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Document Type and Document Date

Document Type and Document Date are used to set these values for all the documents which are Indexed using the current Data Definition.
Once the appropriate search field is added to the Search Template, a Searching Client user can then search for specific Document Types.

Note: Document Type and Document Date fields can be used on stored Document-level fields only. You will be unable to save a Data Definition if a Document Type or Document Date field is set to Page-level or if the Index field has the Is Stored option cleared.

Document Type – Use Specific Value

This example uses the Document Type Field to set all documents which are indexed with the Data Definition created in the previous examples as Document Type Bank Statement.

  1. In the Data Definition Editor, select General Properties (in the General Options pane on the left) and then select the General Details tab (on the right).
  2. Click on the No document type source configured text beside the Document Type Field.
  3. In this example, select Use specific value and enter Bank Statement in the text box.
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  4. Click OK.
  5. When the Data Definition is Published, if you automatically create a Search Template, a search field is not created for this specific configuration. This is because the Document Type is not linked to an existing Index Field. See “Document Type Field – Use Specific Value” for more information.

Note: The Document Type field cannot be changed in Searching Client when it is set to a Specific value or it is set to Use the Data Definition name. However it can be changed if it is set to Use an index field to provide the document type and is linked to an Index Field. In this case, select the Index Field and (in Searching Client) Modify its value – this will cause the Document Type to be updated with the new value.

Similarly, the Document Date field cannot be changed in Searching Client when it is linked to an Audit field (that is Item Stored Date and Time, Create Date and Time or Index Date and Time). However it can be changed if it is linked to an Index Field. In this case, select the Index Field and Modify its value – this will cause the Document Date to be updated with the new value.

Document Type – Use an Index Field...

This example links the Document Type Field to an Index Field which can extract the Document Type value from the document (using a Regular Expression) or can have the Document Type entered manually.

Note: Document Type and Document Date fields can be linked to stored Document-level Index fields only. That is, the Document-level Index field must have the Is Stored option selected.

  1. In the Data Definition Editor, click the New Field button and create a new Document- level field of type Text. Provide an appropriate name.
  2. If the Index Field will extract the Document Type information automatically from the document, make sure the Values are extracted automatically (not externally provided) tick-box is selected (on the Input Source tab) and a Position has been configured. If, however, the Document Type value will be entered manually, make sure the Values are extracted automatically (not externally provided) tick-box is cleared.
  3. Select General Properties (in the General Options pane on the left) and then select the General Details tab (on the right).
  4. Click on the No document type source configured text beside the Document Type Field.
  5. In this example, select Use an index value to provide the document type and select the Text Index Field you have just created from the list provided.
  6. Click OK.
  7. When the Data Definition is Published, if you automatically create a Search Template, a search field is created for this specific configuration. This is because the Document Type is linked to an existing Index Field.

Note: The Document Type field cannot be changed in Searching Client when it is set to a Specific value or it is set to Use the Data Definition name. However it can be changed if it is set to Use an index field to provide the document type and is linked to an Index Field. In this case, select the Index Field and (in Searching Client) Modify its value – this will cause the Document Type to be updated with the new value. Similarly, the Document Date field cannot be changed in Searching Client when it is linked to an Audit field (that is Item Stored Date and Time, Create Date and Time or Index Date and Time). However it can be changed if it is linked to an Index Field. In this case, select the Index Field and Modify its value – this will cause the Document Date to be updated with the new value.

Document Date

The Document Date field is configured in a very similar way to the Document Type field example above (see “Document Type – Use an Index Field...”). However, the Document Date can be assigned from an Index Field or from an Audit Field (Retrieval Date and Time, for example). If the Document Date is assigned from an Index Field, the Index Field must be a Date and Time type field (and must be a Document-level field).

Note: Document Type and Document Date fields can be linked to stored Document-level Index fields only. That is, the Document-level Index field must have the Is Stored option selected.

Note: The Document Type field cannot be changed in Searching Client when it is set to a Specific value or it is set to Use the Data Definition name. However it can be changed if it is set to Use an index field to provide the document type and is linked to an Index Field. In this case, select the Index Field and (in Searching Client) Modify its value – this will cause the Document Type to be updated with the new value.

Similarly, the Document Date field cannot be changed in Searching Client when it is linked to an Audit field (that is Item Stored Date and Time, Create Date and Time or Index Date and Time). However it can be changed if it is linked to an Index Field. In this case, select the Index Field and Modify its value – this will cause the Document Date to be updated with the new value.

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