Configure Auto-Index for a Document Type

  1. Open the appropriate document type configuration and select the Auto-Index tab.
  2. Select the Enable Auto-Index for this Document Type check box.
  3. Choose steps After Auto-Index executes from the drop-down menu to determine how the cursor behaves during the manual indexing process:
    1. Stay on current property (default) – after the auto-index fires, the cursor will stay on the property just indexed.
    2. Move to the next empty property – after the auto-index fires, the cursor will move to the next empty property textbox.
    3. Move to the last property – after the auto-index fires, the cursor will move to the very last property in the list of available properties for indexing.
  4. Folders and Assigned Profiles. You can assign multiple profiles to each document type. For example, Auto-Index may need to look in different tables in the accounting database depending on the status of the document, i.e. posted, pending post, etc. You can create profiles for each of the statuses.

    In addition, you can assign different profiles to the document type based on the folder the document has been assigned to. For example, you might query database A when the invoice is assigned to the Company A folder and query database X when the invoice is assigned to the Company X folder.

    1. Choose a folder from the Folders list. Select <Default> to configure profiles for all folders that haven’t been configured with specific profiles.
    2. Assign profiles by clicking the Add button to open the Select Auto-Index Profile dialog.
      • To locate an Auto-Index profile in the displayed list, enter a text string located within the item and click Find Now. The auto-index profiles that contain the text string will be displayed in the grid. Click Clear to refresh the grid.
      • If the Auto-Index profile is displayed in the grid, select the profile and click OK. The profile will be displayed in the grid on the Auto-Index tab.
      • If applicable, repeat step i and ii to select more profiles. All profiles assigned to the document type display in the Profiles grid.
      • If the Auto-Index profile is not displayed in the grid, click the New… button. The New Auto-Index Profile window will be opened and the General tab will be displayed.  Create the Auto-Index profile and when you have finished, click OK. For more information about creating Auto-Index profiles, click here.
    3. If multiple profiles exist, use the Up/Down buttons to reorganize profiles in the grid into the order you want the profiles to execute. To continue the previous example; if the most common status is 'posted' put that profile at the top of the list.
    4. To configure when you want auto-index to fire, double-click a profile in the grid to open Profile Properties window.

      Some profiles are complex and can cause a performance hit that is noticeable to the user. And in previous builds of DocLink the profiles sometimes had to get called even when they won’t return any data. Options on this window allow you to configure when an auto-index profile will be executed and if auto-index should attempt to execute more than one profile.
    5. Check the Exit auto-index when this profile executes successfully box if you want Auto-Index to exit if the profile returns results. Don’t select the check box if you want Auto-Index to continue to the next profile regardless of success.

      Click here to learn more about using this option.

    6. Check the Do not execute AI Profile if document has one or more values for the following property if you want the AI to be skipped completely when a matching property from the drop-down list is found.
    7. In the Execute this profile options, choose from the following options:
      • Every time auto-index is run – auto-index will fire regardless of the state/location of the document.
      • Only during Retro-Index – will only run if a document includes a missing expected property and is in the Retro-Index queue.
      • When sending a document from a workflow status – will only run when a document is moved from one status to another. The Administrator must specify the workflow status in Workflow Manager.

        Click OK to save your configuration and return to the Auto-Index tab

    8. If applicable, repeat steps above to assign profiles for a different top-level folder or if the Auto-Index should run for all companies, simply include the profile for ";<Default – Used by all folders without assigned profiles>".