You can define templates for index fields in the Index field templates area. You can use the templates when creating keywording forms in the keywording forms manager.

Please note: The procedure for creating keywording forms has changed. The following steps describe the new method for creating keywording forms.

Creating keywording forms

1. Which keywording forms do you need?

2. Which index fields and settings do the keywording forms have?

3. Which index fields do you want to use multiple times in which keywording forms?

4. Create the index fields you require in ELO.

5. Now create the keywording forms in ELO.

6. Assign the index fields to the keywording forms.

General

Index field group: Define a unique group name here. Special characters are not allowed.

Name: Define a name for the index field.

Translation variable: You can enter a variable for localizing the name of the index field template here. You can use this variable in scripts.

Display - Normal access: The index field is visible and can be edited by users.

Display - Read-only: The index field is visible but cannot be edited by users. The contents can be transferred to the index field automatically.

Display - Not visible: The index field is hidden. The index field can be used to store data that the user does not need to see, for example.

Input

Data type: Define the file type of the index field here.

Minimum length: Set the minimum number of characters that need to be entered to an index field.

Maximum length: Define the maximum number of characters that may be entered to an index field.

Regular expression: You can use regular expressions to validate the data that was entered to an index field.

Please note: If the expression contains an error, this can cause problems when entering data. Check that the regular expressions you use work properly.

Mandatory field: Use this option to define whether you want an index field to be mandatory.

List existing field values (F7 search): Press the F7 key when keywording a document or folder to show a list of previous entries made to the field.

External data: Here you can specify which data should be imported from the document metadata (such as Exif JPG data) or from the full text information and applied to the index fields automatically.

To read Exif data from a JPEG file, proceed as follows:

1. Press the SHIFT key while opening the keywording in the Intray.

2. Open the document for editing or viewing.

Any available Exif data will be written to the Extra text index field of the document's keywording form.

Information: To automatically import the image data, the exact name must be entered to the index field.

Example: The name could be <Image.Resolution> or <FILESIZE>. Please note that the names may vary by manufacturer. Transfer the Exif data as described above to the extra text of the document. This is where you will find the exact name for automatically importing the data to the keywording.

Default value: Define the default value for the index field here.

Tooltip: Create a tooltip for the index field. This could contain information about the required format for entering data, for example.

Translation variable: You can enter a variable for localizing the tooltip for the index field template here. You can use this variable in scripts.

Properties

Index field with high priority: When the option Index field with high priority is enabled, the information from the index fields will be displayed after the file name in tree view.

Show index field when checking in: The index field is displayed when checking in. You can still enter information to the keywording at this point.

Pass on entry to child entries: Use this option to make it possible for child entries to use the input from this index field. The requirement for this is that the index fields uses the identical group name.

Allow input inheritance from parent element: This option enables you to pass on inheritable entries from the parent index field. This requires the index fields to have the same group name.

Automatically add * before search term: Adds the placeholder * in front of the query text for an ELO search using this form. This defines a search as ending with.

Automatically add * after search term: Adds the wild card * after the query text for an ELO search using this form. This defines a search as beginning with. Example: If you enter the query 15 in this index field, all documents will be found whose entry in this index field begins with 15 (ELO searches for 15*).

Disable tokenization: When this option is enabled, the contents of the short name are not split into tokens and the entire character string is written from the index field to the full text database.

Exclude from iSearch: The contents of this index field are excluded from ELO iSearch and the contents are not added to the full text database.

Keyword list

The Edit keyword list link takes you to the page where you can edit the keyword list.

Entry only allowed with keyword list: Select this option to only allow entries to this index field from keyword lists. This allows you to have optimal control over keywording and helps prevent manual errors. You can create an individual keyword list for each index field (group name). Do the same for each input field, i.e. set up a keyword list for each index field. This ensures that the keywording data is uniform.

Translated keyword list: The keyword list is taken into account for automatic translation by the translation table. Please note that the terms in the keyword list must be translated manually in the translation table for automatic translations to occur in the client program.

Dynamic keyword list: A dynamic keyword list can only be integrated by using scripts. You can find more information on this topic in the scripting documentation and general documentation on Dynamic keyword lists and the Indexserver.

Index field permissions

Define the permissions to the index field here.

AND group: Use this button to group users or user groups.

Overview of keywording forms

In the Overview of keywording forms area, you can see which keywording forms the index field template is being used in.

Save: Click Save to confirm new settings or changes to the keywording form.

Cancel: Click Cancel to discard any changes or make new entries for an index field template. No changes are saved.