Indexing Documents in a Batch

From the Index Batch tab in the Smart Client, select a batch to be processed by double-clicking a row in the batch list. The viewer will launch

The Navigation Batch window will be enabled. It shows every document in the selected batch. As you index documents into DocLink you will see each document's status change.

The image of the document will be displayed in the center of the viewer. Tip: to maximize space, disable the thumbnail pane by clicking the button in the viewer toolbar.

Note: if you processing files other than TIFFs or PDFs DocLink will attempt to launch the file in the application associated with the file. So for example, if you are processing Microsoft Word documents you must have Microsoft Office or a Word viewer installed on your computer.

 

Index the First Document in the Batch

The index window will be enabled and ready for data entry. On the Index dialog:

  1. Select the appropriate top-level folder (company) from the drop-down list (F4 will expand the drop-down and you can use your arrow keys to select the company from the list). The list will be filtered based on the companies you have been grated access to. Press the Tab key to move to the next field (Shift + Tab will move the cursor to the previous field).
  2. Select the document type this document represents (F4 will expand the drop-down and you can use your arrow keys to select the document type from the list). This list will be filtered bases on document types you have been granted access to. Press the Tab key to move to the next field (Shift + Tab will move the cursor to the previous field).
  3. Under Document Properties, the first property will be highlighted and the cursor will be in the data entry field below the properties list. Enter a value for the property highlighted. To commit your entry press the Enter key on your keyboard.
  4. Enter another value for this same property OR press the Enter key again to move to the next property on the list.
  5. Repeat until all values you wish to index have been entered. Click Save (Alt+S) key to save the document, the viewer will automatically load with the next document in the Navigation Batch list.

    Note: Pressing Enter twice on the last property value in the properties list will automatically save the document into DocLink. The viewer will load with the next document listed in the Navigation Batch dialog.

  6. On this new document, you can either press the Add button to "staple" it as page two of the previously indexed document, or start entering property values for a new document.

Clear values on next input- by default this option is checked, values from the previously indexed document will auto-load for the next new document but the property values will clear once you start entering new values. If this option is unchecked, the previously indexed values would be assigned to the current document and you would have to manually change just the values that are different.

 

Index Remaining Documents as One Document

Large multi-page documents can be easily indexed using this feature.

  1. Scan each page of the multi-page document in the proper page order and in a separate batch from other invoices.
  2. From the Smart Client Index Batch tab, select your batch. The first page will automatically load in the viewer.
  3. Index and save just the first page.
  4. When the second page is displayed in the viewer, click the button in the Navigation Batch window.
  5. The remaining pages in the batch will be indexed to the first page and one multi-page document is created.
  6. The viewer will automatically close when the batch is empty.

If the multi-page document does not warrant scanning in a separate batch, scan the multi-page document last, it will be added to the end of your batch. Process the batch as usual until you get to the first page of the multi-page document. Index and save just the first page. Click the button to add the remaining pages to the page you have just indexed.

 

Index Remaining Documents as Separate Documents but with Same Values

  1. From the Smart Client Index Batch tab, select your batch. The first page will automatically load in the viewer.
  2. Index and save one document.
  3. When the next document is displayed in the viewer, click the button in the Navigation Batch window.
  4. The remaining files in the batch will be indexed with the same property values but as separate documents.
  5. The viewer will automatically close when the batch is empty.

 

Make Copies of Images Before Indexing

  1. From the Smart Client Index Batch tab, select your batch. The first page will automatically load in the viewer and the batch of documents will be viewable in thumbnail or row format in the Navigate Batch pane.
  2. Select or multi-select all documents to be copied. (only Tiffs can be multi-selected with Ctrl or Shift)
  3. Click the button in the Navigate Batch pane.
  4. Selected documents will be added to the current batch prefaced with a 'copy(1)_' designation.

 

Add a Cover Sheet to Document or Batch

  1. From the Smart Client Index Batch tab, select your batch. The first page will automatically load in the viewer and the batch of documents will be viewable in thumbnail or row format in the Navigate Batch pane.
  2. Highlight the document in the batch to be designated as the cover sheet. (only Tiffs can be designated as a cover sheet)
  3. Click the button in the Navigate Batch pane to designate the Tiff as a cover sheet.
  4. Index Tiff images that require a cover sheet to be included on the documents in the repository.  The cover sheet with be indexed as the first page of the document/batch until you exit from Indexing.
  5. A dialog will prompt asking to return the cover sheet page(s) to the batch. Choose Yes to return the cover sheet to the batch and to use it for the future.

 

Index Documents Directly into Workflow

Indexing batches allows to index documents directly into a DocLink Workflow. This can be done by selecting the Workflow and Category in the same section where Document Type and Property Values are defined and indexed.

  1. Choose a Workflow from the drop-down list (F4 will expand the drop-down and you can use your arrow keys to select the Workflow from the list). This list will be filtered based upon Workflows/Statuses you have been granted access to.  The initial Workflow status needs to be added to the user’s role in order for direct Workflow indexing to work for users.  Press the Tab key to move to the next field (Shift + Tab will move the cursor to the previous field).
  2. Choose a Category from the drop-down list (F4 will expand the drop-down). This list will change based on the Workflow chosen in step 1.

If the document has already been indexed into the repository:

  1. Search and retrieve the document using either Quick or Advanced Inquiry.
  2. In the document Search Results window, highlight the document(s) needed to move to a Workflow.
  3. Click the  button in the toolbar. The Select Workflow window opens.
  4. Select the Workflow/Status/Category from their respective drop-down lists.
  5. Click OK to accept the specifications. The document is then moved into workflow for processing.