Configure a Triggered Retro-Index

1. Select Triggered to perform Retro-Index when a trigger document type associated with the current document type is indexed into DocLink. The Trigger Document Type grid will display a list of all document types that will serve as a trigger.

   A DocLink document type can be configured for multiple trigger document types. The trigger document acts as a trigger for retro-index when it is first saved into DocLink. In addition, if a document is saved in DocLink and the document’s document type is later changed to a new document type configured as a trigger document type, the document will trigger retro-index at the time the document type is changed in DocLink.

2. To configure a new trigger document type, click the Add button. The Triggered Retro-Index Properties window is displayed.
   1. Select the Trigger Document Type that will initiate Retro-Index (or act as a trigger) for the document type you are configuring.
   2. Check the Respect Top Level Folders box to have DocLink check matching top level folders before matching relationship properties. This ensures at least a two-way property match to correctly index property values that may be the same throughout different companies.
   3. The Relationship Properties grid displays the relationship between properties in the document type you are configuring Retro-Index for and the trigger document type. Information in this grid maps data found in one document type to the other. These relationships determine which documents actually receive property values during triggered Retro-Index.
   4. To configure a new relationship between the document type and the trigger document type, click the Add… button. The Relationship Property Configuration window is displayed.
      • Select the Trigger Property. This is a property on the triggered document type that matches a property on the parent document type being configured.
      • Select the Document contains multiple instances of this property check box if the triggered document type can contain multiple values of the trigger property. For example, if one check was issued for payment of multiple invoices and you want to Retro-Index all invoices with the check number, this box would be checked. If only one property relationship exists, it must have this check box enabled.
      • Select the Target Property. This is a property on the parent document type being configured that will match the value of the trigger property.
      • Click OK to return to the Triggered Retro-Index Properties window.
   5. To configure or edit a relationship already listed in the Relationship Properties grid, select the relationship and click the Edit button. The Relationship Property Configuration window is displayed.
   6. To delete a relationship, select the relationship in the grid and click the Remove button.
3. Continue this process until all relationships have been defined. For example, if both the vendor code and invoice number must match on both document types, one relationship must be defined for the vendor codes and one relationship must be defined for the invoice numbers.
4. Select which action to take in the When Retro-Index is triggered: section. Options are Invoke Auto-Index or Propagate Properties.
5. Select Invoke Auto-Index to use an established Auto-Index Profile to return the information from a database. Choose this option if you want to index properties that do not belong to the trigger document type.

   If Invoke Auto-Index is selected, you must associate an auto-index profile with the document type you are configuring.

6. Select Propagate Properties to propagate properties directly from the trigger document type to the target document type. Choose this option if the trigger document type in DocLink contains all the information you want to Retro-Index.
   1. If Propagate Properties is selected, the grid becomes enabled. This grid displays the relationship between properties in the target document type in the first column and the trigger document type in the second column.
   2. To configure a new property to be propagated, click the Add… button. The Propagation Property Configuration window is displayed.
   3. Select the Source Property taken from the triggered document. This is a property on the triggered document type that will be Retro-Indexed to the parent document type.
   4. Select the Target Property on the parent document type that will have the property indexed to.
   5. Click OK to return to the Triggered Retro-Index Properties window.
   6. To configure or edit a propagated property already listed in the grid, select the property and click the Edit… button. The Propagation Property Configuration window is displayed.
   7. To delete a propagation property, select the property in the grid and click the Remove button.
   8. Continue this process until all properties to be propagated have been defined.
   9. Click OK to save your changes and return to the Retro-Index tab.
7. To configure a new triggered document type, click the Add button. The Triggered Retro-Index Properties window is displayed.
8. To delete a trigger document type, select the trigger document type in the grid and click the Remove button.
9. Click OK to save the Retro-Index configuration.

Both Scheduled and Triggered Retro-Index can be configured concurrently. A document type can be configured for multiple triggered document types. The trigger document acts as an launch for Retro-Index when it is first saved into DocLink. In addition, if a document is saved in DocLink and the document’s document type is later changed to a new document type configured as a triggered document type, the document will trigger retro-index at the time the document type is changed in DocLink.