Creating Custom Indexing Profiles

Create custom indexing profiles to define document storage paths and define how the system indexes the images using the profile. Once you create a custom index profile, you can use that profile by selecting it from the Document Indexer's dialog box. See the Document Indexer's help for more information.

Use document profiles to control image access and locations. For example, create a profile for A/R images where you define a network path that stores all A/R image files on a network to which only A/R employees have access. Or, if you have extremely sensitive personnel file attachments, create a profile that stores those files only on the personnel manager's computer. Assess your document imaging uses, and create permissions and profiles for each category of images you use.

You need access privileges for all storage locations you use, otherwise you may get error messages during file attachment or retrieval. You cannot, for example, use the Attachment Indexing screen'sIndexhot key to access a restricted network directory or storage location. See your System Administrator if you need access to unavailable directories or storage locations.

You can create a user-defined authorization key that controls a user's ability to edit an image and assign that authorization key to an indexing profile.

Designate image storage information in your profiles, and view summary details from the document storage and location information.

Set print status parameters for documents imaged onto invoiced sales orders in the Parameters For Documents Imaged Onto Invoiced Sales Orders control maintenance record.

To create a custom indexing profile:

From the System > System Files > Document Imaging menu, select Document Profile Maintenance to display the Document Profile Maintenance screen.

Note: If prompted, log on to the character-based system.

Use the header fields to complete the document profile you want to create:

Field	Description
Profile ID	Enter a short, descriptive name, up to 15 characters long. Press Enter to confirm that you are creating a new profile ID. Note: Press F10 to select an existing profile. You can list fewer choices by entering the first letter of the profile name before pressing F10. For example, enter G to list only profiles starting with that letter.
Description	Enter a full description of the profile, up to 60 characters. To augment the shorter Profile ID name, you can enter a more complete description, such as Accounts Payable or Customer Contracts. This description is the default entry in Attachment Indexing's Description field, important when a profile is set to bypass a Prompt on Each Index. If you do not enter a description, each file name is used as the default entry.
Prompt on Each Index	Enter one of the following: Y - Displays the Attachment Indexing screen for each index, where you can enter additional indexing information. This is the default. N - Does not display the Attachment Indexing screen during indexing.
Reference Only	Enter one of the following: Y - Uses the profile only for reference and reporting, as with inactive profiles. For example, you assign the profile "DEC03_PICKTICS" for pick tickets during December. After December, you make the profile available for reference only. A profile for reference only is available for reporting, or when selecting images to copy, move, and delete, but is no longer available as a choice for saving new images. N - Makes the profile available as a choice when saving new images. This is the default setting.
Disable Temp Folders	Enter one of the following: Y - Saves this profile's documents only to their designated final location, instead of temporarily saving them to intermediate directories. The temporary folders may require more security precautions than the profile's designated folder. This is the default. N - Permits the option of using temporary folders that can take advantage of Eclipse network replication features.
Index Desc for Recall	Enter one of the following: Y - Makes this profile's documents available for search and recall using Document Recall by Keyword. This feature lets you retrieve images by searching for one or more keywords in the documents' descriptions. For example, enter payable to display a list of all documents that include "payable" anywhere in the description. N - Protects the images from being recalled by description. You can still view the images by opening them from the records they are attached to, but you cannot search and recall the images by description.
Viewable in Web	Indicate if you want to use this profile for web-based imaging, such as attachments in Web Integration. Note: If you use the Attachment blocks in Web Integration for your web commerce system, this field must be set to Yes. If not, any files with this profile are not included in the query responses.
View Auth Key Reqrd	Press F10 and select an authorization key for the profile. This prevents unauthorized users from viewing the profile's images. For example, assign an authorization key that protects payroll record images from unauthorized viewing. By default, no view authorization is required. The authorization key selected must be listed in the Valid Imaging Auth Keys control maintenance record.

Use the remaining fields to identify storage location information:

Column	Description
Storage ID	Press F10 to select from a list of existing storage IDs. You can designate additional storage IDs on additional lines.
Brch	Do one of the following for each storage ID: Enter the local branch - Restricts images attached to ledgers to the pertinent branches. The system compares the ledger's pricing, shipping, and G/L branch to the storage ID's local branch. If any of the ledger's branches match the local branch, the system stores the image in that storage ID. The field does not allow Territory IDs. Leave it blank - Does not restrict the storage location, and images attached to ledgers are always stored in all locations with a blank Brch field.
Force (F)	Enter one of the following: Yes - Forces all documents saved using the profile to the designated network path. If this path is unavailable during imaging, a warning message displays. No - Does not force saving to the defined network path. Entering No, or leaving this field blank permits the use of temporary storage locations. Note: If a forced storage location is associated with a branch, but the pricing, shipping, or G/L branch on the ledger is not the same as the forced location, the image is not stored at the forced location. For more information on temporary storage, see Setting Up Document Replication.
Network Path	(View Only) This column displays the directory path to the storage location. Because storage IDs can include multiple storage locations, more than one path may display for a storage ID.
Count	(View Only) This column displays the number of documents currently stored in the storage ID location.

Use the Delete hot key to delete this profile. The system prompts for confirmation.
When finished making changes, press one of the following:

Esc - Saves the profile and displays a blank Document Profile Maintenance screen.
F12 - Displays a blank Document Profile Maintenance screen without saving the profile.