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Home Ribbon Buttons

When the Home tab is selected, the Home ribbon is displayed.

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Note: Click on a button in the graphic above to go to the relevant topic.

Save

Click on Save to save the changes made to the Data Definition.

Note: If you attempt to edit a Data Definition which is currently already being edited, the following error message will be displayed: 

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New Text/Currency/Whole Number/Date and Time Field

Click the New Field button to create a new Index field for the Data Definition. Click the text below the New Field button to see a menu.

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Select the appropriate option to see the Type options.

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Select a Base Field Type or select Browse available types… to see all Custom Field Types in addition to the Base Field types. To create an Index Field based on a Custom Field Type, select the appropriate Custom Field Type from the list.

Note: When you create an Index Field from a Custom Field Type in this way, the name of the new Index Field defaults to the name of the Custom Field Type.

Complete all the required fields and click on Save to save the changes. See “Field Selected – General Details” for more information.

Note: This button creates a new Standard Index field. Use the New Field button on the Transaction Fields tab to create Transaction fields. See “New Field Button” for more information.

Delete Field

Click Delete Field to delete the selected Index field or Transaction field.

If the Show ‘Delete Index Field’ confirmation is configured in the Options window (see “Options Button), the following prompt is displayed to ensure you do not accidentally delete a field.

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Click Yes to delete the field or No to cancel the deletion.

Reorder Fields

When the Data Definition contains more than one Index field, click on Reorder Fields to change the order of the Index fields in the current Data Definition. The Reorder Fields buttons are described in Table 58.

Table 58. Terminology: Data Definition Editor – Reorder Fields Buttons

Term

Meaning

Move to First

Moves the selected Index field to first position (top of the list).

Move Up

Moves the selected Index field up one position.

Move Down

Moves the selected Index field down one position.

Move to Last

Moves the selected Index field to last position (bottom of the list).

Note: Transaction fields cannot be reordered.

Manage Index Assistants

The Manage Index Assistants button on the Home ribbon enables you to create and manage Index Assistants.

Licence required: Index Assistants require a licence. If you do not see the options described here, contact support@mitratech.com about purchasing a licence.

Note: Index Assistant Plug-in Options must be configured if you want Index Assistants to run on the Server. See “Plug-in Options. (However, Index Assistants can be configured to run on the Client without Index Assistant Plug-in Options being configured.)

Currently Configured Index Assistants

The Index Assistants run order is determined by the order in which they are listed in Currently Configured Index Assistants. The item at the top of the list is executed first. To change the order in which the Index Assistants are executed, use the up and down arrows beside each script to move them to the desired position.

Configure a new Index Assistant

SQL Index Assistant

  1. Click the SQL Index Assistant button’s Add (+) icon.
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  2. Enter a Name and if required, a Description (on the right) to make the new SQL Index Assistant easily identifiable.
  3. Select a Database provider from the drop-down list.

Trigger On

Select the fields next to which you want to add the Index Assistant Trigger button.

Execution

  1. Select whether you want the Index Assistant to be executed on the Client machine or on the Server.
  2. If you want the Index Assistant to be executed automatically, select the Automatic tick- box. If you want the Index Assistant to be run manually, clear the Automatic tick-box.

Result

To populate the first row of the Index Set, select First row.
To allow the user to decide whether just the first or multiple index sets should be populated, select Prompt user.

Note: Prompt user cannot be selected when Automatic is selected. To populate several Index sets, select Use multiple index sets.

  1. Enter the required Connection string so that you can connect to the required database.
  2. Test the connection string by clicking the Test connection button. Status messages are displayed in the text box showing you the status of the connection attempt. If the connection fails, correct the Connection string and test the connection again.
  3. When part of a query uses a field reference that is missing, that part of the query is ignored. If, instead, you want the query to use <NULL> for the part of the query with the missing field reference, select the Use nulls for missing parameters option.

Code

  1. Enter the SQL Query (see Example: SQL Query below) in the area provided, using the Insert field reference drop-down list to select the search field to use, as required.
  2. Click the Save current Index Assistant icon image to save only this Index Assistant or the Save all Index Assistants icon image to save all the Index Assistants in the current Index Assistant Configuration pane.

Example: SQL Query

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In the above example:

ename is the database field name
<ename> is the index field name being mapped to ename. (Any value inside <> characters is an index field.)
emp is the table name we are looking in empno is the field we are looking in, using the field value stored in the index field <empno>

File Index Assistant

Files have information stored with them when they are created such as where they are stored (the Path). This information can be viewed by looking at a file's Properties in Windows.

DataStore®DSX can use this information to Index files with the use of a File Index Assistant.

To use a File Index Assistant, follow these steps:

  • Configure the Index Assistant Plug-in Options.
  • Create Index fields
  • Create a File Index Assistant and select the fields you want to Index. The detailed steps on how to create a File Index Assistant are described here.
  1. Click the File Index Assistant button’s Add (+) icon.
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  2. From the list of file properties, select those which you want to use to Index the data and select the appropriate Index fields (which you have already created) from the drop-down list. For example, LastWriteTime is a Date and Time type field but it can also be stored in a Text field. However, it cannot be stored in a Currency field.

Note: Only Index fields which are the correct Type and have not already been used in the File Index Assistant are made available in the drop-down list.

The File Index Assistant Properties are described in Table 59.
Table 59. Terminology: File Index Assistant Properties

Term

Meaning

Creation Time

Select the arrow on the drop-down list and select the Index field in which you want the file's Creation Time stored. Type: Date and Time.

Path

Select the arrow on the drop-down list and select the Index field in which you want the file's Path stored. Type: Text.

Format

Select the arrow on the drop-down list and select the Index field in which you want the file's Format stored. Type: Text.

Is Read Only

Select the arrow on the drop-down list and select the Index field in which you want the file's Is Read Only information stored. Type: Text.

LastAccessTime

Select the arrow on the drop-down list and select the Index field in which you want the file's Last Access Time stored. Type: Date and Time.

LastWriteTime

Select the arrow on the drop-down list and select the Index field in which you want the file's Last Write Time stored. Type: Date and Time.

Length

Select the arrow on the drop-down list and select the Index field in which you want the file's Length stored. Type: Whole Number.

Name

Select the arrow on the drop-down list and select the Index field in which you want the file's Name stored. Type: Text.

VB Executor Index Assistant

  1. Click the VB Executor Index Assistant button’s Add (+) icon.
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  2. Enter a Name and if required, a Description (on the right) to make the new VB executor Index Assistant easily identifiable.

Configuration

Selecting the Configuration tab enables you to select the assemblies you want to use. Select an assembly from those listed and a drop-down list is displayed. Each item in the list has a tick box which is used to select the required assemblies.

Code

Selecting the Code tab enables you to enter the code to be used for the script. The Header code is shown at the top and the Footer code is shown at the bottom. Enter the required code in the area between Header and the Footer.

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Test

Selecting the Test tab enables you to test the VB executor Index Assistant to ensure the code is correct. After you have written the code, click the Test Code button on the Test tab. Compile errors are listed in the Error list and the Compiler output is provided at the bottom of the pane. Click on the Code tab and correct any code errors and then click the Test Code button again.Click the Save current Index Assistant icon image to save only this Index Assistant or the Save all Index Assistants icon image to save all the Index Assistants in the current Index Assistant Configuration pane.

C# Executor Index Assistant

  1. Click the C# Executor Index Assistant button’s Add (+) icon.
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  2. Enter a Name and if required, a Description (on the right) to make the new C# executor Index Assistant easily identifiable.

Configuration

Selecting the Configuration tab enables you to select the assemblies you want to use. Select an assembly from those listed and a drop-down list is displayed. Each item in the list has a tick box which is used to select the required assemblies.

Code

Selecting the Code tab enables you to enter the code to be used for the script. The Header code is shown at the top and the Footer code is shown at the bottom. Enter the required code in the area between Header and the Footer.

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Test

Selecting the Test tab enables you to test the C# executor Index Assistant to ensure the code is correct. After you have written the code, click the Test Code button on the Test tab. Compile errors are listed in the Error list and the Compiler output is provided at the bottom of the pane. Click on the Code tab and correct any code errors and then click the Test Code button again.

Click the Save current Index Assistant icon image to save only this Index Assistant or the Save all Index Assistants icon image to save all the Index Assistants in the current Index Assistant Configuration pane.

Field Value Splitter Index Assistant

The Field Value Splitter Index Assistant takes source Index Field Values and splits (separates) the values to populate a number of destination index fields by using regular expressions. (For more information, see “Regular Expressions)

Typically, a barcode value is scanned into an index field (the source field), but the barcode might actually represent three separate values: for example, a Customer Name, an Account Case ID and an Account Case Type. By using the Field Value Splitter Index Assistant, the barcode's three values can be separated and inserted into three separate index fields (the destination fields), as shown below.

Set up Split Field Values

  1. Click the Field Value Splitter Index Assistant button’s Add (+) icon
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  2. Enter a Name and if required, a Description (in the right-hand side pane) to make the new Field Value Splitter Index Assistant easily identifiable.
  3. If required, select the Automatic Execution option. (If you want to execute the Field Splitter manually, leave this option clear.)
  4. From under the Source Field heading, select a Source Field.
  5. From under the Destination Fields heading:
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    • Select a Destination Index Field. (When more than one field is available, the ‘Fields to hold split values’ Add icon is available.)
    • In the Mask to match index field text-box, add your required regular expression.
    • In the Format to transform value text-box, add your required transformation expression.
  6. If available and if required, click the 'Fields to hold split values' Add icon to add more fields.
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  7. Then repeat Step 5 above, as required.
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Note: To delete any added field options, click the Red X icon.

Test the Split Field Values setup

  1. Click the Test Field Transformations button.
  2. In the Field Value Splitter Transformations window, enter the text you wish to test in the Sample text to transform text-box and click Transform.

Note: In the following example the sample text to be transformed is a Customer Name Alphabetic string followed by a Case ID Numeric string followed by a Case Type Alpha-Numeric string with each section separated by an Underscore.

  1. When the transformation has been successful, a green Pass icon image is displayed and Yes is displayed under the Test Passed heading.
  2. When the transformation has not been successful, a red Fail icon image is displayed and No is displayed under the Test Passed heading.
  3. If the transformation has failed, as required, correct the entered Mask values or the Sample Text and test it again.
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  4. Click the Save current Index Assistant icon image to save only this Index Assistant or the Save all Index Assistants icon image to save all the Index Assistants in the current Index Assistant Configuration pane.

Document Index Assistant

Documents created in Microsoft Word or Adobe Acrobat PDF have information stored with them when they are created. DataStore®DSX can use this information to Index files with the use of a Document Index Assistant.

To use a Document Index Assistant, follow these steps:

  • Configure the Index Assistant Plug-in Options.
  • Create Index fields
  • Create a Document Index Assistant and select the fields you want to Index.

Note: Only Index fields which are the correct Type and have not already been used in the Document Index Assistant are made available in the drop-down list.

The detailed steps on how to create a Document Index Assistant are described here.

  1. Click the Document Index Assistant button’s Add (+) icon.
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  2. To select the required fields, see below:

PDF/Office Properties

The following properties are generated for both PDF and Microsoft Office documents. The Document Index Assistant PDF/Office Properties are described in Table 60.

Table 60. Terminology: Document Index Assistant PDF/Office Properties

Term

Meaning

Title

Select the arrow on the drop-down list and select the Index field in which you want the file's Title stored. Type: Text.

Subject

Select the arrow on the drop-down list and select the Index field in which you want the file's Subject stored. Type: Text.

Author

Select the arrow on the drop-down list and select the Index field in which you want the file's Author stored. Type: Text.

Keywords

Select the arrow on the drop-down list and select the Index field in which you want the file's Keywords stored. Type: Text.

PDF Specific Properties

The following are available for PDF documents only.
The Document Index Assistant PDF Specific Properties are described in Table 61.
Table 61. Terminology: Document Index Assistant PDF Specific Properties

Term

Meaning

Version

Select the arrow on the drop-down list and select the Index field in which you want the file's Version stored. Type: Whole Number.

Flags

Select the arrow on the drop-down list and select the Index field in which you want the file's Flags stored. Type: Whole Number.

Permissions

Select the arrow on the drop-down list and select the Index field in which you want the file's Permissions stored. Type: Whole Number.

Creation Date

Select the arrow on the drop-down list and select the Index field in which you want the file's Creation Date stored. Type: Date and Time.

Modification Date

Select the arrow on the drop-down list and select the Index field in which you want the file's Modification Date stored. Type: Date and Time.

Creator

Select the arrow on the drop-down list and select the Index field in which you want the file's Creator stored. Type: Text.

Producer

Select the arrow on the drop-down list and select the Index field in which you want the file's Producer stored. Type: Text.

Office Specific Properties

The following are available for Microsoft Office documents only.
The Document Index Assistant Office Specific Properties are described in Table 62.
Table 62. Terminology: Document Index Assistant Office Specific Properties

Term

Meaning

Category

Select the arrow on the drop-down list and select the Index field in which you want the file's Category stored. Type: Text.

Comments

Select the arrow on the drop-down list and select the Index field in which you want the file's Comments stored. Type: Text.

Office Custom Properties

When a Microsoft Office document is saved, Custom Document Properties can be added. A Document Index Assistant can be created to Index these Custom Properties.

  1. Click the Add New button beside Office Custom Properties/Outlook Properties.
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  2. Enter the Name of the Custom Property you created in the Microsoft Office document.
  3. Select the Type of the field from the drop-down list.
  4. Select the Index field in which you want the file's Custom Property stored from the drop- down list.

Note: Only Index fields which are of the selected Type and have not already been used in the Document Index Assistant are made available in the drop-down list.

  1. To add more Custom Properties, repeat steps 1 to 4, above.

Note: An Office Custom Property can be deleted by clicking the red Delete button image next to it.

  1. Click the Save current Index Assistant icon image to save only this Index Assistant or the Save all Index Assistants icon image to save all the Index Assistants in the current Index Assistant Configuration pane.

Outlook Message Properties

The properties of Outlook messages can be used to Index a field.

  1. Click the Add New button beside Office Custom Properties/Outlook Properties.
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  2. Click Outlook.
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  3. Select the Outlook message property from the list provided and click OK.
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  4. Select the Base Field Type of the field from the drop-down list.
  5. Select the Index field in which you want the selected Outlook Message Property stored from the drop-down list.

Note: Only Index fields which are of the selected Type and have not already been used in the Document Index Assistant are made available in the drop-down list.

  1. To add more Outlook Message Properties, repeat steps 1 to 5, above.

Note: An Outlook Message Property can be deleted by clicking the red Delete button image next to it.

  1. Click the Save current Index Assistant icon image to save only this Index Assistant or the Save all Index Assistants icon image to save all the Index Assistants in the current Index Assistant Configuration pane.

Barcode Reading Index Assistant

The Barcode Reading Index Assistant is used to read barcodes from documents in Management Studio’s Watched Folders.

To set up the barcode reading index assistant:

  1. Click the Barcode Reading Index Assistant button’s Add (+) icon.
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  2. Enter a Name and if required, a Description (on the right) to make the new Barcode Reading Index Assistant easily identifiable.
  3. From the Execution: button’s drop-down list, if required, select the Automatic Execution Setting. (The Barcode Index Assistant is client execution only.)
  4. From the Results: button’s drop-down list, if required for multiple results, select your required options from: Use first row, Return multiple index sets and Prompt user.
  5. From under the Barcode Index Fields heading, from the [ Select an index field ] drop- down list, select a barcode index field.
  6. From the [ Select an index field value option ] drop-down list, select either Overwrite existing value or Add Barcode as multiple index value.
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Note: To Add another Barcode Index Field setting, click on the Green (+) icon and to Delete a setting, click on the Red (X) icon.

  1. Click the Configure a barcode setting for the selected index field icon to open the Barcode Manager window.

In the Barcode Manager window:

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Click Open and browse to the folder in Management Studio’s Watched Folder containing the required document.
The Barcode Reading Barcode Manager settings are described in Table 63.
Table 63. Terminology: Barcode Reading Barcode Manager

Term

Meaning

Open

To view a test document, click Open and browse to the folder containing the required document, then click Open to view the selected document. Opening a test document enables you to define the region of the document where the barcode is expected to be and test the setting.

Navigation controls

Document navigation controls are displayed below the test document.

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– Move to the first page of the Test document.
image – Move to the previous page in the Test document.
image – The page number of the displayed page and the total number of pages in the test document.
image – Move to the next page in the test document. image – Move to the last page of the test document.
image – Rotate the test document 90 degrees anticlockwise. image – Rotate the test document 90 degrees clockwise.
image – Fit the page to the height of the test document. The icon is highlighted because it’s been selected.
image – Fit the page to the width of the test document.
image – The zoom slider control enables you to change the magnification of the test document.

Properties 

Barcode Type

Select one of the following:

Auto-Detect – The software will automatically detect the type of barcode.
OR
The Barcode Type from the drop-down list.

Note: A barcode type followed by (2D) indicates a 2D barcode.

Navigation controls

Document navigation controls are displayed below the test document.

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image – Move to the first page of the Test document.

image – Move to the previous page in the Test document.

image – The page number of the displayed page and the total number of pages in the test document.

image – Move to the next page in the test document. image – Move to the last page of the test document.

image – Rotate the test document 90 degrees anticlockwise. image – Rotate the test document 90 degrees clockwise.

image – Fit the page to the height of the test document. The icon is highlighted because it’s been selected.

image – Fit the page to the width of the test document.

image – The zoom slider control enables you to change the magnification of the test document.

Properties

Barcode Type

Select one of the following:

Auto-Detect – The software will automatically detect the type of barcode.

OR

The Barcode Type from the drop-down list.

Note: A barcode type followed by (2D) indicates a 2D barcode.

Orientation

Select one of the following:

Expecting Horizontal Barcode – All vertical Barcodes are ignored.
OR
Expecting Vertical Barcode – All horizontal Barcodes are ignored.
OR
Expecting Horizontal or Vertical Barcode – Both horizontal and vertical barcodes are scanned.

Scan Full Page?

Scan Full Page – Scan the full page and locate the barcode.
Scan Defined Region – Scan and look for the barcode in the defined region only.

Region

When Scan Defined Region is selected, define the region by entering the values (in pixels) for the parameters:

Top – The region starts this number of pixels from the top of the page.
Height – The region is this number of pixels high.
Left – The region starts this number of pixels from the left of the page.Width – The region is this number of pixels wide.

Alternatively, use the mouse pointer to select the area on the test document (see Open, above) where the barcode is expected to be located.

Test Setting

This button is active when a test document has been opened. See Open, above, for more information.
Click the Test Setting button to determine whether the defined Region contains a barcode.

Page – The page number of the test document. Barcode Type – The type of barcode found on the page. Barcode – The value of the barcode found on the page.

When no barcodes are found in the defined region on any of the pages of the test document, No barcodes found is displayed.

OK

When you have completed (and tested) your setup, click OK to save your settings and close the Barcode Manager window.

Click the Save  image current Index Assistant icon to save only this Index Assistant or the Save all Index Assistants icon image to save all the Index Assistants in the current Index Assistant Configuration pane.

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