Profiles and Indexes

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Profiles and Indexes

 

Indexes are custom fields that you can create to assign more information to a document or folder. Profiles are simply a group relevant indexes suitable for certain purpose. For example, an 'Account Payable' profile could have index fields like Vendor, Invoice Date, Amount, Due Date, etc.

 

Docsvault displays the entered document profile information in the right panel when any file or folder is selected in the file list. This gives a quick overall picture about the type and purpose of any selected document within Docsvault. However this is not all. You can search for these index fields to quickly get to the document you are looking for.  

 

doc_security Security:

Administrators and users with system right 'Create Profile/Indexes' can create and edit profiles and indexes
 

 

 

Profile Indexes

Document index is a set of 'Name -Value' pair. Let us understand by example.

 

Documents can be of many types: Legal Notice, Presentation, Contract, Agreement, Invoice, Memo, Blue Print, Letter, Report, Chart, etc.

 

To assign a particular document type to any document we create a index field called 'Document Type'

 

Thus we can denote, the 'Name-Value' pair as:

 

 

Document Type: Contract

 

And/Or

 

Document Type: Legal Notice

 

And/Or

 

Document Type: Blue Print

 

 

 

Types of indexes in Docsvault
 

Docsvault allows you to create unlimited number of indexes

 

In general, Docsvault provides three types of indexes:

 

User Input:

User defined indexes do not have predefined list of values and users need to input the value for such index at the time of importing document or when editing any profile. Example 'Notes,  Invoice Date, and End Date' are the indexes whose values need to be assigned as and when new documents are imported into the repository. User Defined indexes are of three types:

 

Text (ex: names, comments, document type etc.)

Numeric (ex: $1,5000, 400, 50%)

Date (ex: 08/12/2010)

 

Static:

For a static index, you can enter a list of predefined values from which users can select a value at the time of assigning values to the index field. You can also import a list of values from XML or csv files instead of manually entering them one by one.  

 

From External Source:

You can also fill up values for Index fields from other databases like your CRM or your accounting software. Docsvault can instantly query other databases and bring real time data from other databases to fill up index values. Docsvault uses ODBC data source on your system and will automatically list all available System DSNs created on your server machine. Note that you will need some database and SQL language knowledge to use this method.  For more information, see Specifying Primary/External Indexes at the Index level.

 

Dynamic:

You can setup index fields to fill up dynamically based on current date/time or current username and also increase/decrease index values for numeric index field.

 

Document Profiles

We can assign several indexes to a document which add related information about that document.  

 

If one or more such indexes are grouped and given a purposeful name, then such a group is called a Document Profile. In Docsvault, you actually assign a profile instead of multiple indexes to a document or folder. Each profile will contain one or more indexes.

 

Let us look at an example of Profiles and indexes and see how significantly it enhances the information about the document.

 

For example:

Say you import a 'Project Agreement' document. You would create a custom profile called "Project". This custom profile would contain indexes like 'Client Name', 'Project', 'Document Type', 'Due Date' etc.
 

 

Profile02

                                             Create Profile

 

You can mandate entry of any important index field, ex. Project, so that has to be entered by users while importing a document. To do this simply click the 'Field Required?' checkbox next to the field name. You can also enter the 'Default value' for a field (ex. Project: Landmark Square or starting with prefix: PRJ/).  

 

The values for these indexes can be assigned to documents or folders in their respective 'Document Profile' panel on the right side in main window of the Docsvault client. See the client manual for more information on how to assign and use profile values.

 

note Note:

You can also display index fields as columns in file list of any folder in details view. To do this use the customize column feature from the view menu or from the properties dialog of any folder.

 

 

Docsvault provides two way of filling up index field values:

 

Manual Filing:

In this method the index field value can be manually typed, automatically filled with a default value or selected from a predefined list of choices.

 

Auto Fill Rules:

 

note Note:

This feature is only available as an add-on module and requires separate purchase and activation.

 

 

Index field value is mapped from an external database like your CRM, ERP or Accoutring system. You can define the index field as either a Primary/External Index where a predefined list of values is fetched from external SQL based databases or Secondary/Dependent Index where index fields are filled/filtered up automatically as per rules based on a value entered in a previous index field.

 

File name Template

Docsvault allows you to create a File name Template for a Profile. This will automatically name files and folders, add description and notes based on index values entered by users while importing it into Docsvault.

 

 

AutoComplete index values

Docsvault will automatically display a drop down list of value options based on earlier typed index values. In addition users can enable AutoComplete of index values from Tools > Options > Profiles. Enabling this option will automatically complete values as you type.