DynaFile uses Index Fields to categorize your documents in the system. Administrative users, with permissions, can manage Index Fields from the Index Field Administration menu.
To access the Index Field Administration area:
- Select Index Field Administration from the Admin Menu
Note: only users with User Administration Access Rights have permission to access the Index Field Administration area.
What is an Index Field?
DynaFile is an indexed filing system. Documents stored in the system are categorized or classified by various terminologies called Index Fields. Every DynaFile system has a unique set of Index Fields to match the needs of the specific client and department utilizing the solution. Administrators have complete control over Index Field values in the DynaFile system.
Structured Index Fields (SIF)
A Structured Index Field (SIF) is one in which the Index Values are controlled by an administrator of your DynaFile system. Structured Index Fields appear as drop-down menus in the Search Box and Document Registration Screen. SIF’s are required fields when registering a new document in the system and provide additional functionality over Unstructured Index Fields.
Unstructured Index Fields (UIF)
An Unstructured Index Field (UIF) is one in which the Index Values are not controlled by an administrator of your DynaFile system. UIF’s can be either optional or required fields (if you designate them as such) and most values entered in a UIF must be manually typed in by the user when registering a new document in the system or when retrieving a document using an Index Search. There are various different kinds of Unstructured Index Fields available in DynaFile. For example, Description.
Manage Index Values
Admins with permissions can manage Index Values for Structured Index Fields (SIF). These values are called Structured Index Values (SIV) and must be input and managed by an administrator. Users may select from provided SIV’s when registering a new document in DynaFile or when retrieving a document using an Index Search.
Structured Index Access
Admins with permissions can manage access for Structured Index Fields (SIF) as well as for specific Structured Index Values (SIV). Access permissions can be applied on an individual level as well as a group level.