Indexes are an automatic way to group together documents based on a
template that you write. These templates can reference direct document
properties like the label (filename), the MIME type, creation date or
indirect document properties like current workflow state, tags or metadata
values.
Example:
If you have a document type called "Product datasheet" and a metadata type
called "Product year" with an internal name of "product_year" for the year
the product was released, you can group all datasheets by their year
automatically. It would be like creating a cabinet for each year and
putting the document into the corresponding year. The template for such
index would be:
{{ document.metadata_value_of.product_year }}
Every time metadata "Product year" of a document of type "Product
datasheet" is added, deleted, or modified, the index template will be
re-evaluated against the document whose metadata was just modified. The
result of that evaluation will be used to create, update or delete index
entries and place, move or remove the document on those index entries.
If you create 2 new "Product datasheet" documents with metadata values of
"2016" and "2017", two entries in the index will appear named "2016" and
"2017" and each will contain just one document whose metadata value matches
the name of the index entry. If you modify the "Product year" of the
datasheet whose value was "2016" and change it to "2017", the index will
update automatically, will move the datasheet from the entry 2016 to the
entry 2017 and delete the now empty 2016 index entry. Now the index has
just 1 entry, called "2017" with two documents in it. There is no limit to
the number of indexes you can define and there is no limit to the number of
"levels" and index can have. The example here used just one level, the
year, but indexes can have many nested levels. Indexes are also associated
to specific document types that way you can choose which index will react
to which document type changes. A document type can have more than one
index associated with it, this allow a document to be organized or grouped
in different ways. For the datasheet example, in addition to the "Product
year" index and "Product type" or "Product market" indexes can also be
created. The datasheet would appear in a specific year in the year index
and also in a specific market entry in the "Product market" Index.
If Puerto Rico's government permits agency, indexes allow personnel to just
scan documents related to a permit (photos, affidavits, blueprints, forms)
and just enter the metadata for the documents (file number, engineer on
file, city, etc) and Mayan groups the documents together into case files,
all without human intervention. Reducing the amount of work moving
documents around is one of the pillar in Mayan's design and the reason I
don't personally use of recommend Cabinets. They were added due to high
demand but once you go past the 1,000 or 10,000 document mark it is almost
impossible to organize documents by hand.
Indexes turn Mayan from a document management system into a process
automation platform, it's like having an extra employee sorting documents
24-7. Once you start using Indexes you'll see why they are Mayan's "killer"
feature. The Zone OCR crowdfunding campaign (
indiegogo.com/campaigns/zone-ocr-support-for-mayan-edms) aims to automate
things even further by allowing the OCR app to "know" that the text in the
upper quadrant of the page is the "Invoice number" and use that to index
the document without even having to enter the invoice number as a metadata
value.
When you start using Indexes, you also understand SmartLinks. Hope this
introduction give you a starting point.
On Thursday, July 27, 2017 at 9:04:28 PM UTC-4, David Kornahrens wrote:
>
> Roberto & community,
> I'm having issues after using Myan for about a month, understanding the
> indexes and using them correctly.
>
> Can someone point me in the right direction? Possibly step by step
> understanding of what it does and how it should help us.
>
> Thank you,
> David
>
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