Xtender: Index a Document

Summary

This tip is for anyone using the web version of Xtender, and who has the security to index a document in Xtender.

Once a document has been brought into Xtender (either by scanning or importing), it must be indexed. This means that the document is labeled with pieces of information (such as ID, Document Type, etc.) that can be used later to search for the document.

 

How-To

Task: Index a document.

 

Instructions

  1. Did you just create the batch of documents and are you still in it?
     * If Yes, click the New Document button to begin indexing, then skip to step 6 of these instructions.
     * If No, go to the Application Page screen in ApplicationXtender Web Access, and continue to step 2.
     
  2. In the application list, click the appropriate application (example: DOCS, ID, POSN, EMPL), and click the Manage Batches button.
     
  3. The Manage Batches screen appears.
     
  4. Double-click the batch you wish to index.
     
  5. The batch opens up. Click the New Document button. 
     
  6. The Index screen appears.
    Note: The index fields you see depend on the application you are in.
     
  7. Enter the index terms.
    Note: Fields with a red asterisk are required.
    Note: If there is an ID field in the index, enter the ID in the ID field, then press the Tab key to do a lookup. If other demographic information is available, it will populate those other fields. Then, you just need to enter any other required information, such as Document Type.
     
  8. When the index values are entered, click the Save button.
    Note: This saves all associated data to just the one page that you can see.
     
  9. When you click Save, you may see an error message, indicating that a unique key violation has occurred. This means that the document already exists in Xtender.
     * If you see this error, go to step 10.
     * If you do not see this error, skip to step 14.
     
  10. If the document already exists, you will need to attach the current document to one which has already been saved.
     
  11. Click OK to acknowledge the error message.
     
  12. Click the Key Reference & Indexes button
    This displays a list of every existing document for that person.
     
  13. Click the Attach button, to attach the document you’re currently indexing to an existing document for that person.
     
  14. If there are additional pages to be indexed (after the page you just indexed) to the same document, click one of the following buttons:
    Attach Current Page -- to add only the page you are currently looking at, or
    Attach All Pages -- to add all remaining pages from the batch
    Note: The Attach Current Page button is right next to the Attach All Pages button, so be careful when you select the button.
     
  15. If there are pages remaining to index in the batch, but they belong to a different document, click the Create Another Document button.
     
  16. Repeat steps 7 -- 15 as necessary.
     
  17. When the final page of the batch has been indexed, you will see a message that all pages have been indexed. 
     
  18. Select the appropriate choice.

 

Outcome

You should be able to index a document.

 

Further Readings 

For more tips on using Xtender, search for Xtender right here in the UNH IT Knowledge Base.
 

Need additional help?

If you have questions, please complete an online Document Management technical support form at https://td.usnh.edu/TDClient/Requests/ServiceDet?ID=131 or call the IT Service Desk at (603) 862-4242.

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