This example shows how to create an Index Field which extracts the 3-line address from the bank statement shown in the previous example.
Note: Content fields can be used to extract data from text and PDF documents only.
- Create a new field. With the General Details tab selected, click the New Text Field button.
- In this example, the Index Field is for the Account Address on the statement. Account Address is a text field and it is a Page-level index. Enter the Field name, Type and Index level information.
- Decide if you want the field value to be stored. Although you will probably want to store most Index Field values, you might not want to store them all. Is stored enables you to define which Index Field values are stored (i.e. saved) in the database. For example, you probably want to store the Index Field Account Address. In this case, you would select the Is Stored tick-box. However, sometimes you want to create a field purely to locate a Document’s Boundaries and you may not want to store the Index Field’s value.
- In the Behaviour Properties section, as required, select the Mandatory (field must be ...) tick-box to ensure the index field is always filled in for the item to be valid. Alternatively, clear the Mandatory (field must be ...) tick-box to make it optional for the index field to be given a value. In this example, the Account Name is mandatory, so select the tick-box.
- Next, clear the Single Field Value tick-box, then select Maximum number of values and enter the maximum number of fields you require – in this example, 3. The address has three lines (excluding the postcode which will be stored separately) so this field must store all three lines. If the Single Field Value tick-box selected, only the first line of the address would be stored.
Help and ToolTip Properties
In the Help and ToolTip Properties section, if required, type in Help Text and ToolTip Text into the appropriate text boxes.
Changing the Display Properties is optional. In this example leave them at the default values.
In this example leave the Validation settings at the default values.
With the Account Address field selected, select the Input Source tab.
- In this example, the Field Index is automatically extracted from the document so select Values are extracted automatically (not externally provided).
- Leave the remaining Input Source parameters left set to their default values.
- When the Values are extracted automatically (not externally provided) tick-box is selected, the Positions tab becomes available at the bottom of the Sample Documents tab. The Positions tab is used to define the field’s start column and line number and end column and line number. Use the mouse pointer to select the default positions box and place it over the Account Address on the Sample Document. Resize the box to enable the maximum length Account Address to fit inside it.
- In this example, the Account Address starts at the first character on line 11 and ends on the 26th character on line 13. In the text box, enter a regular expression to be used to search for the field information. There is nothing else within the selected area so the regular expression looks for all the characters within the selected area (.+).
- Test the Position. Ensure the Account Address Index Field is selected, click the Positions ribbon and then click on the Start Match button.
- The results from the Index Field test are highlighted in the Document pane. In this example, the Account Address (Eversley Way, Egham, Surrey) is shown on the Matches Found tab.
Continue creating Index Fields for the Data Definition. Click on the Home tab and click the Save button at the top of the pane to save the Index Fields.