Set up document indexes

In PSIsafe Desktop, naming segments are generated based on preset parameters. Explore the list of options below to discover what best suits your needs.

Column titles

• Index Name: Labels the index field with a name, which is viewable in the Filer window to the left of the fillable field area.
• Data Type: The type of field to which the input data should conform. The following data types are available.
  • Text fields can contain up to 255 characters, including any letters, numbers, or symbols.
  • Integer fields can contain up to 30 numbers within the field.
  • Currency fields contain monetary values for financial purposes. PSIsafe Desktop currently supports only the dollar sign ($).
  • Date fields have date picker interfaces and conform to the date formatting of your choice.
  • Boolean (check box) fields are designed to create true/false statements that can be indicated with a check box.
  • Decimal fields can contain decimal values up to 30 decimal places beyond the whole number.
  • Memo fields are larger text-entry fields where you can type more information in memo style.
  • Autonumber data type is an automatically generated number based on the number of filed document records with this specific template.

    A few scenarios are available, where sequential tracking of the number of documents is a valid data type that should be automatically populated. For example, to keep track of the number of tickets related to a specific subject, in a customer service, helpdesk scenario, or to keep track of the number of filed documents of a specific type. The Autonumber is always updated on successful filing of content, so in some circumstances, it could change midway through the filing process. This happens if the Filer is open, and another item is filed by a secondary user before the primary user completes the filing process. In this case, the system prompts the user in one of two ways. These prompts only occur if an Autonumber is actually used in the title.

    If you select Enable updating, a new title is generated and saved to the database. The user is informed of the change showing both the old and the new titles.

    If you do not select Enable updating, the system cannot automatically generate the new title. The users see a dialog box, telling them what the change in Autonumber was, and enabling them to update their title if necessary.

• Default Value: Sets a default value that always appears in this field when filing content.

  For example, you can enter a value that remains in the field unless manually changed, or enter a prompt for the user to enter a specific value (for example, enter name here, enter ID number here, and more.)

  A number of predefined segments is available: Select any of the provided definitions including dates, PSIsafe Desktop user names, or PSIsafe Desktop folder indexes. Using folder indexes is a quick way to fill out relevant information based on the location where it is being filed.

• Format: Set a format for the values input into this field. Formats are used to provide a mask, so data is entered in a uniform manner (such as ID numbers, phone numbers, and more).

  For example, Date fields can be formatted to be YYYY-MM-DD or YYYY-DD-MM.

• Required: Select to indicate with an asterisk (*) that the field is required. You must fill out this field to complete the record entry in the Filer window.
• Unique: Select to indicate that this field is unique, and the value will not be repeated.
• Index Level: This feature enables you to specify whether multiple records across a document should apply an index level as a document or a line item. Multiple sets of document indexes or line items are stored as Document Records.
  • Document index entries are shared across all Document Records, and modifying a single document index may affect the rest of the indexes in other Document Records.
  • Line item index entries are input line-by-line during the import process, and can be edited independently as necessary across different Document Records.
• Sticky: Select this feature to specify field to hold a value in place between filing one piece of content to the next. The value remains in place for each subsequent content import to reduce the amount of redundant data entry required during the filing process.
• Tab Skip: When the user is filing content in the Document Filer window, this field is skipped when "tabbing" using the Tab key from field to field.

  Use the Tab skip check box to skip the associated segment when entering information In the Filer window. This is useful if the segment is automatically populated and needs no further user input. Using the Tab key causes this field to be skipped. This speeds up data entry.

• Pick List: This feature enables users to select from a preset list of options, or manually enter information as needed. This feature is a powerful option for expediting the filing process.

  The Pick List screen, initiated by clicking the ellipsis button on the right side of the screen for a text field, supports these options:

  • Allow Clients to manually update the list

    Use this option to type a field manually as well as select a potential option from the list.

  • Add/Edit/Delete:

    Add a new item to the list, select and edit an existing item, or delete an item.

  • Sort:

    Sort by item names, ascending. With this function, you can organize a list alphabetically.

  • Up/Down:

    Move an item up or down in the list.

  • Import/Export:

    Import a CSV spreadsheet or a TXT document containing a list of items. Exported lists are created as CSV spreadsheets.

Document title editor

Document titles affect how content is viewed within your PSIsafe Desktop document list. It is important that you discuss with the team the most high-priority elements of titles and determine how best to organize them by default. Selecting the box Enable Automatic Updating from Index Values during the filing process creates a title automatically based on Index fields and your customized title segments.

• Add Label & Value: Adds the label designated in the label field to the document title, as well as the value that the user will enter during the filing process, or an automatically entered value (if applicable).
• Add Value: Adds only the value that the user will enter during the filing process, or an automatically entered value (if applicable).
• Clear: Clears all used elements of the document title editor.
• Title is read-only: A user cannot edit the title during the filing process. This option should only be used if the created title is consistent and does not need to be edited by the user filing the content. This option can be changed if the template is re-selected after clearing this box within the template configuration.

  Select the Enable Automatic Title updating from Index Values check box to enforce automatic titling. This option is selected in Filer in conjunction with this setting, the title of an imported document can only be updated using index values.