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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
You must have security rights to access the Change Index Information form. See the Security Group Setup form for more information about employee security groups.
To access the Change Index Information form using the Document Information icon in any center except Sales or Financial:
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Open the My Documents tab in the User Center, or open the Documents tab in any other center except Sales or Financial.
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Under the column heading Info, click the Document Information icon in the document row. The Document Information form opens. Here you can view current index information, if any, that has already been entered for the document.
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Click the Change Index Information link. The Change Index Information form opens.
To access the Change Index Information form using the Change Index button from any center except Financial, Sales, or User:
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Open the Documents tab in any other center except Sales, Financial, or User.
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Under the column heading Select, check the box next in the document row.
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On the toolbar under the tab, click Change Index. The Change Index Information form opens.
Change Index Information Sections
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Field Name
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What is this?
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File Name
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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: \ / : ? " < > |
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Doc. Type
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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.
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Description
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Data defaults from the file name. You can enter a different description.
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Index 1
Index 2
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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.
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Security Class
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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. See Show Me: Doc360 Authorizing Unprocessed Documents for more information.
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Distribution Comments
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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.
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Document 360 Show Me's
What's Next?
To learn more about working with documents in AMS360, see the topic Workflow: Work with Doc360 Documents. For general information about the Doc360 document management system, see the topic Doc360 - An Overview.