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Document records are index data attached at the document-level and line level, and are a new feature to the PSIsafe 12 generation. In this article, we'll go over the basics of configuring, adding, and editing these document-level indexes, or redirecting to more detailed articles on those subjects.
Document records can vary by datatype, but the basic explanation is that each Datatype determines the type of metadata and format in which it will be stored. For example, the Text Datatype holds up to 255 characters in a single field that can be alphanumeric and contain symbols. No matter the Datatype, it's important to differential between Document-level indexes and Folder indexes.
Document Indexes vs Folder Indexes
Here is an example of how document-level indexes appear as they are edited on the Edit Document Data screen:
These document indexes, called Document Records, allow for multiple records per document, and aside from their variety of Datatypes, support functions such as numeric, decimal, currency, boolean, and pick list formats. For a full explanation of formats, jump to the "Configuring Records in PSIsafe Management" section below, or jump to the PSIsafe Management Administrator Guide: Templates.
Conversely, here is an example of what Folder indexes look like on the Edit Index Values screen for folders within Cabinets in PSIsafe:
It's important to note that the indexing data attached to folders is completely separate from the indexing data attached to content within those folders. Document-level indexing data not only has the potential to be multi-record, i.e. there are multiple records of indexing data attached to a single document, but the datatypes for those indexes will be a bit more diverse for document indexes, whereas folder indexes will remain within a certain type. Here is a comparison of folder index datatypes and document index datatypes:
|Folder Index Datatypes||Document Index Datatypes|
The formatting and syntax of your Datatype will conform to its chosen qualities. For example, the Datetime and Date datatypes both refer to a date style format, which can be masked to your localized version of date formatting as applicable, e.g. 10/10/2010 or 2010/10/10, etc.
Expand any of the sections below to learn more about Document Indexes and how to customize them to suit your needs:
Types of Document Records in PSIsafe
For a full guide on configuring templates for your specific Document Records, jump to the PSIsafe Management Administrator Guide: Templates.
The following is a side-by-side comparison of what the configured Document Record Datatype will look like once it's been attached to a profile and the filing process has begun:
Text - Text fields may contain up to 255 characters and can contain any letters, numbers, or symbols.
Integer - Integer fields can contain up to thirty (30) numbers within the field.
Currency - Currency fields contain monetary values for financial purposes. PSIsafe currently supports the dollar sign ($).
Date - Date fields have a dropdown Date Picker interface and conform to the date formatting of your choice, e.g. YYYY-MM-DD or MM-DD-YYYY.
Boolean (Checkbox) - Boolean fields are designed to create true/false statements that can be indicated with a checkbox.
Decimal - Decimal fields can contain decimal values up to thirty (30) decimal places beyond the whole number.
Memo - Memo fields are larger text-entry fields that allow for more information to be written in memo style.
AutoNumber - An automatically generated number based on the number of filed document records with this specific template. Autonumber fields are always Read-only.
Understanding the different types of data that can be input in PSIsafe will help you understand overall how that data is stored and migrated to and from PSIsafe and any third-party storage, management, or analytic software solutions that suit your business needs. For example, users who often migrate data to and from Quickbooks will often use currency and decimal fields, as well as dates and unique IDs for Vendors, brokers, etc. It's important to see how these datatypes will be entered during the filing process, and how you can customize them to expedite your workflow and keep the information relevant to your practices.
Importing Content and Adding Records
For a full walkthrough of the Filer Import process and adding Document Records, check out the PSIsafe User Guide: Capture/Import via Filer.
When importing content to PSIsafe, the above Records appear in the Filer window as so:
These records pertain to information for single or multiple pages within the document, and the recorded information is up to the user and PSIsafe Administrator configuring the template, as discussed in the previous section. Adding multiple records may or may not be necessary depending on your business needs.
If document-level indexing information is only required on a limited basis for your business needs, consider reducing the number of index fields within your template, or making multiple versions of a template which has extensive fields and few fields respectively. The purpose of these fields is not only to attach this specific indexing data in the form of additional metadata associated with the filed content, but also to give Administrators the ability to export, migrate, and import associated metadata in the form of document-level indexes to and from other platforms that suit your business needs.
Once the filing process is complete, these records can then be edited at any time via the "Edit Document Data" right-click function, which is explored in more detail in the next section.
Editing Document Data and Records
Editing the associated Document-level indexing data for your content is as simple as right-clicking on the content within the PSIsafe Cabinets browser and selecting Edit Document Data:
Once complete, the Edit Document Data window will appear:
On this window, you can see the existing Document Records that have been input or saved during the filing process. If you'd like to add an additional record, click the Add button in the bottom-left of the window. You can also check the box further to the left if you'd like to change the Manager (filetype associated to a program) in instanced where the content was filed under the wrong manager. For more information on configuring content manager, see the PSIsafe Administrator's Guide: Content Managers.
To keep track of which records you are currently editing, notice the Record counter at the top of each section:
Once you have completed your record, click Add to complete to Close to close without saving. You can also check the Continuous Add button in the upper-right to continue adding records one after another without having to click the Add button over and over.
Finally, records can also be edited by simply clicking on the relevant field within the initial Document Data window as it appears:
From here you can quickly fill in drop-down Pick List data, or if you wish to pull up the full editing screen as seen above, simply highlight the record and click Edit.
Document Data Indexes and Records are a great way to associate relevant metadata for Searching or platform migration as best suits your needs. Once more, to edit your profile and configure these settings, see the PSIsafe Management Administrator Guide: Templates.
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