Indexing a New Document

[00:00:07 – 00:00:36] This video introduces you to indexing in Extender. We will first look at New Document. When you bring in a document using this feature, the index must be applied immediately. Upon choosing New Document, the index fields are shown to the right of the work area. I will bring the document in from my desktop.

Uploading the Document

[00:00:36 – 00:00:39] And upload it.

[00:00:39 – 00:00:55] The first page of the document appears, and I will select the index to attach by using the keywords that will be tied to this particular document.

Required and Optional Index Fields

[00:00:55 – 00:01:36] As I am selecting the index, notice that three of the options have an asterisk to the right of them—those are required. All other fields are optional. Some allow text entry, others are dropdowns. There is an auto-indexing feature: once I enter in the number, other keywords attached to it within the system automatically populate. As you enter your keywords for the index, remember that the more words you apply to the document, the easier the search will be.

Saving the Indexed Document

[00:01:36 – 00:02:13] After reviewing my entries and confirming they are correct, I choose Save. The index has now been applied to this document, and I can search for this document using any of the keywords or a combination of them. Each page will have these keywords. In New Document indexing, I cannot index each page separately. If I recognize that I made an error in my index, I can select the Modify button.

[00:02:13 – 00:02:25] Change the entry and choose Save. I will return back to the home page of the application menu.

Indexing from New Batch

[00:02:25 – 00:02:52] Now I will demonstrate indexing from New Batch. I choose the New Batch icon, and again I pull the document in from my desktop. Once I choose New Batch, I am given the option to choose the folder where the batch will reside, and I give the batch a name.

[00:02:52 – 00:02:56] And I choose Continue.

[00:02:56 – 00:03:09] The work area opens. I choose Add Page to bring the document from my desktop, locate the document, and upload.

Uploading Without Indexing Immediately

[00:03:09 – 00:03:38] If I do not want to index it right now, but I have brought it into Extender and will index it later, I simply return to the folder I was working with; the upload is complete. However, we will go ahead and index it now. In the batch window, there is an icon labeled New Document.

[00:03:38 – 00:03:51] I select New Document, and the index displays on the right side so I can add the keywords that will be attached.

Adding Keywords

[00:03:51 – 00:03:56] Including my ID first.

[00:03:56 – 00:04:09] I choose my document type, and other index words automatically populate.

[00:04:09 – 00:04:17] I add a few other keywords.

[00:04:17 – 00:04:25] I check my index and, once satisfied, I choose Save.

Indexing Multiple Pages

[00:04:25 – 00:05:01] Notice that the page changed. Page two of the document is now displaying, and the index I used for page one is showing within the page area. You will notice icons: the second one with the arrow reads “Attach Current Page.” If I want the page I am currently viewing to have the same index as page one, I select this icon and the next page displays.

[00:05:01 – 00:05:24] I can change the index by choosing Modify and entering the keywords that will be attached to this document.

[00:05:24 – 00:05:28] And then select Save.

[00:05:28 – 00:05:58] The icon labeled “Attach All Pages” applies the current index to all remaining pages in the upload. I select it, the system confirms all pages will be attached, and I click OK to proceed. At this point, I have indexed the document.

Completing Indexing

[00:05:58 – 00:06:07] You can see the options available. I will return to the application page.

[00:06:07 – 00:06:12] I have now completed indexing using both New Document and New Batch.