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 following steps describe the 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.

Please note: The group names must be valid identifiers in JavaScript, since some ELO modules use the group names as JavaScript variables. Use the following list as a guideline.

• Maximum 40 characters
• Uppercase letters only
• No spaces
• No special characters
• No umlauts
• No "ß"
• No dashes
• No numbers at the beginning of the name
• No reserved words in JavaScript

Name: Define a name for the index field.

Translation variable: The Translation variable field is required if you need the contents of the Name field in multiple languages. Enter the corresponding key in the respective properties file.

Display mode: The following options enable you to specify the access and visibility settings for the index field.

• Normal access: The index field is visible and can be edited by users.
• Read-only: The index field is visible but cannot be edited by users. The contents can be transferred to the index field automatically.
• Hidden: 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.

Information: For more information on the index field types, refer to the chapter Keywording forms and index fields.

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: An error in the expression 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 information from a JPG file, you must enter the exact identifier of the variable in the External data field.

You could use the Image.Resolution or FILESIZE, for example.

Please note: The names may vary by manufacturer. To determine the Exif identifiers, read the Exif data with a script (see script example in the publication 99 Sample Scripts) or use an external program.

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: The Translation variable field is required if you need the contents of the Tooltip field in multiple languages. Enter the corresponding key in the respective properties file.

Properties

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 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.

Pass on to child entries: This option enables child entries to use entries to this index field. The index fields must have the same group name for this to work.

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

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 15 to this index field, the search returns all documents with the entry 15 at the start of the index field (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 in the index field is written 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. create 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 for automatic translation to work in the client.

Dynamic keyword list: A dynamic keyword list can only be integrated with the help of scripts. You can find more information on this topic in the scripting documentation and general documentation on Dynamic keyword lists and the ELO 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.