Indexing - storage.googleapis.com Job Aids... · Indexing is the process that takes pages from an existing batch or recent upload and organizes them into distinct documents that can

ApplicationXtender Web Access – Indexing

ApplicationXtender Web Access Page 1 of 17 Waubonsee Community College Updated: December 6, 2018

Indexing Indexing is the process that takes pages from an existing batch or recent upload and organizes them into distinct documents that can be retrieved later.

For instance, pages from various student transcripts may be uploaded together in one batch. However, those pages would not belong together in a single document. When the batch is indexed, those pages are separated into individual documents with a student X number, so they can later be accessed through Banner.

In this document, you will learn how to:

• Retrieve a Batch

• Index into a Single Document

• Index into Multiple Documents

• Attach Pages to an Existing Document

• Use Index Fields from an Existing Document

• View a Foreign File

Retrieve a Batch

Once a batch has been uploaded, you will need to retrieve it before you are able to index.

1. Make sure the desired application is selected on the left. The selected application will be in bold.

NOTE: If the New Search screen is showing, click Cancel, to show the toolbar icons.

2. Click the File Drawer icon.

Selected Application File Drawer



3. Select MANAGE BATCHES.

4. The available batches for this application will display. Batches that are available for indexing will be in an Idle state.

NOTE: If you do not see your batch, make sure you have the correct application selected.

Batch Name Batch State



5. Locate the desired batch. Click the context menu button for the desired batch and select INDEX.

NOTE: The state for this batch with change to Indexing. This prevents another user from accessing the batch.

6. The batch will open with pages visible. You can click the Next and Previous Page buttons on the toolbar to view each page. You are now ready to index.

Context Menu

Move between pages

Preview Index Fields



Index into a Single Document

There are two options. You can either index an existing batch into a single document or you can upload a new document. Both of these options will create a new document. To add to an existing document, see the Attach Pages to an Existing Document section.

From an Existing Batch 1. A preview of the first page will appear on the left with the index fields in a panel on the right. Fill

in as many fields as possible for a complete index. The required fields have an asterisk.

NOTE: To use fields from an existing document, see the Use Index Fields from an Existing Document section.

Required Fields



2. Click SAVE. This will create a document and the current page will disappear.

a. If there are more pages, the next page will be visible. (go to step 3)

b. If there was only one page, you will be given options to continue. (go to step 5)

NOTE: If you need to change the index fields, click the MODIFY button below the index fields, make your changes and click SAVE. This will change the index for the document you just created.

3. To add all existing pages to this document, click the Attach All Pages button.

4. A dialogue box will appear asking you to confirm. Click OK.

5. The pages in the batch will disappear. Choose one of the options to continue.



Upload a Document 1. Click the File Drawer icon.

NOTE: If the New Search screen is showing, click Cancel, to show the toolbar icons.

2. Select UPLOAD NEW DOCUMENT.

3. Select the Application from the drop-down menu.

4. File: This is the existing file that contains the pages to be uploaded.

a. Click the Choose Files button.

5. Navigate to and select a file from your computer or the network.

6. Click UPLOAD.

File Drawer

Select Application

Selected File



7. The document will open with a preview of the first page visible on the left. You can click the Next and Previous Page buttons on the toolbar to view each page.

8. The index fields appear in a panel on the right. Fill in as many fields as possible for a complete index. The required fields have an asterisk.

9. Click SAVE.

10. This will create a new document with all of the pages attached. You’re finished. Return to the application for more options.

Move between pages

Preview Index Fields

Click to Return



Index into Multiple Documents

This option is for creating a new document. To add to an existing document, see the Attach Pages to an Existing Document section.

1. Retrieve a batch for indexing. (see the Retrieve a Batch section in this document)

2. A preview of the first page will appear on the left with the index fields in a panel on the right. Fill in as many fields as possible for a complete index. The required fields have an asterisk.

3. Click SAVE. This will create a document. The current page will disappear and the next page in the batch will display with the index fields for the current document to the left greyed out.

NOTE: If you need to change the index fields, click the MODIFY button below the index fields, make your changes and click SAVE. This changes the index for the document you just created.

Required Fields



4. If you want to add the next page to the current document, click the Attach Current Page button.

5. To create a new document, click the Create Another Document button. This will clear the index fields.

6. Fill in the index fields for the new document. You may manually enter all of the fields or use fields from an existing document.

a. When using index fields from an existing document, there are two options:

i. Fields from the document you just indexed:

1. Click the Last Modified Indexes button. This will copy the index fields from the previous document.

2. Make changes to the index fields. NOTE: If you try to click Save without changing any of the index fields, you will receive an error because a document already exists with this index. If you want to add a page to an existing document, see the Attach Pages to an Existing Document section.

3. Click SAVE.

ii. Fields from any other existing document:

1. See the Use Index Fields from an Existing Document section.



7. Once the new values have been added to the index, click SAVE. Repeat steps 4 through 7 until all of the pages in the batch have been indexed.

8. When all of the batch pages have been indexed you will see this window. Choose one of the options to continue.



Attach Pages to an Existing Document

It is possible to attach a page from a batch to a document that already exists.

1. Retrieve a batch for indexing. (see the Retrieve a Batch section in this document)

2. Enter information into one or more of the index fields to use as search criteria for a previous document.

3. Click the Select Indexes button.

Possible Search Criteria



4. The Select Index view will open with results that match the fields you entered.

5. Locate the document you would like to copy. You may need to use the arrow buttons in the lower part of the Select Index view to see additional results.

NOTE: You may need to scroll using the horizontal scroll bar on the bottom of the screen to see additional columns of information.

Document Results

Matched Criteria



6. To attach the page to a document either:

a. Option 1: Click the Attach button to the left of the record.

b. Options 2: Click a record to select it. The selected record will be highlighted. Then click the ATTACH button at the bottom of the window.

7. The batch page is now attached to this document. You will be returned to the index view. The next page of the batch will appear with the index fields greyed out. Continue until all of the batch pages are indexed.

1. Click here to attach

2. Click to select, then attach



Use Index Fields from an Existing Document

When filling in index fields, you may use fields from an existing document. This can save you time when most of the fields are the same.

8. Enter information into one or more of the index fields to use as search criteria for a previous document.

9. Click the Select Indexes button.

Possible Search Criteria



10. The Select Index view will open with results that match the fields you entered.

11. Locate the document you would like to copy. You may need to use the arrow buttons in the lower part of the Select Index view to see additional results.

NOTE: You may need to scroll using the horizontal scroll bar on the bottom of the screen to see additional columns of information.

Document Results

Matched Criteria



12. Click a record to select it. The selected record will be highlighted.

NOTE: Be careful not to click the Attach button to the left of the record. This will attach the current page to this existing document.

13. Click the SELECT button. This will return you to the index view and copy the index fields from the selected document.

14. Make changes to the index fields.

15. Click SAVE.

Click here to Select

Do not click here



View a Foreign File

AppXtender Web Access can accept many different file types. However, only pdf files will render properly within the application. All other files, such as a MS Word documents, are considered foreign files and will only partially render. To see the document in the original form, you must download it.

NOTE: Foreign files will only render if you have set the proper Document View setting. See the Getting Started guide for more information.

Rendered View

Original

Click to download

original