Editing a Category

Adding an Index

To add an index to a category:

  1. On the Categories tab, click Edit.
  2. Select the Category to which to add the index.

  3. If there is a blank index row at the bottom in the Indexes section, specify the settings for the new index in this row. If no blank row is present, click Add Index to add one, and then specify the index settings.

    Setting Description
    Index Name The name of the index.

    When creating indexes in an SQL Server database, avoid using reserved keywords. A list of these keywords can be found on the MSDN Microsoft SQL Server 2000 Web site, http://msdn.microsoft.com/library/default.asp?url=/library/en-us/tsqlref/ts_ra-rz_9oj7.asp.

    Do not prefix index names with FS_ , because this prefix is reserved for default indexes.

    Display Name A descriptive name for the index, to be displayed to users. Unlike the Index Name, this can contain non-alphanumerical characters, including spaces, up to a maximum of 255 characters.
    Data Type The type of data the index accepts.

    This can be Text, Date-Time, Decimal Number, or Whole Number.

    The largest number that can be stored in a Whole Number index is 2 billion. Do not use Whole Number indexes unless you are certain the index value will never exceed this value.

    Length For indexes with a data type of Text, specify the maximum number of characters allowed as an index value.

    Do not specify a length of zero (0).

    If your Transform Content Center system uses an SQL database, do not specify a length greater than 450 characters.

    Required Select this to make it mandatory to supply a value for the index when storing a document in the category.
    Related Doc

    Select this to enable the Related Documents feature.

    While viewing a document, a user can click the Related Documents button to search across categories for documents with the same index value. For documents to be related, they must each have an index with:

    • An identical name
    • The same data type
    • The same value

    Related documents can be in the same or in different categories. However, users can see only those related documents that are in categories to which they have access.

    Use this setting to restrict Related Documents searches to specified indexes, thereby limiting the number of documents returned to those that are truly relevant.

    To preserve existing behavior, this setting is selected for all indexes that were added to a category in a version earlier than Presenter 3.0 or DocsOnline 3.3.1.

    Multi

    Value

    Select this to enable the Multi-Value Index feature.

    While uploading documents, a user can add multiple values to an individual index.
    Search Page

    Show

    		Select this to display the index on search pages.
    Search Page

    Use Range

    Select this to display From and To fields on search pages, allowing users to search for a range of results.

    Clear this to display only one field on search pages, allowing users to search for an exact match only.
    Results Page

    Order

    		The default column order of the indexes displayed on the results page. A value of 1 specifies the first column on the left, 2 the second column, and so on.
    Results Page

    Sort

    The index by which results are sorted.

    To select the index by which results are sorted:

    1. Click the Sort column in the index row.

      If the arrow that appears points upwards, results are sorted in ascending order. If the arrow points downwards, results are sorted in descending order.

    2. Click the arrow to switch between ascending and descending order.
  4. If you are adding a new Required index to an existing category, enter a Backfill Value. This value is added to any documents already in the category when you save your changes, thus ensuring the integrity of the data.

  5. Click Save.

    Alternatively, to discard your changes, click Clear.

Deleting an Index

To delete an index from a category:

  1. On the Categories tab, click Edit, and then select the Category.
  2. Click the Delete button next to the index you want to delete.
  3. Click Save.

Changing the Allow Blank Search Setting

When searching for documents, if a user leaves all the index fields in the search form blank, the search returns all the documents in a category. If large numbers of documents are stored in the category, the search is likely to take a long time.

To specify whether users can use blank searches for a category:

  1. On the Categories tab, click Edit, and then select the Category.

  2. Either clear Allow Blank Search to disallow blank searches, or select it to allow them.

  3. Click Save.

Changing the Description of a Category

To change the description of a category:

  1. On the Categories tab, click Edit, and then select the Category.
  2. Enter a new Description and then click Save.

Notes

    • After changing a category, it is sometimes necessary to update branches that use Store objects to store documents.
    • You cannot change existing index settings that affect the information that is stored. Instead, you can delete the existing index and replace it with a new one.

See also: