Options - Indexing (SC)

The Indexing-tab allows you to export additional values and information which can be used for example in KGS DocumentRouter-scenarios.

The associated information will be stored in index files (*.idx files).

Opened “Indexing”-tab with two defined index fields

Description of options in “Indexing”-dialogue

When opening the Indexing-dialogue you’ll find the following options.

Option name	Type	Description
Export .idx	Checkbox	When this option is enabled KGS Scan will generate and export idx-files that contain information regarding the index fields.
Export .xml	Checkbox	When this option is enabled KGS Scan will generate and export xml-files that contain the information regarding the index fields.
SAP Config …	Button	When clicked KGS Scan will display the Index SAP Configuration-submenu, which is described in detail below.
Edit	Button	When an existing index field is selected and the button is clicked KGS Scan will open the Edit Indexfield-dialogue described below.
Remove	Button	When an existing index field is selected and the button Remove is clicked KGS Scan will remove the selected index field.
Add …	Button	When clicked KGS Scan will open the New Indexfield-dialog, which allows you to enter a name for the index field that will be created. Please note: After creating an index field you won’t be able to change the name.
		Opened “New Indexfield”-dialogue

Description of options in “Edit Indexfield“-dialogue

After clicking the Edit-button or after creating a new index field name, the Edit Indexfield-menu will be opened which allows you to define and set the following parameters.

Opened “Edit Indexfield”-menu.

Options for parameter “Type”

Option name	Description
Text	When the type is being set to Text the index field will accept text values and use the Text-field-configuration.
Export Documentname	When the type is being set to Export Documentname the index field will accept export document names and use the Export Documentname-field-configuration.
Separation Barcode	When the type is being set to Separation Barcode the index field will accept separation barcodes and use the Separation Barcode-field-configuration.
Barcode Table	When the type is being set to Barcode Table the index field will accept values from the barcode table and use the Barcode Table-field-configuration.
Date	When the type is being set to Date the index field will accept date values and use the Date-field-configuration.
Value List	When the type is being set to Value List the index field will accept values from the defined value list and use the Value List-field-configuration.
Email List	When the type is being set to Email List the index field will accept email-addresses defined within a list and use the Email List-field-configuration.
Indexstatus	When the type is being set to Indexstatus the index field will accept index status information and use the Indexstatus-field-configuration.
Page Count	When the type is being set to Page Count the number of pages will be written to the exported index file.

FImporter Foldername	When the type is being set to Text the index field will accept text values and use the Text-field-configuration.
SAP DocID	When the type is being set to SAP DocID the index field will be filled with an SAP conform 32-digits random DocumentId and use the SAP DocID-field-configuration.

Additional options for parameter “Scope”

Option name	Description
Document	The defined index field exists within the scope of every single document and might differ from document to document.
Batch	The defined index field exists within the scope of the whole batch so it might be the same for every document but might differ from batch to batch.

Type-specific options for parameter “Text”

Option name	Type	Description
Fieldname	Textbox	You’ll find the defined field name within this textbox. Please note: As stated before, it’s not possible to change a field name after it had been defined.
Type	Combobox	You may choose from a list of different field types depending on your needs and the scenario. KGS Scan provides you with the following type options: Text Export Documentname Separation Barcode Barcode Table Date Value List Email List Indexstatus FImporter Foldername SAP DocID
Scope	Combobox	Within this combo box you may define the scope of the index field. Currently, the following scopes are accepted: Document Batch
Hidden	Checkbox	When this option is enabled the defined index field will not be visible to the users of this profile, but will still be entered in the idx file. Please note: Due to the fact that users of this profile are not able to see the index field, they’re also not able to edit or manipulate it.
Read only	Checkbox	When this option is enabled the defined index field will be write-protected, which will allow the user of the profile to see the value within the Index screen, but they won’t be able to change it.
Validate	Checkbox	When checked KGS Scan will enforce that each field for which this option has been enabled has to be confirmed by pressing the Enter-key during the export. The user will be informed that there are still unconfirmed values within index fields which have to be confirmed before the export can be processed.
Allow Empty Values	Checkbox	When enabling this option, the profile user will be allowed to export the document even if the index field doesn’t has a value.
Allow Value from removed Pages	Checkbox	When checked it allows the user to use values in the index field from pages that have been removed.
(SAP) Prefill Parameter	Checkbox	When enabled KGS Scan will call the function module configured within the SAP configuration in order to prefill the index field. KGS Scan will use the value as a parameter when calling the SAP Function Module via RFC connection.
(optional) mapped SAP Import Parameter	Textbox	In case the given field name differs from the parameter name within the SAP function module you’re able to rename the name which is being sent to the SAP function module by filling out this field. If it is empty, the field name will be sent to the SAP function module.
(optional) mapped SAP Fieldname	Textbox	After calling SAP and retrieving the list you can define which value within the key-value-pair-resultset will be used, by filling out this field.
Predefined Value	Radiobutton	In case SAP has been configured you can define the value that is being sent to the SAP function module by filling out this field. In case you’re not using SAP or do not use SAP prefilling you may define a default text by filling out this field.
Scan User	Radiobutton	When setting the menu to this option by default the Microsoft Windows user including the domain will be used.
Scan User Principal	Radiobutton	When setting the menu to this option by default the Microsoft Windows user including the domain will be used.

Type-specific options for parameter “Export Documentname”

Option name	Type	Description
Hidden	Checkbox	When this option is enabled the defined index field will not be visible to the users of this profile, but will still be entered in the idx file.
Read only	Checkbox	When this option is being enabled the index field can’t be edited by the users.

Type-specific options for parameter “Separation Barcode”

Option name	Type	Description
Hidden	Checkbox	When this option is enabled the defined index field will not be visible to the users of this profile, but will still be entered in the idx file.
Allow Value from removed Pages	Checkbox	When checked it allows the user to use values in the index field from pages that have been removed.
Read only	Checkbox	When this option is being enabled the index field can’t be edited by the users.
Validate	Checkbox	When this option is being checked, the index field for which this option has been enabled has to be confirmed by the user by pressing the Enter-key. The exporter will inform the user that there are still fields with unconfirmed values when the export takes place.
(SAP) Prefill Parameter	Checkbox	When enabled KGS Scan will call the function module configured within the SAP configuration in order to prefill the index field.
(optional) mapped SAP Import Parameter	Textbox	In case the given field name differs from the parameter name within the SAP function module you’re able to rename the name which is being sent to the SAP function module by filling out this field. If it is empty, the field name will be sent to the SAP function module.
Modify Barcode (regex)	Combobox	With this combobox you can either enable or disable the usage of the regular expression next to it, which is being used in order to modify the barcode which was used for separation. None (default): The barcode found on the scanned page will not be modified. Always: The barcode found on the scanned page will always be modified according to the regular expression definition.
Modify Barcode (regex) Textbox	Textbox	There might be some scenarios in which you wish to modify the barcode which was being used for separation. In that case, you may provide a regular expression within this textbox, that modifies the barcode according to your needs.
Invalid Barcodes - Regexp	Textbox	Within this textbox, you may provide a regular expression that invalidates a barcode that was being used for document separation.

Type-specific options for parameter “Barcode Table”

Option name	Type	Description
Read Only	Checkbox	When this option is being enabled the index field can’t be edited by the users.
Hide ‘Add Row’-Button	Checkbox	When this option is being checked, it will hide the Add Row-button from the users, so the users can’t add rows.
Hidden	Checkbox	When this option is enabled the defined index field will not be visible to the users of this profile, but will still be entered in the idx file.
Hide ‘Remove’-Button	Checkbox	When this option is being checked, it will hide the Remove-button from the users.
No Duplicates	Checkbox	When this option is being enabled the detected barcodes will be distinct, which means there won’t be any duplicates even though there might have been the same barcode multiple times.
Allow Add Entries	Checkbox	When this option is being enabled the users will be allowed to add entries.
User Validation	Checkbox	When this option is being checked, the index field for which this option has been enabled has to be confirmed by the user by pressing the Enter-key. The exporter will inform the user that there are still fields with unconfirmed values when the export takes place.
(SAP) Prefill Parameter	Checkbox	When enabled KGS Scan will call the function module configured within the SAP configuration in order to prefill the index field.
(optional) mapped SAP Import Parameter	Textbox	In case the given field name differs from the parameter name within the SAP function module you’re able to rename the name which is being sent to the SAP function module by filling out this field. If it is empty, the field name will be sent to the SAP function module.
Modify Barcode (regex) - List	Combobox	None (default): The barcode found on the scanned page will not be modified. Always: The barcode found on the scanned page will always be modified according to the regular expression definition. Before SAP-Prefill: The barcode found on the scanned page will be modified before it is being sent to the SAP function module. After SAP-Prefill: The barcode found on the scanned page will not be modified before it is being sent to the SAP function module, but the returned barcode from the SAP function module will be modified instead.
Modify Barcode (regex) - Textfield	Textbox	Within this textbox, you may enter a regular expression, which modifies the barcode/-s.
Minimum Entries	Combobox	With this option, you may define the minimal number of entries within the barcode table.
Maximal Entries (0 = all)	Combobox	With this option, you may define the maximal number of entries within the barcode table.
Check only at Page N - Checkbox	Checkbox	When enabling this checkbox, KGS Scan will only search at page n per document for barcodes (n = number of the page to look for barcodes). In case the digit configured exceeds the page number, the minimum of index field (empty) will be created.
Check only at Page N - Numeric	Combobox	Within this field, you may define the page on which KGS Scan is looking for barcodes if it is enabled by clicking the Check only at Page N.

Type-specific options for parameter “Date”

Option name	Type	Description
Hidden	Checkbox	When this option is enabled the defined index field will not be visible to the users of this profile, but will still be entered in the idx file.
Read only	Checkbox	When this option is being enabled the index field can’t be edited by the users.
Validate	Checkbox	When this option is being checked, the index field for which this option has been enabled has to be confirmed by the user by pressing the Enter-key. The exporter will inform the user that there are still fields with unconfirmed values when the export takes place.
Date Format - dd.MM.yyyy	Radiobutton	When this option is set, the date in the index field will follow the day.month.year-format. e.g.: 01.0.1.2020
Date Format - yyyyMMdd	Radiobutton	When this option is set, the date in the index field will follow the yearmonthday-format. e.g.: 20200101
Date Format - Custom	Radiobutton	When this option is set, you may specify a date format, which matches your requirements within the text-field right next to it. e.g.: dd.MM.yy HH:mm
Predefined Value - Current Date	Radiobutton	When this option is set, the index field will contain the current date.

Type-specific options for parameter “Value List”

Option name	Type	Description
User Confirmation	Checkbox	When this checkbox is being checked a user confirmation is required when exporting the documents.
Allow Empty Values	Checkbox	When enabling this option, the profile user will be allowed to export the document even if the index field doesn’t have a value.
Default	Checkbox	Marks one value within the value list as the default value.
Value	Textbox	Within this textbox, you may define the value the user may set as an index field.

Type-specific options for parameter “Email List”

Option name	Type	Description
Default	Checkbox	Marks one value within the value list as the default value.
Subject	Textbox	The text you’re entering will be used as the subject of the mail.
Configuration	Button	By clicking on this button you may open the Configure email address-menu, which allows you to set the sender, recipient, and filename of an email.

Subject	Textblock	Show you the subject of the mail.
Email Sender	Textbox	Within this textbox, you can define the sender of the mail.
Email Receiver	Textbox	Within this textbox, you can define the recipient/receiver of the mail.
Filename	Textbox	Within this textbox, you can define the filename.

Type-specific options for parameter “Indexstatus”

Option name	Type	Description
Hidden	Checkbox	When this option is enabled the defined index field will not be visible to the users of this profile, but will still be entered in the idx file.
Read-Only	Checkbox	When this option is being enabled the index field can’t be edited by the users.
Fields were automatically filled	Textbox	Waiting for answer from Matthias. Ticket: https://kgs-software.atlassian.net/jira/software/projects/DEV/boards/37/backlog?selectedIssue=DEV-920
Fields were manually changed	Textbox	Waiting for answer from Matthias. Ticket: https://kgs-software.atlassian.net/jira/software/projects/DEV/boards/37/backlog?selectedIssue=DEV-920

Type-specific options for parameter “Page Count“

Option name	Type	Description
Hidden	Checkbox	When this option is enabled the defined index field will not be visible to the users of this profile, but will still be entered in the idx file.
Read-Only	Checkbox	When this option is being enabled the index field can’t be edited by the users.
Validate	Checkbox	When this option is being checked, the index field for which this option has been enabled has to be confirmed by the user by pressing the Enter-key. The exporter will inform the user that there are still fields with unconfirmed values when the export takes place.

Type-specific options for parameter “Batch Name“

Option name	Type	Description
Hidden	Checkbox	When this option is enabled the defined index field will not be visible to the users of this profile, but will still be entered in the idx file.
Read-Only	Checkbox	When this option is being enabled the index field can’t be edited by the users.
Validate	Checkbox	When this option is being checked, the index field for which this option has been enabled has to be confirmed by the user by pressing the Enter-key. The exporter will inform the user that there are still fields with unconfirmed values when the export takes place.

Type-specific options for parameter “FImporter Forldername”

Option name	Type	Description
Hidden	Checkbox	When this option is enabled the defined index field will not be visible to the users of this profile, but will still be entered in the idx file.
Read only	Checkbox	When this option is being enabled the index field can’t be edited by the users.
Validate	Checkbox	When this option is being checked, the index field for which this option has been enabled has to be confirmed by the user by pressing the Enter-key. The exporter will inform the user that there are still fields with unconfirmed values when the export takes place.
Allow Empty Values	Checkbox	When enabling this option, the profile user will be allowed to export the document even if the index field doesn’t have a value.

Type-specific options for parameter “SAP DocID”

Option name	Type	Description
Hidden	Checkbox	When this option is enabled the defined index field will not be visible to the users of this profile, but will still be entered in the idx file.