In ELO, you can file a document to several folders at the same time. However, ELO does not file multiple copies of the document. Instead, the same document shows up in various folders (as references). If changes are made to a document, the changes also apply to all references to the document.

Example

You want to file all orders for a single year to the Orders folder. The Orders folder contains a folder for each year.

You also want to file the orders as references in the corresponding customer folder.

The keywording form in this example uses the index fields Customer (L1) and Order date (L3).

Filing path

1. To file documents to the Orders folder, enter the following path to the Filing path field:

[¶Orders¶]+L3(1,4)

The contents of the Filing path field are automatically applied to the Filing definition field when you exit the field.

Explanation

[¶Orders¶]: ELO searches the repository for the Orders folder.

+L3 (1,4): The index field Order date uses the ISO date (YYYY-MM-DD). This means that ELO needs to read four characters for the year, starting with the first (1,4).

Reference path

2. To create a new path, click Add reference path.

The Reference path 1 field appears.

3. Enter the following path to the Reference path 1 field:

[¶Customers¶]+L1

The contents of the Reference path 1 field are automatically applied to the Filing definition field and added to the filing path when you exit the field.

Explanation

|: If a filing definition contains multiple paths, each path must be separated with a pipe symbol ("|"). The ELO Administration Console creates the pipe symbol automatically as soon as you have entered a reference path in a corresponding field.

Information: To create the pipe symbol manually, use the keyboard shortcut: ALT+GR+<.

[¶Customers¶]: ELO searches the repository for the Customers folder.

+L1: The name of the child folder must match the contents of the first index field (Customer).

Information: Once you have created a complete filing definition with multiple paths, you can enter it to the Filing path field. The ELO Administration Console splits the paths automatically as soon as it finds a pipe symbol.

4. Click Save to save changes to the keywording form.

The filing definition takes effect if a document is keyworded with the keywording form and then filed to the repository using the Automatic filing function.

An order for the customer Allimports Inc. from 2019 will be automatically filed to Orders//2019, and as a reference to the Customers//Allimports Inc. folder.

Information: When using variables in paths, it is recommended that you enable the options Create filing path automatically and Create reference path automatically.