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Introduction
The ability to index documents efficiently and accurately within a document management system is crucial to maintaining an organized digital archive. SCView provides a robust indexing tool that facilitates the process of adding and managing various types of documents. Users with the appropriate permissions can import, index, and submit documents in a streamlined manner, enhancing productivity and ensuring document accessibility.
A. Problem Statement
Users may encounter challenges when attempting to index documents without proper guidance or understanding of SCView’s indexing process. This can lead to difficulties in importing batches, selecting the correct document types for indexing, or handling the submissions properly. Moreover, users may not be aware of the nuances involved in appending documents to existing records or the importance of accurate batch naming.
B. Solution
The Document Types available for indexing is based on having "Create" permission for that Document Type.
1. Go to Tools-> Indexing
2. Click "Import"
3. For the Batch Name box, we recommend entering the date and your initials. Description is not required. This is similar to description on SCScan. Then either drag and drop or click the Select button to choose files. Then click submit.
It will say Documents have been queued for import. Refresh the page, and the batch that was just uploaded should now appear.
Note: If you wish to email documents to create a batch, use the email address you were provided when you were setup or contact SC Support. It will create a batch off of the email and add it to the indexing page and you will be ready to index.
4. Repeat Steps #2 and #3 as needed until all items are uploaded to be indexed. Place a checkmark next to the batches you wish to index and click "Index Selected".
5. Select the Department Name and Document Type that you are indexing for and index. Click Next to move to the next document to index.
If indexing invoices or invoices approved, you will also have lower line items to index just as you do for SCScan.
Sensitivity Flag
Sensitive information can be marked with No, Low and High sensitivity. No and low sensitivity make the fields function as normal. This will allow the user to display and edit while indexing a document. High sensitivity will block the user from displaying that field with a * mask. The high sensitivity field will also be locked and not be able to be edited.
To set up Sensitivity Flags follow this guide: https://scview.freshdesk.com/a/solutions/articles/44002620983
6. If you need to delete a document out of the batch that was uploaded. User can click on the delete button and a confirmation prompt will populate. Click "yes" and this page will be removed from the batch. User will then be able to continue to index the rest of the batch.
7. Once there are no more documents to index, click the Close button.
The Delete button can be used to delete the document that is currently being indexed. If all documents are deleted, the batch will be deleted as well.
8. Then check any batches that you are ready to upload and click Submit Selected.
9. User will see an additional pop up labeled 'submission mode'. This will give the user the ability to do the following:
- As New Document: Ability to create the pages as a new document.
- NOTE: Please do NOT use when creating invoices for Purchase Orders. This will cause the invoice information to be disconnected from the documents already in the Financial Packet which are necessary to submit to USAS.
- NOTE: Please do NOT use when creating invoices for Purchase Orders. This will cause the invoice information to be disconnected from the documents already in the Financial Packet which are necessary to submit to USAS.
- Append To Existing: Ability to add the document pages at the end of the existing document, if indexes match.
- Prepend To Existing: Ability to add document pages to the beginning of a document, if indexes match.
Once the mode has been selected, clicking submit will allow the documents to submit to their appropriate placements.
10. Delete Selected - allow the user to be able to delete a batch or multiple at a time. This does allow you to delete items that have been indexed previously. If you choose to delete a confirm deletion pop up will display.
Note: A user must have delete permissions under the unindexed document type.
C. Best Practices
To ensure a smooth indexing process within SCView, consider the following best practices:
- Always confirm that you have "Create" permission for the document types you intend to index.
- Develop a standardized naming convention for batch names, possibly including the date and your initials for easy identification.
- Understand the different options for submission, such as appending or prepending, to maintain document continuity.
- Take advantage of the batch import feature to streamline the uploading process.
- Regularly clean up the batches by appropriately deleting documents that are no longer needed, ensuring the indexing system remains uncluttered.
D. Troubleshooting
Common indexing issues can usually be resolved through the following steps:
- If a batch does not appear after a refresh, verify that the documents were queued correctly and that there were no network interruptions during submission.
- When document types are not available for indexing, check user permissions to confirm that they align with required document creation rights.
- If errors occur during submission, review the selected submission mode to ensure it matches the intended outcome, like adding to an existing document or creating a new one.
- Utilize the provided support email address or contact support@scview.com for assistance if issues persist.
E. Related Articles
Conclusion
SCView's indexing feature empowers users to manage documentation adeptly within an organization's digital ecosystem. By adhering to established best practices and leveraging the available tools for troubleshooting, users can navigate the indexing process with confidence and efficiency. The result is a well-organized document management system that supports the ongoing needs of the organization and enhances overall operational productivity.