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.

Description: Keywording forms are created and managed in the Keywording forms area.

Information: Create the index field templates that you need to create the keywording forms before you create a keywording form. Index field templates can be used multiple times in different keywording forms.

Creating a keywording form

1. Click the green Add keywording form button.

The New keywording form dialog box appears.

2. Enter a name for the keywording form in the Name field.

3. Enter all other information for the keywording form in the Add new keywording form dialog box.

Information: Read the following information for notes on the corresponding fields and options.

4. Click Save to save the keywording form.

Keywording form metadata

Name: The name of the keywording form is entered here.

Translation variable: This field can be used to define a variable which can be used for customizing the program with scripts or for translations, e.g. the name of the keywording form.

Last change: This field tells you when the keywording form was modified last.

ID: The identification number of the keywording form. This is automatically assigned by the system.

GUID: This field contains the GUID of the keywording form, which is allocated by the system.

Save data as a table: Click the Save data as a table function if you do not want to save the data of the entries keyworded with this form in the usual database structure (objkeys). The entries are saved to a flat database table instead. This database table has one column per index value and one row per document. This may be required in specific cases to optimize search performance.

Warning: You cannot convert data back to the usual database structure. Check carefully if this setting is necessary in your case. Refer to the Keywording table documentation for more information.

Usage

Usage

Folders: If you enable this option, the keywording form can be used to keyword folders.

Documents: If you enable this option, the keywording form can be used to file documents.

Search: Select this option to use the keywording form for searches.

Relation: If this option is enabled, you can establish a link between the keywording form and Relation type index fields. With Relation type index fields, you can only select keywording forms in which this option is enabled.

Restriction

Usage determined by parent element: If the option Usage determined by parent element is enabled, then this keywording form is only available if you file or create a child entry in a folder that is restricted to this keywording form.

See the option Restrict keywording selection for child entries.

Restrict keywording selection for child entries: Enter which keywording forms may be used for the child entries here.

Enter the keywording form you want to use to the Enter keywording form name field. ELO suggests possible keywording forms as you type.

Click a suggestion to add the respective keywording form to the list. To remove the keywording form from the list, click the X icon to the right.

Index fields

A preview of the keywording form is displayed in the left pane. You can modify the keywording forms by dragging and dropping the index fields and the names of index fields. You can move index fields and the names of index fields using the mouse.

Information: Before you use the index fields in the Keywording forms, you need to define the keywording form templates in the Index field templates section. Before you create index fields, you should have already finalized all the settings for the keywording forms.

Move index fields

1. Click the respective index field.

2. Place the cursor on the index field.

The cursor turns into a cross with four arrows.

3. Click and hold down the left mouse button.

4. Drag the index field to where you want it in the keywording form.

5. Now release the mouse button.

The index field is now at the correct position in the keywording form.

Information: Move index fields in the same way.

Create index fields

1. Select the required tab on the keywording form.

Please note: You can use up to 200 index fields per keywording form. When numbering index fields, it is important to note that 51 to 60 are hidden fields reserved for scripts.

Optional: Create a new tab by clicking the green Add tab button to the right of the keywording form preview.

2. Click the green Add index field button at the bottom to assign a new index field to the keywording form.

This creates a new index field marked New.

You can modify the settings for the index fields in the Index field properties area on the right-hand side.

3. Enter the required information to the new index field.

Information: Refer to the following explanations of the index field options for the settings.

Index field properties

Index field group: Select a group name from the list of available index field templates in the Index field group field. You can use the group name to search multiple keywording forms, assuming they all use the same index field template. You can also use the group name to provide the user with a keyword list for multiple keywording forms.

Please note: You can only use an index field group once for each keywording form.

Information: Some index field settings are in the Index fields templates section.

Name: Enter the name of the index field here.

Translation variable (name): If you want to provide the name of the index field in multiple languages, enter a corresponding variable name here. There must be a properties file for those languages containing this variable.

Display: Define the status of the index field here. The Normal access option means the index field is unrestricted and can be edited by users. If this property is set to Read-only, you cannot enter anything to the index field. However, you can enter information to the field using a script, for example. If the option Hidden is checked, the index field is not displayed during keywording. It is still possible to enter information using a script.

Tooltip: You can enter text to this field to be displayed as a tooltip whenever the user moves the cursor over the index field.

Translation variable (tooltip): If you want to provide the tooltip in multiple languages, enter a corresponding variable name here. There must be a properties file for those languages containing this variable.

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

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

Mandatory field: Specify whether you want an index field to be mandatory here. You should define this setting in the options for index field templates.

Pass on to child entries: If the option Pass on to child entries is enabled, keywording information can be passed on to child entries.

Allow input inheritance from parent element: If the Allow input inheritance from parent element option is enabled, entries assigned this keywording form can inherit keywording information from parent entries.

Default value: If you want an index field to be automatically assigned a specific value, enter the corresponding value to the Default value field.

Positioning

Edit the exact position of the index field in the Positioning area. To help you, turn on the grid in the preview (Turn grid on/off button).

Information: If you want to see any changes you make here in preview mode, you need to save the keywording form.

Input column: This value specifies the horizontal starting position of the index field.

Input row: This value specifies the vertical starting position of the index field.

Input width: This value specifies the width of the index field in columns. If you enter 0, the column width is automatically adjusted to fit the available space.

Label column: This value specifies the horizontal starting position of the index field name.

Label row: This value specifies the vertical starting position of the index field name.

Form permissions

Define the permissions for the keywording form in the Form permissions area.

Add user or group: Search for groups or users in the Add user or group field. ELO suggests possible users and groups as you type. Click the corresponding suggestion to add a user or a group.

User or group with permissions: You can see the users and groups with permissions for the keywording form in the User or group with permissions field. Edit the permission settings using the check boxes next to the User or group with permissions field.

AND group: Use the AND group button to connect two or more groups. In this case, the assigned permissions only apply to users who are members of all groups connected as AND groups.

Owner rights: Use the Owner rights button to add permissions for the user who created the keywording form.

Members of the group: Under Members of the group, you can see all users who are a member of the selected group.

Entry options

Entry type (folder forms only): Define an entry type for folders in the Entry type drop-down menu.

Font color: Color for displaying the document type in the repository.

Document status/sorting: Select the document status here that will be applied to documents filed with this keywording form. Define the sorting order for documents filed with the keywording form for folders.

Document path: Select the document path to be used with the keywording form. The default path is basis.

Lifetime: Define the lifetime of a document here. After this period is exceeded, the document can be removed from the repository. This function is primarily useful for documents that need to be retained for a certain length of time, such as contract.

Translate short name: You can use this option to determine that the short name is added to the translation table.

Enable quick preview for documents in the folder: Use this option to determine that the first document in the folder is displayed in the right-hand program pane instead of a list of contained documents.

Encryption key: Select an encryption key here if you wish to encrypt documents filed with this keywording form. You can also select the No encryption option.

Add to full text database: Select this option to add documents filed with this keywording form to the full text database. This allows the documents to be found in a full text search.

Approval document: This setting corresponds to the Author approval documents permission. Documents with this option can be edited by a user with the Author approval documents right. With approval documents, an editor may continue to edit previous versions of a version-controlled document without other users in the repository being able to see it.

Entry permissions

Define rights for the documents to be filed here.

Please note: These settings must be matched with the permissions for the keywording form and with the permissions for the index field templates.

Add user or group: Search for groups or users in the Add user or group field. ELO suggests possible users and groups as you type. Click the corresponding suggestion to add a user or a group.

User or group with permissions: You can see the users and groups with permissions in the User or group with permissions field. Edit the permission settings using the check boxes next to the User or group with permissions field.

AND group: Use the AND group button to connect two or more groups. In this case, the assigned permissions only apply to users who are members of all groups connected as AND groups.

Owner rights: Use the Owner rights button to add permissions for the user who created the entry.

Parent rights: Use the Parent rights button to apply the settings assigned to the parent entry.

Members of the group: Under Members of the group, you can see all users who are a member of the selected group.

Filing rules

Create filing path automatically: If you select this option, folders will be created automatically if the path does not already exist when filing documents automatically.

Create reference path automatically: If you select this option, references will be created automatically if the path does not already exist when filing documents automatically.

Filing definition: You see the current filing definition in the Filing definition field. Create the filing definition in the Filing path field. If required, you can create additional paths using the Add reference path button.

Filing path: In the Filing path field, you can define a rule that will govern how documents are automatically filed to the ELO repository. This is the path on the file system where documents keyworded with this form will be stored.

Example: [¶Invoices¶]+LD(7,4)+[¶]+L1(1,1)

The filing definition can contain fixed or variable components.

Information: For more information on filing definition syntax, refer to the chapter Keywording forms and index fields.

Add reference path: In addition to the filing path, you can create additional reference paths. Add fields for additional paths using the Add reference path button.

Information: To remove a reference path or filing path from the filing definition, click the X icon next to the right of the corresponding field.

Default workflow: Enter a workflow that starts when a document is filed with this keywording form.

Check-in workflow: Select the workflow here that will be started when a document is checked in with this form.

Barcode info

Barcode info: This field lists the rules defined using the barcode wizard. Define the barcode rules by clicking the button next to the display field.

Information: See the documentation on ELO Barcode for more information on these settings.

Index field overview

This provides an overview of the index fields assigned to the keywording form. The table also shows you the field IDs, which you might require for the filing definition.