Chapter 6 - Indexing Documents 4.0 - Revision history

192.168.0.10: /* Duplication Hot Keys */

2012-10-22T18:54:04Z

‎Duplication Hot Keys

192.168.0.10: /* Duplication Hot Keys */

2012-10-22T18:53:47Z

‎Duplication Hot Keys

192.168.0.10: /* Setting Up Custom Index Features */

2012-10-22T18:51:18Z

‎Setting Up Custom Index Features

192.168.0.10: /* Using Auto Complete */

2012-08-30T18:20:41Z

‎Using Auto Complete

192.168.0.10: /* Using Auto Fill */

2012-08-30T18:13:45Z

‎Using Auto Fill

Tomh: /* Entering Data into Database Fields */

2012-07-13T18:41:31Z

‎Entering Data into Database Fields

Tomh: /* Indexing Overview */

2012-07-13T18:10:07Z

‎Indexing Overview

Tomh: /* Indexing Overview */

2012-07-13T16:53:38Z

‎Indexing Overview

Tomh: /* Indexing Overview */

2012-07-13T16:46:40Z

‎Indexing Overview

Tomh: /* Indexing Overview */

2012-07-13T16:46:27Z

‎Indexing Overview

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 The Duplication Hot keys tab is used to define custom hot keys for duplicating data from the previously indexed record, or with the Document Clipboard feature, from any selected record. By default the following Hot Keys are defined:
-Alt-D – duplicate data for the currently selected field
+* Alt-D – duplicate data for the currently selected field
-Alt-A – duplicates all data from the previous record
+* Alt-A – duplicates all data from the previous record
-Ctrl-D - when used in a multi-entry field, replicates the prior line’s last name
+* Ctrl-D - when used in a multi-entry field, replicates the prior line’s last name
 Other hot keys can be used to assign a hot key to a particular database field. For example, you could assign Alt-N to the Name field. Then, in index, whenever you pressed Alt-N, the Name from the previous record will be duplicated into the currently selected field.

@@ Line 111: / Line 111: @@
 Alt-D – duplicate data for the currently selected field
-Alt-A – duplicate all data from the previous record
+Alt-A – duplicates all data from the previous record
 Ctrl-D - when used in a multi-entry field, replicates the prior line’s last name

@@ Line 82: / Line 82: @@
 Use the '''Tools-Options''' menu in Index to define custom features that affect the Index Module. This brings up a form that includes tabs for the following items:
-'''IndexExecute'''
+===IndexExecute===
 This tab defines an external program that is run when a document is saved in index. A common example of when this option is used is the Pending Order System feature where, after a document is saved, the pending order program is run to check to see if any of the data being posted may affect an open order. A template button is available on this form to provide a sample of a pending order check. When this option is saved, the setting is written to the database section [aaaHFWdd] of halfile.ini and therefore affects indexing on this station and this database only.
-'''IndexLoadExecute'''
+===IndexLoadExecute===
 This tab defines an external program that is run when the Index module is loaded and a second program that can run when the Index-Verify module is loaded. A common example of this feature is halFILE Capture Server (ftpfile32.exe) where documents are pulled into the basket that were scanned to a designated folder using an ftp scanner. When this option is saved, the setting is written to the database section [aaaHFWdd] of hfglobal.ini and therefore affects all halFILE stations only for this database.
-'''IndexMenuExecute'''
+===IndexMenuExecute===
 This tab defines an external program that is run from the Review menu on the Index form. A common example of this feature is running an e.halFILE browser search to look up information posted to a specified index field or fields. When this option is saved, the setting is written to the database section [aaaHFWdd] of hfglobal.ini and therefore affects all halFILE stations only for this database.
-'''Notifications'''
+===Notifications===
 The Notifications tab configures halFILE's notification feature where e-mail notifications are sent to designated parities if certain information is posted or changed. When this option is saved, the setting is written to the database section [aaaHFWdd] of hfglobal.ini and therefore affects all halFILE stations only for this database. You can use the Tools-Options menu in Index to set these options. Note, however, that there are also options that need to be set in HFNotify32.ini to complete setting up this feature.
-'''General'''
+===General===
 The General tab includes other halFILE Index features. Here you will find an option to allow the Auto Fill feature to overwrite existing information in fields being filled as well as the date format to use for Sybase databases.
-'''Field Deactivation'''
+===Field Deactivation===
 The Field Deactivation tab provides a way to deactivate selected fields during index. This lets you define a trigger field and set of values that, when matched, deactivate a certain set of fields. For example, if the first field keyed is the Document Type and you want to deactivate the Property Address field if the document type field is equal to PR or CL, then you would set the Trigger field to the Document Type field and then define a Set of values. Enter PR;CL into the value box and then add the Property Address field into the Deactivated Fields list. Select Lost Focus as the Deactivate Style which means when the cursor exits the Trigger field (Document Type), then the deactivation rules take effect. Be sure to click Save Set after defining each set of values and deactivated fields.
-'''Duplication Hot Keys'''
+===Duplication Hot Keys===
 The Duplication Hot keys tab is used to define custom hot keys for duplicating data from the previously indexed record, or with the Document Clipboard feature, from any selected record. By default the following Hot Keys are defined:
@@ Line 112: / Line 112: @@
 Alt-D – duplicate data for the currently selected field
 Alt-A – duplicate all data from the previous record
 Other hot keys can be used to assign a hot key to a particular database field. For example, you could assign Alt-N to the Name field. Then, in index, whenever you pressed Alt-N, the Name from the previous record will be duplicated into the currently selected field.
 ==halFILE Document Clipboard==

@@ Line 162: / Line 162: @@
 # Once you have selected all the names desired, click the Index button to return to the main search screen.
-Auto Complete is also available in the Search module.
+Auto Complete is also available in the Search module to assist you in entering search criteria or updating existing information.
 ==Using Auto Fill==

@@ Line 151: / Line 151: @@
 ===Using Quick Find===
 Once configured, you can press Ctrl-U in Index and enter the search criteria on the pop up form and click Find. If a document is found, its index information is loaded into the document clipboard. You can then use the duplication hot keys to post selected index information from that prior document to the document you are indexing. For example, Alt-D posts the current field with the data from the same field in the document clipboard and Alt-A post all the fields with the document clipboard information.
 ==Using Auto Fill==

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 Data is entered into the database using the keyboard. Press TAB to go to the next field or SHIFT-TAB to go to the prior field. To save the record, press CTRL-S and a menu containing save options is displayed. If you want to delete an image, you will find a selection on this menu to do that.
-[[Image:help44.jpg|left|50px]] If a field is validated against a table or is linked to an externally attached table, a question mark button will appear to the right of the field. Click on this icon or press '''F2''' to list the valid table entries. You can then highlight the desired entry and press enter or double-click to make a selection. To search for a code, press the '''find''' button and enter a partial description. You can also type the field value you are looking for to jump to the table entry. (For more information on searching tables, see Chapter 3).
+[[Image:help44.jpg|left|50px]] If a field is validated against a table or is linked to an externally attached table, a question mark button will appear to the right of the field. Click on this icon or press '''F2''' to list the valid table entries. You can then highlight the desired entry and press enter or double-click to make a selection. To search for a code, press the '''find''' button and enter a partial description.
 ==Setting Up Custom Index Features==

@@ Line 12: / Line 12: @@
-'''Indexing a document'''
+===Indexing a document===
 # On the halFILE Toolbar, select the correct application, database and in-basket to use.
 # Select '''File-Index''' from the main menu or click the Index icon.
@@ Line 21: / Line 21: @@
 # The next document is displayed.
-'''Adding a database record without an image'''
+===Color Baskets===
 Sometimes you may need a record in your document database even though there is now associated image. To do this, use the following steps.

← Older revision		Revision as of 16:53, 13 July 2012
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−	[[Image:~~Index_Multi_Entry~~.jpg\|center]]	+	[[Image:Index_Entry4.jpg\|center]]

← Older revision		Revision as of 16:46, 13 July 2012
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	[[Image:Index_Multi_Entry.jpg\|center]]		[[Image:Index_Multi_Entry.jpg\|center]]
		+

	'''Indexing a document'''		'''Indexing a document'''

← Older revision		Revision as of 16:46, 13 July 2012
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	[[Image:index248.jpg\|left\|50px]] Indexing a document is the process of entering information into a database that will later be used to search for documents. Documents that have been scanned into the selected in-basket are displayed along with the fields that were set up for the selected database. To begin the index procedure, choose the menu selection FILE-INDEX (ALT-F-I) or press the index icon. A screen similar to the following is displayed. Also displayed will be the related document to be indexed. See the Image Viewer chapter for information about the Viewer.		[[Image:index248.jpg\|left\|50px]] Indexing a document is the process of entering information into a database that will later be used to search for documents. Documents that have been scanned into the selected in-basket are displayed along with the fields that were set up for the selected database. To begin the index procedure, choose the menu selection FILE-INDEX (ALT-F-I) or press the index icon. A screen similar to the following is displayed. Also displayed will be the related document to be indexed. See the Image Viewer chapter for information about the Viewer.
		+

	[[Image:Index_Multi_Entry.jpg\|center]]		[[Image:Index_Multi_Entry.jpg\|center]]