Index Outline

The administrator has the flexibility to configure various functions and visual aspects of the Trial Interactive room's index. To ensure accurate documentation, please notify your Trial Interactive representative of any changes made to the room settings, allowing the configuration manual to remain up-to-date.

1. Navigate to Navigation Grid -> Settings -> Documents -> Index Outline.
2. The highlighted fields below are mandatory and must be completed.
3. All documents imported are populated in the Upload folder unless they have been assigned metadata during upload.
   
   
   
4. The ‘Index Name’ field gets activated only when the ‘Enable Custom Index Name’ field checkbox is checked.
   
   
   
5. The 'Show Empty Folders Option' allows users to decide whether to display empty folders based on their requirements or to display the empty folders by default, select the 'Show Empty Folders by Default' checkbox.
   
   
   
6. Auto Prefixing automatically adds a chosen prefix of numbers or letters to distinguish folder levels in the index.
7. The folders in a room index are numbered, and the subfolders follow a standard numbering system.
   • These folder numbers are referred to as Folder Prefixes, and their configuration can be managed through the Auto Prefix option.
   • Enable or disable Auto Prefixing for folders in the room's index by selecting the ‘Use Auto Prefix’ checkbox.
   • If the checkbox is not selected, folder titles in the index will appear exactly as entered during the creation of the room’s index.
   • Auto Prefixing automatically adds a chosen prefix of numbers or letters to distinguish folder levels in the index.
     
     
     
8. Numbers displayed next to folder names represent the count of documents available in each folder. To enable these numbers in the room’s documents module, select the ‘Show Document Count’ option.
   
   
   
9. Enable ‘Auto Indexing’ to automatically route documents to the appropriate index location based on the related document-type profile. However, the Auto-Indexing activates the below option:
   • Enable Document Finalization
   • Allow the user to keep the newly added documents in the index folder
     
     
     
10. ‘Allow the user to keep the newly added documents in the index folder’: This level of flexibility allows for seamless organization and customization of documents to suit individual preferences and workflows. Users can easily manage their documents and maintain a clear and efficient folder structure without the need for constant administrative assistance. This feature enhances user autonomy and productivity while ensuring that access rights and document security are upheld.
    
    
    
11. Documents that are emailed into the room’s inbox are usually get stored in each user’s Inbox folder, but this can be altered by choosing to enable the ‘Add inbox documents to default folder’ option which would then route all documents emailed to the room inbox directly to the default folder (Staging).
    
    
    
12. The default location for documents that have been uploaded with metadata assigned is indicated in the ‘Default Index Position for Add document’ field.
    
    
    
    • To add a document in the index folder, click on the Search Icon the ‘Select index position to place the document’ pop-up window is displayed.
    • Select the folder that you want to add the document in the index folder and click the OK button.
      
      
      
      
      
      
13. The ‘Rejected Documents’ Folder with the Search icon allows users to select the appropriate index position for uploading documents.
    
    
    
    • To add a Rejected documents folder, click on the Search Icon the ‘Select index position to place the document’ pop-up window is displayed.
    • Select the folder that you want to add to in rejected documents folder and click the OK button.