Editing the Index Data of Documents

enaio® client 9.10 »

The administrator can specify that users are not allowed to edit the index data of documents or individual fields.

You can change the index data of multiple documents of a single type simultaneously. If you select the documents and open the index data, an empty data sheet is shown. The index data will be displayed for fields that have identical indexing. Fields that you do not edit will not be changed. If you enter a value into a field, the index data of all documents will be overwritten with this value.

If you enter values beginning with a '+' in the fields, the new values will be appended. Values with a leading '&' are placed before the existing index data.

The index data will be deleted if you enter a '-'.

To make changes in batch mode, you will need the 'Client: Execute changes in batch mode' system role. When changing the index data of multiple documents at one time, mandatory fields, key fields, and read-only attributes will be ignored. Add-ons will also not be run.

In fields of type 'Rights group control', values are always sorted when displayed. Thus, '+' and '&' function the same. Multiple values are separated by a semicolon. Users must be specified using '(U)', and groups using '(G)'.

Users and groups can also be removed.

Example: -user(U); group(G)

The values are ignored if there are no groups or users.

You cannot index tables and multi-fields. It is also not possible to make changes in batch mode to objects in the filing tray.

In the data form of a document, only the index data on the first page is displayed in multi-fields. If other pages are indexed, a semicolon and three dots (;...) will follow the value. Click Catalog to edit the index data.

Changing the Archiving Property

Based on the settings (see 'Document Display Window'), documents either receive the Approved for archiving property or the Not approved for archiving property during capture. If the administrator has not already archived documents in an audit-proof manner, you can change this setting.

Documents without pages cannot be archived in an audit-proof manner.