Create a Data Capture file index - SmartPlant Foundation - IM Update 48 - Help - Hexagon

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SmartPlant Foundation / SDx Version
10
SmartPlant Markup Plus Version
10.0 (2019)
Smart Review Version
2020 (15.0)

What is the difference between a file index and a document index?

Basis

File index

Document index

Content

A file index contains properties of files loaded into Data Capture.

A document index contains properties of documents created by Data Capture. For more information, see Document Index.

Process

A file index is created by extracting file properties from your organization's file registry or document.

A document index is created by loading properties from new documents created by Data Capture.

Use

When a new file with a file name and format similar to the existing file properties in the file index is loaded into Data Capture, the properties from the file index are automatically applied to the new file.

The document index has to be loaded into the application to update the properties of the documents created by Data Capture.

Why should I create a file index?

You can create a file index if you want to apply file properties from your organization's file registry or document to a large number of files loaded into Data Capture. If any file loaded into Data Capture matches a file name in the index, the application uses the information stored in the index to apply or update the file’s properties.

  1. Click File > New > Data Capture Items > File Index to open the New File Index dialog box.

  2. Type the file name with a file extension in the Name box.

    The name of the Data Capture file index should be the file name that the application is searching for in the file system. A file index without a file extension will not match to any file existing in the file system.

  3. Type the document name that you want to specify for each file in the Document name box. A document will be created in the database with this name, and the file will be attached to it.

  4. Type the location of the file in the File Location box if you want to create the document for the file.

  5. Update the client parameters and document parameters information for the file index as necessary.

  6. Click Finish to create a new file index.

  • File index item names must be unique.

  • You can create multiple file index items having the same document name.

  • The client and document properties defined in the Data Capture file index take precedence over the client and document properties defined in the document discovery patterns. If a property is missing in the file index but exists in the document discovery pattern, then the property from the file is added to the file.