Index Fields Maintenance

Use this page to define the fields that are used to name and search for your archived PDF documents. Indexes may be applied in any order on the Imaging Systems page. Indexes may be associated with multiple dictionaries. Each FI can have a maximum of 20 indexes.

The fields and values displayed on this screen are applied to all documents indexed for a Financial Institution.

Stop: Change settings only when there are no users on the system (before or after office hours).

Click Administration > Index Fields.

The Index Fields Maintenance page appears. Three regions, A - Header, B - Index Field and C - Expanded Index Field, are explained below.

Index Fields Maintenance page, Full

Header

Index Fields Maintenance page, Top

Additional Information:

 Action Buttons
  • New Index Type: Add a new index.
  • Delete: Delete index fields selected with a) Select All (3) or b) the Selection Check Box (4).

Index Information:
  • Index Fields count
  • Index Fields Selected count

Select All: Select all for deletion with the Delete button (1).

Selection Check Box: Select an index row for deletion with Delete button (1).

Index Field

Index Fields Maintenance page, Index Field

  • Selection Check Box: Select an index row for deletion with Delete button (1).
  • Index Field Type: Base name of the index field. The Index Field Type cannot be changed. (Legacy installations may use the “CSTM_” prefix for custom index fields.) [Required]
  • Index Field Title: This title is used as the Index column title or Index Search Field title in eSign.) [Required]
  • Max Length: A numeric length of the field. [Required]
  • Delete Icon: Delete the current index row.
  • Reorder Icon: Click and drag the index field to a new order. This will affect document indexing.
  • Search Active: When this is On, the index field will appear as a default search parameter on the Search Active Sessions page. [Optional]
  • Search Completed: When this is On, the index field will appear as a default search parameter on the Search Completed page. [Optional]  

Validation: Field validation helps to ensure index fields contain the correct field information for indexing. Fields are evaluated during processing. There are several types of validation: Refer to Available validation methods:.

  • Validation: Choose the type of validation used for the field.
    • To clear a validation, click the arrow to choose and then use the backspace key to remove the validation selected.
  • Validation Message: This message displays during processing to advise the user of the contents of the field. In this case, the validation message is "Upper and lower case alphabetical, numeric and special characters. (Note: Spaces are allowed; the character immediately before the @ symbol is a space.)"
  • Validation Value: An editable text box displays the current validation rule for the field. In this case the validation values are"^[A-Za-z0-9 @./#&+-]*$". Note the space between the "9" and @ symbol.

Available validation methods:

  • Alphanumeric: Upper case alphabet characters [A-Z], lower case alphabet characters [a-z] and digits [0-9]. Note: Special characters, such as a space character (" "), are not part of this set.
  • AlphanumericOrEmpty: Upper case alphabet characters [A-Z], lower case alphabet characters [a-z] and digits [0-9]. Note: Special characters, such as a space character (" "), are not part of this set. Additionally, this field will process if the value is blank.
  • Date: This method can be used to extract various parts of the date field.
  • Numeric: Digits [0-9]. .Note: Special characters, such as a space character (" "), are not part of this set.
  • NumericOrEmpty: Digits [0-9].Note: Special characters, such as a space character (" "), are not part of this set. Additionally, this field will process if the value is blank.
  • Custom: Any combination of Upper case alphabet characters [A-Z], lower case alphabet characters [a-z], digits [0-9] and special characters.
Action Buttons:
  • Save: Click this button to save changes.
  • Cancel: Click to cancel changes.

Expanded Index Field

Index Fields Maintenance page, expanded field

Dictionary Code: The name of the dictionary using this index row item. The index item may be used in multiple dictionaries.
  • Index Field Name: The index field name used with the selected dictionary. The Index Field Name cannot be changed when associated with an existing dictionary. [Required]
  • Default Value: The value displayed for this field when processing.
  • Use for Imaging: When this is On, imaging will use the field in indexing. Only fields marked for imaging will be available for Document Level Indexing. [Optional]
  • Display Index: When this is On, the index will display on the Documents tab in expanded documents for Session Details, Search Active results, and Search Completed results.
  • External Index Title: This is an FI Level only setting and is used to allow matching of the Index Field Type with one or more Index Field Names supplied in an XML file used with specific Host/Imaging system combinations. Multiple Index File names must be separated by a semicolon - no spaces. (Example: Account_Num;Acc_Number;Acc_No.;Account-Number) If blank, the Index Field Type name is used. An external index can be associated with multiple indexes. [Optional]
  • Imaging Index Title: A field name in a generated XML, used by the imaging system. When used, the Imaging Index Title is displayed instead of the Index Field Name in the generated XML output. [Optional]
  • Smart Index Lookup: The Smart Index Lookup column determines if that index field will be used to populate other index information from the SmartIndex database. The only valid values for this are true or blank; false is not used. [Only displays for ProfitStars SYNERGY and if "Use for Imaging" is on for the field.]
  • Formatted: This informs an external index database that eSign data for that index field is formatted. (Checked – eSign data is formatted. Not checked – eSign data is not formatted.) [Only displays for ProfitStars SYNERGY and if "Use for Imaging" is on for the field.]

Functions: Custom functions may optionally be used to modify the actual data stored in associated .XML files. You can replace characters, delete characters, change date formats, etc. Functions are applied in order: Custom Function 1, Custom Function 2, Custom Function 3, Custom Function 4. Refer to the Custom Functions for more information.

The Lookup function as used with Imaging must start with "%".

For use as an indexing function, the Lookup function should start with "@". Monikers will use % in this case.

Check for mismatches on the Collected Documents page: A message will be displayed at the top of the Collected Documents page if there are index mismatches across documents, and a Remove All button will be provided to remove the selected documents (which may be the oldest / abandoned documents). If the user creates the session without resolving the index mismatch, a confirmation message will be displayed, and the user must click-through to create the session.

This makes identifying newly uploaded documents versus previously uploaded documents easier and reduces mouse clicks for the user.

This setting may not display for your installation.

Action Buttons
  • Save: Save changes to the index field.
  • Cancel: Discard changes to the index field.

Additional Information:

Custom Functions

Add New Index Field