Filing definition by longest match
Assume you want to file delivery notes from your suppliers with a specific keywording form in alphabetically ordered folders. In addition, you want to distinguish between S, Sch, and St. This allows you to file suppliers such as Smith and Stiller separately.
Longest matchFiling definition, longest matchFiling definitionFolder preparation
1. Create a Purchasing folder with a Suppliers child folder.
2. In the Suppliers folder, create a child folder for each letter of the alphabet. Also create folders named Sch and St.
The keywording form in this example uses the index field Supplier (L1).
3. Enter the following path to the Filing path field.
[¶Purchasing¶Suppliers¶]+L1(1,1)+[%]+L1(2,2)
The contents of the Filing path field are automatically applied to the Filing definition field when you exit the field.
Explanation
[¶Purchasing¶Suppliers¶]: ELO searches for the Purchasing folder and the Suppliers child folder.
+L1(1,1): ELO starts by checking the first character of the first index field.
+[%]: The percent sign instructs ELO to file by the longest match. If it finds a match for the first character, ELO carries on checking.
+L1(2,2): ELO checks two characters from the second character in the first index field.
With this filing definition, ELO checks whether a folder exists under the specified path (Purchasing//Suppliers) that matches the first three characters of the contents of the first index field.
ELO uses the longest match for filing.
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.
A document for the supplier Sanborn can only be filed to the S folder. A document for the supplier Schwarz also has an "S" at the beginning. However, the match for the Sch folder is longer, so ELO files the document there.