Create a New Auto-Index Profile

You can create Auto-Index profiles that can then be associated with one or more document types. To create an Auto-Index profile:

1. From the Administration tab, click on the Auto-Index Profiles tile.
2. Click the Add button to open the Edit Auto-Index Profile dialog window.

General Tab

• In the Name field, enter a unique name for your profile.

Data Source

• Select a Data Source.

  A data source stores information necessary to establish connectivity to a specific database. This field defines the database where the Auto-Index information is located and how to connect to that database. Use the ellipsis button to select a data source for the auto index. For more information about configuring data sources, click here.

Location

• Next identify the specific Location of the Auto-Index information.
  1. If all of the Auto-Index information can be found in one database table, select Single Table. Enter the Table Name. If you don’t know the name of the table, click the ellipsis button to display the Data Source Table Lookup.

     The Table tree displays a list of all tables and views in the data source. Click on the + sign in front of a table to view the fields in that table. Select a table and click OK.

  2. If the data does not reside in one database table, select Custom SQL (Advanced) and enter the SQL statement used to return the Auto-Index information in the box. Use the % symbol before and after the doc-link property name, top-level folder name, folder code or document ID to represent these values in your SQL statement.

     Example: SELECT * FROM Vendors WHERE Vendname = '%Vendor Name%' (where Vendor Name is the name of the doc-link property.)

     If you used a custom SQL statement, specify whether or not search properties need to be passed in to Auto-Index. If the Auto-Index profile will be used in Workflow or some other process where properties will not be passed in, select the Search properties are not required check box. The Search Properties grid on the Search Properties tab will be disabled and Auto-Index will utilize the custom SQL statement to control which records are returned.

Specify return properties by creating column aliases in the custom SQL statement and then referencing the alias in the Property Maps grid on the Return Properties tab. Search properties are not required selection with caution. If it is selected and the custom SQL statement is not correct, Auto-Index could potentially grab thousands of values and bring the system to a halt while doc-link tries to append these values to the document.

Search Properties Tab

Click the Search Properties tab to specify the properties used to initiate the search of the data source. The Properties to Search On grid contains the property or properties you want to use to initiate your search of the data source. For example, if you want to trigger Auto-Index based on an invoice number, you would map the invoice number property to the corresponding field in your data source and indicate whether multiple values can be present for your selected property.

If you selected the Search properties are not required check box on the General tab, the Search Properties tab is disabled. Entering a property in the Properties to Search On tab does not automatically mean that property value will get indexed into doc-link; you must define which properties to index on the Return Properties tab. If you want to index the property you defined to search on, you must re-enter it on the next tab.

Properties to Search On

1. To create a search property, click the Add button. The Search Profile Property Configuration window is displayed. Enter the configuration information.
   1. Select the Property whose value will be used to search the data source for additional Auto-Index data.
   2. Enter the Database Field that contains the same type of data you selected in the Property field.

      If you entered a custom SQL statement on the General tab, you do not need to select a database field. doc-link will use the database field specified in the SQL statement.

      If you don’t know the name of the field, click the ellipses button to display the Data Source Field Lookup window. The Field tree displays a list of all the possible fields in the selected table. Select a Field and click OK.

   3. If Single Table is selected on the General tab, enter the SQL Delimiter used to enclose the string in the where clause of the SQL statement. The delimiter is dependent on the type of database and the data type.

      For example, an Access database would require the pound sign (#) delimiter for date values, single quote (') delimiter for a string, and no delimiter for numeric values. In SQL Server, numeric data types do not require a delimiter, but strings require a single quote (') delimiter.

   4. On the Search Profile Property Configuration window, enter a Script if the property needs to be modified in some way to match the data contained in the data source.
      • Click the Test… button to display the Test Property Script window. Enter an Input Value and click the Run Script button.
      • The Return Value will be displayed. If the value returned is not correct, the script will need to be modified.
      • Click Close to return to the Search Profile Property Configuration window.

      Known Auto-Index issue If you are using vbscripting on your auto-index search on property and the auto-index does not appear to be firing, reregister MSSCRIPT.OCX on either your application server or your workstations. MSSCRIPT.OCX is a windows system control that does not appear to be correctly registered. The following error message will appear in the Event Viewer Application Log, but the user is not presented with an error message: Exception: Unable to cast COM object of type 'AltecMSScript.ScriptControlClass' to interface type 'AltecMSScript.IScriptControl'.

   5. Select the Property Triggers Auto-Index check box if this property will be used to initiate the Auto-Index process. Each Auto-Index profile needs one trigger property unless Search properties are not required was selected on the General tab. If more than one trigger property is necessary, a second Auto-Index profile must be configured. Trigger properties are also the only properties that can contain multiple values. Each time a new value for the trigger property is applied, Auto-Index will be initiated to retrieve data associated with the new value. Click here for more information about triggering the Auto-Index process.
   6. Click OK to save the Search Profile Property configuration. It will now be displayed in the grid on the Search Properties tab.
2. To edit an existing search property, select the property in the grid and click the Edit button.
3. To delete an existing search property, select the property in the grid and click the Remove button.
4. Continue this process until all the search properties required to trigger Auto-Index for this Auto-Index profile are listed in the grid.

Return Properties Tab

The Return Properties tab allows you to map the fields returned from the data source to doc-link properties for the document type you are configuring. Auto-Index will add these properties to the document.

The Property Maps grid displays all properties Auto-Index should return from the data source once data is identified.

1. To create a return property, click the Add button. The Return Profile Property Configuration window is displayed. The properties you enter here are the ones that get indexed in the doc-link database.
   1. Select the Property from the list that is to receive the value returned from the data source.

      Select the Database Field that corresponds to the property value you want to index. If you don’t know the name of the field, click the ellipsis button to display the Data Source Field Lookup window. The Field tree displays a list of all the possible fields in the selected table. Select a field and click OK.

      To specify an ordinal position, enter COL:x where 'x' is the ordinal position of the column number. If you encounter problems with this method, reference the exact column name. If you only have 1 column returned, you could simply type in value COL:0 for the Database Field. Another option is to alias a column name in your custom SQL statement on the General Tab, and then references the alias.

   2. Enter a Script if the value returned needs to be modified in some way to match the property formatting in the doc-link database. Click the Test… button to display the Test Property Script window.
      • Enter an Input Value and click the Run Script button.
      • The Return Value will be displayed. If the value returned is not correct, the script will need to be modified.
      • Click OK to return to the Return Profile Property Configuration window.
   3. Check the box to Replace existing property values, if an auto-index is set to fire on a document multiple times and you want the property values to be replaced if the auto-index is successful. If this is unchecked, and the properties already exist, the auto-index will index a new value to the document type instead.
   4. Click OK. The Return Property will be displayed in the grid on the Return Properties tab.

      Entering a property in the Search Properties tab does not automatically mean that property value will get indexed into doc-link. You must first define which properties to index on the Return Properties tab. Naming the auto-index, choosing a data source, then specifying search and return properties is considered a complete auto-index profile.

2. To edit an existing return property, select the property in the grid and click the Edit button. Edit the return property's configuration information.
3. To delete an existing return property, select the property in the grid and click the Remove button.
4. Continue this process until all the return values are mapped to a doc-link property.
5. Click OK to save the Auto-Index profile.

Auto-Index

Delete an Auto-Index Profile