In the Keywording dialog box you can define the name of a document you wish to file to the ELO repository. Keywording is mandatory, as you cannot save a document to the ELO repository without a name.

In the keywording, you can also enter important additional information about your documents. This meta-information makes it quicker and easier to find your documents again at a later date.

Keywording forms

The left column of the dialog box shows a list of available keywording forms. The currently selected keywording form is highlighted in yellow. Select a suitable keywording form for the document to be keyworded or the current folder. Then add the necessary data to the input fields on the right-hand side of the dialog box. ELO calls these fields index fields.

'Basic' tab

Enter the keywording information for the current document or folder on this tab.

Short name: The displayed name of the respective document in the repository.

Date: The date can be freely assigned by the user. This index field automatically contains the date of the last change for newly keyworded documents and for changes.

Current version: The version number in the repository. This field is for information purposes only and cannot be changed. Starting with the second version of a document, you can manage ELO versions with the version control. Version control appears every time you check in a document.

Filing date: The filing date of the document or creation date of the folder. This field is for information purposes only and cannot be changed.

Editor: Name of the user who last modified the document or folder. This field is for information purposes only and cannot be changed.

Additional fields of a keywording form

The input fields are called index fields.

'Extra text' tab

You can enter a large amount of free text here. It also makes sense to include additional information on the document, such as background information, keywords, EXIF information of image files, etc.

'Options' tab

In the Options area, you will find additional settings for the document currently being filed. Make changes as needed.

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: With 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 dialog box will appear indicating that no personal identifier has been specified.

End of retention period: With the "End of retention period" field, you specify an expiration date 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: The type of document or folder. Here, you can choose between various types of documents that have been defined for the repository. The correct type is usually selected here automatically.

Document status: Select the document status from the drop-down menu.

• Version control disabled: The document is not version-controlled. Changes to a document do not give rise to 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.

Encryption key: Encrypt documents to restrict access to them. This option specifies which encryption key should be used.

Add to full text database: Full text enables searching through the contents of documents. When this option is enabled, documents are processed for the full text database and can be then found using the full text search. This requires the document to contain text information.

Object ID and GUID: This is the internal identification number of the document or folder in the repository. This field is for information purposes only and cannot be changed.

Filed by: The ELO user who filed or keyworded the document is entered here automatically.

Information: The information of the keywording dialog box is also used for searches. Therefore, please enter as much meaningful content as possible.