Change Index Information
Use the Change Index Information form to enter or modify index information for a Doc360 document file in the system.
Accessing Change Index Information
- Open Home Center.
- or -
In other Centers, open the entity (bank, broker, customer, or company) to which the document is attached
- On the Views menu, click Documents or My Documents.A list of documents is displayed in the grid.
- In the list of documents, click the Doc Info icon corresponding to the document you want to view.
- In the Document Information form, click Change Index Information.
|
You can also search for the document and then access the document information from the search results. See Doc360 Search for more information. |
Change Index Information Sections
| Field Name | What is this? |
|---|---|
|
File Name |
Enter a meaningful name for the document. The name should identify the document in the system. Do not enter the file extension as part of the file name. The following characters are not valid in a file name: \ / : ? " < > | |
|
Doc. Type |
From the list, select the type of correspondence that best describes the document, based on the document's business applicable. Example If the document file is a scanned image of a vendor invoice, then select Invoice from the list. |
|
Description |
Data defaults from the file name. You can enter a different description. |
|
Index 1 Index 2 |
If your agency utilizes index keywords or numbers as a means to search and retrieve documents, enter an index word or number using your agency-defined indexing method. In the search and retrieval process, the system matches index keyword data either as a prefix or as a sequence within the word. It matches data exactly as the text is entered in the field. To prevent data entry errors, enter data in this field with care. |
|
Security Class |
Enter a Security Class for the document. Be aware that for any classification other than Unrestricted, the recipient of the document must have proper Security Group Authorization in order to process the document. |
|
Distribution Comments |
Enter comments in this text box that are required, or which might be helpful to the recipient. Example You are submitting a vendor invoice to a manager for review and/or approval. You may be required to enter the purchase order number in the comments. |
What's Next?
To learn more about working with documents in AMS360, see Workflow: Work with Doc360 Documents. For general information about the Doc360 document management system, see Doc360 - An Overview.