Editing Index Data

enaio® webclient 11.10

To edit the index data, you will need the relevant rights. The rights are assigned by the administrator.

Index data forms can also contain fields with tables that can be edited. If necessary, the administrator can restrict the editing of these tables to users with the 'Supervisor' system role.

You edit the index data of a folder, a register, or a document using the same index data forms you use for creating the index data. To edit the index data, select Edit index data in the context menu of a selected object.

The properties of the form fields are configured by the administrator. If entries in fields do not meet these requirements, information to this effect will be shown. The administrator can prevent individual index data fields from being changed or edited. They are then shown in gray.

If you edit the index data of an object, the edits made will automatically be saved to the object history (see The Preview Area).

You can also modify the index data of documents that have already been archived.

Catalogs and Add-Ons on Index Data Forms

Catalogs and add-ons are used in index data forms to simplify and standardize index data maintenance.

Catalog fields: icons and properties

Icon	Name	Description
	Database catalog	Clicking or tapping on the Database catalog button next to a field will start a search. A list containing all values which have been entered into this field for indexing is created and opened. Unlike in other catalog lists, you can also enter new values in the field. If you enter characters in the filter field of the catalog, only the list entries that contain the characters you entered will be automatically displayed.
	List catalog	If you click or tap on the List catalog button next to a field, a list created by the administrator will open. Depending on the configuration of the field, you can select and apply one or more values. If you enter characters in the filter field of the catalog, only the list entries that contain the characters you entered will be automatically displayed. Multiple entries can be selected in list catalogs, depending on the object definition. The following applies if you are using enaio® mobile: Multiple entries in a list catalog are selected by ticking the matching checkboxes.
	Tree catalog	Tree catalogs are list catalogs in which values are created in different levels and sublevels. If you enter characters in the filter field of the catalog, only the list entries that contain the characters you entered will be automatically displayed.
	Hierarchy catalog	The hierarchy catalog corresponds to the tree catalog, except that the level descriptions are imported into the index data. If you enter characters in the filter field of the catalog, only the list entries that contain the characters you entered will be automatically displayed.

Add-on fields: icons and properties

Icon	Name	Description
	User add-on	Click or tap on the add-on icon to open the user selection dialog. The user add-on generates a list of all available users, user groups, and other configured entries. The users available for selection are displayed on the left-hand side of the dialog. Select the required users and move them using the arrow key or by double-clicking or tapping twice on the right dialog page. The administrator can allow users to select multiple entries. You can filter the user lists. Finally, click or tap on Apply to transfer the selection to the field. As in enaio® client, favorite filters are not supported.
	Rights group add-on	Click or tap on the add-on icon to open the rights group selection dialog. The rights group add-on generates a list of all users (U) and user groups (G). The users and user groups available for selection are displayed on the left-hand side of the dialog. Users and user groups can be selected by entering the user or user group names or by clicking or tapping the user and user group icons. Select the required users or user groups and move them using the arrow key or by double-clicking or tapping twice on the right dialog page. Finally, click or tap on Apply to transfer the selection to the field. The administrator can allow users to select multiple entries. The user lists can also be filtered. The add-on can be configured by your administrator to show only users, only user groups, or both. You must therefore observe the following when entering data manually: If the add-on is configured so that users and user groups are displayed together, the complete user name with the addition (U) or the complete user group name with the addition (G) must be entered during manual entry. If you fail to do so, the entry will not be recognized. If the add-on is configured in such a way that only users or only user groups are displayed, the entry of the additions (U) or (G) can be omitted during manual entry, because the add-on will add them automatically. Duplicate entries are removed from the field validation.
	Workflow recipient add-on	Click or tap on the add-on icon to open the user selection dialog. The workflow recipient add-on generates a list of all users and roles that are unlocked for workflows. The users and roles available for selection are displayed on the left-hand side of the dialog. Select the required users or roles and move them using the arrow key or by double-clicking or tapping twice on the right dialog page. You can filter the lists. Finally, click or tap on Apply to transfer the selection to the field. The add-on is only available for workflow work items. As in enaio® client, a favorite filter is not available.
	Quickfinder add-on	The Quickfinder add-on is used for the complex transfer of index data. It links one or more fields on an index data form to one or more fields on the index data form of another or the same object type. If several object types are linked to the Quickfinder add-on when the add-on opens, a selection menu will appear in which you can select the desired object type. You can run a search using the add-on. When an object is selected from the hit list, the correspondingly configured index data will be transferred.
	Catalog Add-on	The catalog add-on can be configured as a list, tree, or hierarchy catalog. Unlike these catalogs, the catalog add-on has other functions and a COM interface. The add-on can send an SQL query or be addressed using scripts. The configuration is saved as an XML file. Multiple entries can be selected in catalog add-ons, depending on the object definition. The following applies if you are using enaio® mobile: Multiple entries in a list catalog are selected by ticking the matching checkboxes.
	Date add-on	Click or tap on the add-on icon to open a calendar with a month view and calendar weeks. Based on the configuration of the field, a time selection can be displayed in addition to the date selection. The add-on can also offer a time period selection on search forms. Select a date or a time period and then click or tap on the Apply button to transfer the data to the field.
	Time selection add-on	Click or tap on the add-on icon to open the time selection dialog. You can select a time in an index data form dialog. You can also select a time period in search forms. Select a time or a time period and then click or tap on the Apply button to transfer the data to the field.

Multilingualism catalogs

List, hierarchy, and tree catalogs can also be created as multilingual catalogs as long as your administrator has set up the necessary parameters. The advantage of this is that editors with different language backgrounds can see and use these catalogs in the index data, search forms, hit lists, and the details preview in their respective selected language for object definition (see enaio® editor). Multilingual catalogs in object lists (such as at filing locations, in hit lists, inboxes, etc.) can be sorted and filtered. Multiple selection, as with list catalogs, is not possible.

In the case of multilingual catalogs, it does not matter what language you index in, because the catalog entries in other languages are fixed. The user gets to see the multilingual catalogs in index data forms or hit lists in their set language.

Display of Decimal and Thousands Separators

Decimal and thousand separators are displayed in index data forms, hit lists, and in the details preview based on the language to which the local client is set. This means that, for example, when the language is set to German, decimals will be displayed with a comma, and when the language is set to either English of French, they will be displayed with a period. Decimals containing either a comma or a point can be entered when capturing data in decimal fields, regardless of the local language setting. The correct punctuation mark according to the language setting will be displayed when the focus is cleared.

Thousands separators cannot be entered when processing data in decimal fields. They are automatically displayed in read-only index data forms according to the language setting when the focus is cleared, as are the decimal separators. The administrator can configure the thousands separators for each language for the entire system (see Administrationskonsole ).

Object Information

You can view information about the object in a message box in open index data forms by clicking or tapping and holding the title bar. This is a useful feature, especially on small screens like those you’ll find on a smartphone. What information is displayed, how it is presented, and the order in which it is shown depends on how the hit list is configured (see Hit List Configuration).

Processing Index Data in Offline Mode

If you make changes to index data, the connection to enaio® server is interrupted, and enaio® webclient is displayed in offline mode, then wait until the connection to enaio® server is restored to save your changes. If not, your changes will be lost when the index data form closes!

Index Data Processing and enaio® coLab

To ensure document exchange in coLab project rooms, the index data fields of the corresponding object types are mapped (see enaio® coLab). The configuration of the respective object type determines which index data fields are mapped. In other words, only a limited selection of the index data fields of a enaio® object type are displayed in the coLab project room. When editing index data, this special feature should be taken into account. Please contact your administrator if you have any questions.