Add folder indexes

This step defines the informational and search fields (folder indexes) for each folder that resides in the defined cabinet. Every cabinet must declare a Unique Index (most often done with an automatic index or through database integration).

Select the default index used to sort folders in the PSIsafe Desktop Folders list pane.
Select the reference index, which is also displayed in the PSIsafe Desktop Folders list pane.

To set an index to Unique, Default, or Reference, select and right-click the index and select the appropriate menu item from the list. The PSIsafe Desktop client folder search pane initially opens with the Sort by field set to the Default Index, and the reference field set to the Reference Index.

Check index for eligibility to be set as unique

You can set an index as unique only if certain criteria are met. These criteria are not critical when a new cabinet is created but become important when you are editing a pre-existing cabinet. This is because the index that you are planning on making unique may already have values that do not meet the criteria.

The values of existing records for the index in question should not contain:

Any blank entries
Any duplicate values

This function checks for eligibility and lets the user know if it is not eligible and displays a report of the records that do not meet the uniqueness criteria.

Delete folder index

If it is determined that a particular folder index is no longer needed, select the index and click Delete.

Do not delete the Unique, Default, or Reference indexes unless they are replaced with another index in the cabinet.

Deleting an index results in the data stored in that index for each folder being deleted, so make sure you understand the ramifications of this decision. Additionally, if PSIsafe Synchronizer is being used to synchronize data for a cabinet, deleting an index results in the need to remap the data fields in PSIsafe Synchronizer. See PSIsafe Synchronizer.

Index order

The index order shows how the PSIsafe Desktop Client displays the folder indexes. Only the first 10 indexes can be used to sort folders.

To change the index order, select an index from the list and use the Up or Down buttons to change the index order.

Add or edit indexes

To add or edit indexes, perform the following actions.

Click Add or Edit to enter a new index or edit the existing one.
The Add Index or Edit Index window appears.
Select pre-defined index name: A number of predefined index values is available that you can select from the list.
Index name: Enter the preferred index name.
Data type: Select the appropriate options for the data type.
The options are:
- Text
- Numeric
- Decimal
- Currency
- Datetime
- AutoNumber
Data mask: Data masks are used in folder indexes and document titles. A standard set of data masks is made available. You can modify these masks or create a new custom mask to suit your needs.

The data type Date and AutoNumber are excluded from data masks. The AutoNumber data type is non-editable and a mask cannot be applied to it.
Display type: PSIsafe Desktop folder indexes contain important information used by an entire organization. Some indexes may contain sensitive data that require limited access. You can configure indexes as Normal, Read only, or Hidden.
Indexes with limited access (read-only or hidden) can be viewed and edited by users and groups who have Override rights assigned. Index settings configured as read-only or hidden are overridden for users and groups added to the Override Display list. To access the list, click the Override Display button at the bottom of the Index screen. Added users will have full access to all limited indexes in the cabinet.
Entry type: Three types of folder index entry options are available:
- User Entry: The user can enter data in a simple text box.
- Pick from list: You can create a list that is presented to users. If the Pick from list option is used, enter the selection types in the text box and click the Insert button.
  Click Pick List for more options. To remove "Pick from list" items, select the entire list and click the Remove button. You can also import or export lists from text files. To do so, click the Import or Export buttons at the bottom of the screen.
  
  Click OK to save the index data.
  
  Click Cancel to exit without saving.
  - Order of items: This is the order in which the items appear on the list.
  - Alphabetize: Enables users to alphabetize the items.
  - Up and Down: Enables users to rearrange the order of items.
  - Edit: Enables users to edit any particular item.
- Both: The user can use either the "Pick from list" option or enter new data.
Click Save to save the index data.