Smart indexing is a method to fill fields using entries from a database table. It can be used in the automatic extraction step as well as during verification and manual indexing. In smart indexing, the following field types are available.
- Smart index field. The information related to this field must be available both in the processed documents, and in the database table. Often, a unique identifier such as “Invoice #” or “Customer #” is used for this purpose.
- Index lookup fields. The information related to these fields must only be available in the database table, but not in the documents. This is because these fields are filled using a database lookup with the value of the smart index field as parameter. The lookup returns the table rows that are used to fill the lookup fields.
If used manually, the form for smart indexing should have the smart index field above the lookup fields. Otherwise, the form’s tab order disturbs the workflow.