option, the entry to be used for the data enhancement is only written in the external field if this field is empty. |
Even if empty | An entry for an external data record will be overwritten with an empty entry or the NULL entry. This option is only available if Field is selected as entry type and the Overwrite option is enabled. |
Update Source if No Matches Are found
You can find information about configuring Autoindex within the user interface via the info icons . Here is some additional information.
No matches
No matching documents were found for the data record. Depending on whether the processing list is created from the file cabinet or from the data source in the Index data step, various options for writing back the index data are available.
Processing list based on file cabinet
No matching data record is found in the data source for a document in the file cabinet. You can create a new data record in the data source. The field contents that are used as match codes are entered in the new data record.
Processing list based on data source
There is no matching document in the file cabinet for a data record in the source. You can add or change index entries in the data record in the source – for example, to note that there is no document in the file cabinet for this data record.