Manually Indexing Documents - Disconnected Scanning - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Essential - Standard

To manually index documents:

From the Indexing window of the Disconnected Scanning client, initiate the indexing process:
- To index all documents in a batch, right-click the batch in the Awaiting index or Index in progress batch status queues. and then choose Index Batch.
- To index a single document, right-click the document and then choose Index Document.
The first document in the selected batch is displayed in the Working window.
Select a Document Type for the scanned page. The Keyword Type fields associated with the selected Document Type are displayed.

Tip:
If the scan queue's Document Types have been alphabetized, you can filter the list of available Document Types by entering the first few letters of the Document Type's name.
Select the document's Document Date by entering the date in the Document Date field or by selecting it via the calendar button.

By default, the Document Date is set to the current date, although your scan queue may be configured to displayed the last user-entered date instead.

Note:
The Document Date format is determined by the workstation's Windows Regional Settings.
Enter a Keyword Value for each Keyword Type field.
Some things to note when entering Keyword Values in Disconnected Scanning:
- During indexing, to zoom in on an area of the document currently displayed in the Working window, click the Zoom In toolbar button or press and hold the left mouse button while using the pointer to draw a box around the area of the document to be displayed in greater detail.
  
  To zoom out on a document, click the Zoom Out toolbar button.
- All currency formats are determined by the workstation's Windows Regional Settings. Disconnected Scanning does not support OnBase Specific Currency Keyword Type formats.
- Currency keyword values cannot exceed two decimal places.
- When entering Keyword Values for Date/Time Keyword Types, the time must be entered in 24-hour (e.g., 16:43:00) format.
- Depending on your scan queue configuration, you may be able to add additional instances of a Keyword Type by pressing F6 while the cursor is positioned in the Keyword Value field unless the Keyword Type is part of a Keyword Type Group or a Cascading Data Set. This allows you to enter an additional Keyword Value for that Keyword Type on the document.
- If the document is configured to use an AutoFill Keyword Set, entering a value for the primary Keyword Type and pressing Tab or setting the focus to another Keyword Type field automatically populates the secondary Keyword Types with Keyword Values.
  - If multiple instances of an AutoFill Keyword Set use the same primary Keyword Value, the Autofill keyword set resolution dialog box is displayed to allow you to select the instance you would like to associate with the document.
    
    If your system is configured to allow multiple instances of an AutoFill Keyword Set associated with the same primary Keyword Value to be added to a document, select each instance of the AutoFill Keyword Set you would like to associate with the document in the Autofill keyword set resolution dialog box before clicking OK.
  - To add an additional instance of the AutoFill Keyword Set to the document once one or more instances have been applied, you must clear all Keyword Values from the document, re-enter the primary Keyword Value and re-trigger the AutoFill Keyword Set to again display the Autofill keyword set resolution dialog box.
  Note:
  For more information, see AutoFill Keyword Sets, Cascading Data Sets, and Keyword Data Sets.
- Depending on how the Keyword Type is configured, you may be able to select a Keyword Value from a pre-configured list of potential values (called a Keyword Data Set) by clicking the drop-down list button next to the Keyword Type field.
- If two or more of the Document Type's available Keyword Types contain drop-down lists and are ordered in such a way as to show a hierarchical parent/child relationship, the Keyword Types may be part of a Cascading Data Set. A Cascading Data Set filters Keyword Values available in the drop-down list based on a parent/child Keyword relationship.
  
  For example, a Document Type contains a Cascading Data Set that includes State, County, and City Keyword Types. State is the parent, or root, Keyword Type in the Cascading Data Set. County is a child to State, and City is a child to County. The values available in the child drop-down list depend on the value selected for its parent Keyword Value; selecting a Keyword Value from the parent drop-down list filters the available Keyword Values from the subsequent child drop-down list.
  
  Keyword Types that are part of a Cascading Data Set are displayed in the order of their parent/child relationship in the Indexing window because they are related and are meant to be used in conjunction with one another. When indexing documents, you must select values for Keyword Types in the order of their parent/child relationship. To use a Cascading Data Set, click the down arrow button next to the parent Keyword Type, and select a value from the list. Once a value is selected, click the down arrow button next to the first child Keyword Type. The values available in the list are dependent on the value selected for the parent Keyword Type. In the previous example, the drop-down list for the County Keyword Type is empty until a State value has been selected. The drop-down list for the City Keyword Type is empty until a County value has been selected.
  
  Child Keyword Values are not automatically corrected after modifying the parent Keyword Value. Using the previous example, if a user selects State, County, and City Keyword Values and then modifies the State Keyword Value so that the previously-selected County and City Keyword Values are no longer child values of the new State Keyword Value, the selected County and City Keyword Values will remain.
  
  Note:
  You cannot add additional instances of Keyword Types that are part of a Cascading Data Set. However, Cascading Data Sets can be used with Multi-Instance Keyword Type Groups to add multiple instances of the Keyword Types associated with the Cascading Data Set to the document as long as the scan queue is configured to allow multiple instances of Multi-Instance Keyword Type Groups to documents.
  
  Note:
  Unlike AutoFill Keyword Sets and Keyword Data Sets, Cascading Data Sets are accessed in real-time from the Application Server at all times. They cannot be cached locally.
- The yellow lock button next to each Keyword Value field allows you to lock the current value so that it can be used automatically when the next document is indexed. Once a value has been locked, you can unlock it by clicking the adjacent . Also, all locks are automatically cleared once each document in the batch has been manually indexed.
Note:
If a primary keyword for an AutoFill Keyword Set is locked/unlocked, the secondary keywords will also be locked/unlocked.

Note:
When indexing documents that are configured with Multi-Instance Keyword Type Groups, if fewer than all of the Keyword Types are locked when using the Append function, a second instance of the Multi-Instance Keyword Type Group is saved to the document. The first Multi-Instance Keyword Type Group contains all values that were entered. The second Multi-Instance Keyword Type Group contains values for the locked Keywords and no values for those that are unlocked. See the Client Help for more information on Multi-Instance Keyword Type Groups.
If you discover that you have typed the wrong values for one or more Keyword Types, you can remove all the existing Keyword Values by clicking the Clear Keys button.
When you have supplied all the indexing information for the current document, click the Index button to save the indexed document.

Note:
You can append the current document to the previously indexed document by clicking Append. Depending on your configuration, Keyword Values will also be appended. Appending is only available when indexing an image document.
Once all documents in the batch are indexed, the batch is transitioned to the Fully Indexed batch status queue. If all documents in the batch are not indexed in one session, the batch is transitioned to the Index in Progress batch status queue.
Once a document is indexed, you can view its Keyword Values by double-clicking on the document in the Index in progress or Fully indexed batch status queues. Keyword Types and the Keyword Values associated with the document are displayed to the right of the Key icon . Alternatively, you can view/modify Keyword Values by right-clicking a document and then selecting Properties.