Use the Keywording dialog box to enter and edit the keywording information. The dialog box is made up of the Form selection area and the Basic, Extra text, Options, Permissions and Version history tabs. Depending on the settings, the Additional information tab is displayed as well.

Form selection

You see all keywording forms that can be selected for this type of entry in the Form selection area. Each keywording form has its own fields and settings.

Hide/show keywording forms: Use the double arrow icon to maximize/minimize the Form selection area.

Filter: Use the Filter field to search for keywording forms.

Reset filters: Click the Reset filters field to delete the current search term from the Filter field. The keywording form list is not filtered.

'Basic' tab

The Keywording dialog box opens to the Basic tab. It contains at least the default index fields:

• Short name: Document title. This is displayed in the tree view.
• Date: The document date refers to the date of the file on which the entry is based. When changes are made to the document, the document date is refreshed.
• Filing date: The filing date refers to the date the document is filed to the repository.
• Current version: Shows the individual version number (if entered). This is not the internal version counter.
• Editor: Shows the user who last edited the document.

Additional index fields appear depending on the settings in the keywording form. There may be additional index fields on additional tabs.

The type of index field determines the data you need to enter and what you need to consider when doing so. There are different types of index fields, which can be configured differently from keywording form to keywording form.

Example: Text field

You can enter letters, numbers, and special characters in a text field. Text fields, however, can also be restricted, e.g. by limiting the maximum length you can enter.

Example: Date field

Date fields exclusively accept date entries. Date fields offer a calendar function for the entry.

Information: Index fields can be configured so that you must enter a specific number of characters to successfully complete the keywording. These fields become mandatory fields, which are highlighted in red as long as they are empty.

Keyword lists: You can recognize index fields with keyword lists by the list icon to the right of the index field.

Keyword lists are used to standardize keywording information and help you keyword documents faster.

Information: If a keyword list was created for an index field, you can configure the index field to only accept entries from the keyword list.

You can enter multiple keywords in these fields, separating them by a pilcrow sign (¶).

Please note: Keywords containing a pilcrow sign are treated like a list of keywords, as pilcrow signs are used as a separator between multiple values.

If the Expand keyword list automatically option is enabled, the keyword list opens as soon as you start to type text into an index field.

Information: You can can either click the check box to enable the Expand keyword list automatically option or use the keyboard shortcut Ctrl+K.

If the Automatically expand keyword list option is disabled, you need to click the list icon at the bottom of the index field to open the keyword list.

Alternatively: Open the keyword list using the F7 key.

'Extra text' tab

The Extra text tab serves various purposes.

For example, the tab can be used as a text field for additional information. In certain cases, settings for scripts and other customizations are stored here.

'Options' tab

Defining the characteristics and behavior of a document is also part of keywording. These settings will be applied on the Options tab if they have not already been defined in the keywording form, or if the document is to vary from these defaults. Depending on whether you are keywording a document or a folder, various possible settings will be displayed.

General options

The following options are available for all folders and documents on the Options tab:

Personal identifier: If the entry relates to a person, enter information that enables you to identify the relevant person in this field.

End of deletion period: In the "End of deletion period" field, you specify the date on which the entry must be deleted at the latest. You can enter the date using a calendar dialog box. To do so, click the button with the calendar icon to the right of the text field.

Please note: If you do not complete the Personal identifier and End of deletion period fields, a disabled dialog box will appear indicating that no personal identifier has been specified.

End of retention period: In the "End of retention period" field, you specify a retention period for the entry. You can enter the date using a calendar dialog box. To do so, click the button with the calendar icon to the right of the text field.

Please note: The retention period must end before the deletion period.

Entry type: This option defines the Entry type for the element. This setting defines how the document's icon will be displayed in the repository's list view.

Font color: Select a color for the entry to improve the visual clarity of your repository structure.

Translate short name: If the Translate short name option is enabled, the short name of the entry is translated into the selected display language.

Please note: The respective properties files need to be stored in the ELO repository for this function to work. You also need to configure the keywording form. You can also contact your system administrator if you need to.

Object ID and GUID: This option shows the internal ELO entry number. This entry is primarily for your information and cannot be changed. The entry ID is required when testing the checksum.

Filed by: The user who created and keyworded the document is entered here.

Options for documents

The following options are only available for documents:

Document status: Select the editing status of the entry:

• Version control disabled: The document is not version-controlled. Changes to a document do not create a new version. It is not possible to access earlier edits.
• Version control enabled: If the document is edited, a new version is created. All changes are documented. Older versions can be restored.
• Non-modifiable: ELO does not allow changes to the document and its keywording.

Document path: Here you can see which document path (storage path) has been set for the entry. If No fixed assignment was selected when the keywording form was created, the path can be changed.

Encryption key: The encryption key, which controls document encryption, is shown here. The user must have the password for the encryption key in order to view a document.

Add to full text database: Activate this option to add the document to the full text database. This function indexes words so that they are available in the search.

Approval documents: This option enables the document to be edited as an approval document. This allows you to edit previous versions of a version-controlled document, without making this visible to the other users in the repository. The user must possess the right to edit approval documents.

File name: This shows the document's file name as it exists in the file system.

Options for folders

The following options are only available for folders:

Sort order: Here you can define how the contents of the corresponding folder will be sorted:

• Filing date: The entry with the most recent filing date is at the bottom.
• By filing date descending: The entry with the most recent filing date is at the top.
• Alphabetical ascending: The sort order ascends from A to Z.
• Alphabetical descending: Entries are sorted descending from Z-A.
• Date: The entry with the most recent document date is at the bottom.
• By date descending: The entry with the most recent document date is at the bottom.
• Manual: You can move the entries within the folder manually. To do so, the folder must be opened in the list view.

Starting point for replication set: Use this option to define a folder as the starting point for replication. The next time replication takes place, the folder is placed in the Replication base of the target repository. The administrator has to insert the new folder at the desired location in the target repository. This enables you to replicate parts of repositories, even if they have not been filed in identical repository structures.

'Permissions' tab

Use the Permissions tab to edit the permissions settings for an entry.

Available users: In the Available users area, you can select users and groups that permissions should be assigned to.

Permissions granted: You see in the Permissions granted area which permissions were already assigned for the particular entry. In addition, the permissions settings can be edited or permissions can be revoked.

'Version history' tab

For version-controlled documents, changes are documented in the keywording. This documentation is located on the Version history tab.

'Additional information' tab

The Additional information tab provides additional fields in the database (map fields). These fields can be used for scripts, workflows, and other purposes.

Additional functions

The Keywording dialog box offers you the following additional functions.

Enter keywording using the most recently saved/displayed entries (F3): The currently selected entry will be keyworded with the same keywording form and the same information as the last saved or displayed entry. This function is useful when you keyword many similar documents.

Pin (F8): To keyword an index field in multiple documents with the same value, enable the Pin function with the F8 key. This function is only available in the Intray.

Information: This function can only be used in index fields that contain data.

A pin icon appears.

As soon as you use the same index field to keyword the next document, the value you entered previously will be applied.

Please note: The value is only saved for the current session. The ELO Java Client does not "remember" the value once you have closed the program.

Use last entry (F9): To re-use a value from an index field in the next keywording action, use the F9 key.

Please note: The value is only saved for the current session. The ELO Java Client does not "remember" the value once you have closed the program.

Insert column index separator (Ctrl+P): To save multiple values to an index field, separate the values with a pilcrow character (¶). Use the keyboard shortcut CTRL+P.

Load keywording (Ctrl+L): Load keywording information stored in your local file system.

Save keywording (Ctrl+S): Save the entered keywording information in your local file system.

Undo (CTRL+Z): The keyboard shortcut CTRL+Z undoes the last action in an index field.

Redo (CTRL+Y): The keyboard shortcut CTRL+Z reapplies the last action that was undone in an index field.

Apply and next (Alt+W): Click Apply and next to save the keywording and switch to the keywording of the next document in the Intray.

OK: Click OK to store the keywording information.

Cancel: Click Cancel to close the dialog box without saving the changes.