Indexing Batches - Web Client - Foundation 24.1 - Foundation 24.1 - Ready - OnBase - Essential - Premier - Standard - external - Standard - Premier

From the Main Menu's Document section, click Batch Indexing. The Batch Statuses panel is displayed.

The Batch Statuses panel displays batch statuses grouped by type and function. The number of documents in each batch status is also displayed.

Indexing begins in the Awaiting Index batch status queue, where the documents are placed when they are first brought into the system. Once any documents in a batch have been indexed, the whole batch is moved to the Index in Progress batch status queue.

Double-blind indexing allows an additional indexer to re-enter index values as a verification step to prevent errors during manual indexing. If your system is configured for double-blind indexing, then there are two additional batch status queues, Awaiting Double-Blind Index and Double-Blind Index in Progress. These queues hold documents that will be re-indexed by the second indexer.

Select one of the following batch status queues:

Awaiting Index. Contains batches with only unindexed documents.
Index in Progress. Contains batches with some indexed documents and some unindexed documents. These batches have been imported and partially indexed, but are not yet committed.

All the batches with the selected batch status queue are listed. Each listing includes the following information:

The name of the queue where the batch is currently located
The batch number assigned to the batch
The name of the batch (initially defaults to the date the batch was brought into the system and the user name of the user who imported them, but may have been changed by the user)
The date and time that the batch was created
The total number of documents within the batch
The number of documents in the batch that have not yet been indexed

Tip:

To sort the list of batches according to one of the categories of information listed above, click the corresponding column's header. To toggle ascending/descending sorting order, click the column's header again. To resize the list window, grab and drag the bottom border accordingly.

To filter the batch list according to any of the categories listed below, drag the column name header to the Drag a column header here to group by that column section.

Detail of a batch list with the "Drag a column header here to group by that column" area highlighted.

You can filter the batch list according to any of the following categories:

Scan Queue
Batch #
Batch Name
Scan Date-Time
Total Documents
# To Be Indexed

To see more information about a batch, double-click it. The Select Document window is displayed, listing each of the documents in the batch.

You can filter the document list according to any of the following categories:

Document Name
Document Date

Note:

Any document which has not yet been at least partially indexed is listed simply as Unindexed Document.

To view a document, double-click its listing. It is displayed in the Select Document window, below the list of documents residing in the batch.

Note:

A document cannot be indexed when it is opened this way.

A sample document displayed in the Document Viewer.

When you are finished viewing and/or editing a document, you can view another document in the batch by double-clicking its listing. When you are finished examining the documents, close the Select Document window or minimize it by clicking anywhere outside of it.

From the list of batches in the selected batch status queue, perform one of the following actions:

Right-click on the batch you want to index and select Index Documents.
Select the batch you want to index, then click the Context Menu button in the upper-right corner and select Index Documents.

This retrieves the batch and opens the Document Viewer, which displays the first unindexed document in the batch. Choosing Index Documents also expands the indexing status option selected in Step 2 to show the batch name of the batch to be indexed, and makes two of the navigation buttons in the indexing toolbar available.

In the Document Type field, select the Document Type for the document.

This makes the Document Date field available for editing, and displays the fields for the Keyword Types associated with the selected Document Type.

The lock button next to the Document Type field, the Document Date field, and each of the Keyword Type fields allows you to lock that field's current value so that it cannot be changed. When the current page is indexed, the locked field holds the value from the previous document.

If the Document Type is changed using the Document Type drop-down list, and if a locked Keyword Type field is associated with the new Document Type, the value remains in the Keyword Type field in the new Document Type. To change the value in a locked field, click the lock again and type a new value.

Note:

If a Primary Keyword Value for an AutoFill Keyword Set is locked/unlocked, the Secondary Keyword Values will also be locked/unlocked.

Note:

If a default Keyword Value is changed and then locked during indexing, a second instance of the Keyword Type with the default Keyword Value is added.

Note:

When using Keyword Value locks, there can be undesired results when changing the Document Type. A different Document Type may share the same Keyword Types, but the Keyword Values can be stored on the second Document Type in a different Keyword Type storage structure. When switching between Keyword Type structures (e.g., a Document Type assigned a Multi-Instance Keyword Type Group (MIKTG) to a Document Type not assigned a MIKTG, and back again,) this may result in the Multi-Instance Keyword Type Group Values being re-ordered in the Indexing panel. This is expected behavior since the alteration of the method of storage from a MIKTG to regular Keyword Type fields cannot retain the relationship information between the values originally imposed with the MIKTG. For this reason, switching between Keyword Type structures is not recommended.

When you lock the Document Date field, the locked date is saved on the user's workstation and persists until either the date is unlocked or the user logs off of OnBase.

Note:

Steps 8 and 9 are optional. Only enter as much information as you wish.

To change the default Document Date, either edit the date manually in the Document Date field, or click the adjacent icon and select a different date from the resulting calendar. A Document Date must be in the format mm/dd/yyyy. You can omit leading 0s (zeros) in the day or month, but you must include all four digits in the year.

Insert or edit Keyword Values as desired.

For more information on indexing with different types of Keywords in the Web Client (for example, AutoFill Keyword Sets, Reverse AutoFill Keyword Set Lookups, or masked Keywords), see the various sections on working with Keywords in the Web Client documentation.

When you are satisfied with the indexing information, click the Next Document button in the indexing toolbar. This adds your indexing information to the document, and opens the next unindexed document in the batch.

The system automatically skips all previously indexed documents throughout this procedure. For example, if you index a batch with 30 documents, but only the 14th and 22nd documents have not yet been indexed, those two will be the only documents in the batch that you can access using this method. While you have the 14th document open, therefore, only the Next Document button and the Last Document button are available for navigation, and they both take you to the 22nd document. Conversely, while you have the 22nd document open, only the Previous Document button and the First Document button are available for navigation, and they both take you to the 14th document.

Tip:

The action specification pane keeps the same indexing information until you select a new Document Type. This can speed up the indexing of a batch when some of its documents have the same Document Type and perhaps the same values for some Keyword Types.

Note:

Repeat Steps 7 through 9 to index the remaining documents in the batch.

When you have finished indexing the batch, click the Index Documents button in the indexing toolbar. The system saves the batch to the queue that you retrieved them from.

You can also click the Index Documents button when you want to take a break, or whenever there is any other reason to save the indexing you have done so far. However, saving your indexing always saves the batch, so you will need to start over again from Step 2.

Note:

When the batch is saved, the system may change its indexing status. For instance, if you index a few of the documents in an Awaiting Index batch and then save the batch, the system changes its status to Index In Progress.

Note:

Some Document Types are configured to require Keyword Values to be entered in order to create and/or retrieve documents. Required Keyword Values are displayed in red for these operations, which may include the following: Document Retrieval, importing, indexing, re-indexing, viewing or modifying Keyword Values, and scanning.