Understanding Document Indexing in OpenText™ AppEnhancer / ApplicationXtender

What is Document Indexing?

Document indexing involves assigning specific metadata to documents, which can then be used to search and retrieve these documents efficiently. Metadata can include various attributes such as document type, creation date, author, and more. In OpenText™ AppEnhancer / ApplicationXtender, indexing is a fundamental process that enhances the searchability and organization of documents.

Key Features of Document Indexing

1. Indexing Batches Manually: Users can manually index batches of documents by specifying index values for each document. This process involves selecting the appropriate application, entering the index values, and saving the indexed documents.
2. Auto Index Feature: The Auto Index feature automates the indexing process by using predefined rules and templates. This feature is particularly useful for large volumes of documents, reducing the time and effort required for manual indexing.
3. Index Field Types: OpenText™ AppEnhancer / ApplicationXtender supports various index field types, including text, date, number, and list fields. Each field type has specific characteristics and validation rules to ensure accurate indexing.

Steps to Index Documents

1. Accessing the Indexing Interface: Navigate to the list of applications and select the application for which you want to index documents. Click on the ‘Index’ option to open the indexing interface.
2. Entering Index Values: For manual indexing, enter the required index values in the designated fields. Use the Auto Index feature if available, to automatically populate index values based on predefined rules.
3. Saving Indexed Documents: After entering the index values, save the indexed documents to the repository. Ensure that all mandatory fields are filled to avoid errors during the saving process.

Advanced Indexing Techniques

1. Using Wildcards: Wildcards can be used in index fields to search for documents with partial matches. For example, using ‘SM*’ in a name field will retrieve documents with names starting with ‘SM’.
2. List of Values : Users can specify a list of values for an index field, allowing for more flexible and comprehensive searches. This is particularly useful for fields with multiple possible values, such as document types or categories.
3. Expressions: Advanced users can use expressions to define complex search criteria. Expressions can include logical operators and conditions to refine search results.

Best Practices for Document Indexing

1. Consistency: Ensure consistent use of index values across all documents to maintain an organized repository. Use standardized naming conventions and formats for index fields.
2. Regular Updates: Regularly update index values to reflect any changes in document attributes. This ensures that searches yield accurate and up-to-date results.
3. Training and Documentation: Provide training for users on the indexing process and best practices. Maintain comprehensive documentation to assist users in understanding and utilizing indexing features effectively.

Conclusion

Effective document indexing is essential for managing large volumes of documents and ensuring quick and accurate retrieval. OpenText™ AppEnhancer / ApplicationXtender offers a range of features and tools to facilitate efficient indexing, from manual entry to automated processes. By understanding and leveraging these capabilities, users can enhance their document management practices and improve overall productivity. Additionally, CASO’s expertise with AppEnhancer can further optimize these processes, providing tailored solutions and support to ensure maximum efficiency and seamless integration into existing workflows. Take advantage of these powerful tools and expert services today to transform your document management strategy and boost your productivity.