Difference between revisions of "Indexing Multiple and Single File Fields"

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The '''[[Custom Field Type: Link – Multiple Files|Link Multiple File Field]]''' and the '''[[Custom Field Type: Link – Single File|Link Single File Field]]''' both support a file index feature. Using this feature provides the ability to search documents attached to the field (subject to the [[User|user]] having permission to access the field).
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The Custom Field Type: '''Upload - Multiple Files Storage''' supports the file index feature. Using this feature provides the ability to search documents attached to the field (subject to the [[User|user]] having permission to access the field).
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==File Types Supported==
 
==File Types Supported==
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* When you add a document to this file you must make sure that the document can be indexed for searching. The following types of documents are supported: Microsoft Word and Excel, Adobe PDF, HTML and RTF files.
 
* When you add a document to this file you must make sure that the document can be indexed for searching. The following types of documents are supported: Microsoft Word and Excel, Adobe PDF, HTML and RTF files.
  
 
==Ensuring that PDF Files are searchable==
 
==Ensuring that PDF Files are searchable==
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* If using PDF you must ensure that the files are text-searchable. You can test for this functionality by opening the file with Adobe Acrobat Reader and ensuring that the '''Select Text''' tool can be used to select text from the file.
 
* If using PDF you must ensure that the files are text-searchable. You can test for this functionality by opening the file with Adobe Acrobat Reader and ensuring that the '''Select Text''' tool can be used to select text from the file.
  
 
==Indexing after uploading==
 
==Indexing after uploading==
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<pre style="white-space: pre-wrap;
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<pre style="white-space: -o-pre-wrap; word-wrap: break-word;">The indexing function takes place when the file is first uploaded, so if you decide to index a field after files have been uploaded you must re-index the field.</pre>
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word-wrap: break-word;">The indexing function takes place when the file is first uploaded, so if you decide to index a field after files have been uploaded you must re-index the field.</pre>
 
  
 
Use the following steps to index the field:
 
Use the following steps to index the field:
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1. Locate and edit the [[Custom Field]].
 
  
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2. Click the '''File Index''' check box.
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1. Locate and edit the desired '''Upload - Multiple Files Storage''' Custom Field.
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2. Click the '''File Index''' toggle under '''File Options'''.
  
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:[[Image:FileIndexSetting.jpg|link=|300px]]
 
 
3. Click the '''Save''' button.
 
3. Click the '''Save''' button.
  
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4. Click the '''File Index''' tab.
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4. Click the '''File Index''' button in the action bar.
  
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5. Click the option button '''Re-index all files in this field now!'''
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5. Click '''Re-index all files in this field now!'''
  
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:[[Image:Reindex.jpg|link=|300px]]
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6. Click '''Save'''.
  
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6. Click the '''Save''' button.
 
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==Disabling a File Index==
 
==Disabling a File Index==
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If you wish to disable the '''File Index''' function and no longer make attached files searchable use the following steps:
 
If you wish to disable the '''File Index''' function and no longer make attached files searchable use the following steps:
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1. Locate and edit the [[Custom Field]].
 
  
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2. De-select the '''File Index''' check box.
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1. Locate and edit the desired '''Upload - Multiple Files Storage''' Custom Field.
  
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3. Click the '''Save''' button.
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2. Click the '''File Index''' button in the action bar.
  
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4. Click the '''File Index''' tab.
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2. Select '''Remove index from all files in this field now!'''.
  
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5. Click the option button '''Remove index from all files in this field now!'''
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3. Click '''Save'''.
  
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:[[Image:Removefromindex.jpg|link=|300px]]
 
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6. Click the '''Save''' button.
 
  
 
==See Also==
 
==See Also==

Latest revision as of 09:21, 30 May 2019

The Custom Field Type: Upload - Multiple Files Storage supports the file index feature. Using this feature provides the ability to search documents attached to the field (subject to the user having permission to access the field).

File Types Supported

  • When you add a document to this file you must make sure that the document can be indexed for searching. The following types of documents are supported: Microsoft Word and Excel, Adobe PDF, HTML and RTF files.

Ensuring that PDF Files are searchable

  • If using PDF you must ensure that the files are text-searchable. You can test for this functionality by opening the file with Adobe Acrobat Reader and ensuring that the Select Text tool can be used to select text from the file.

Indexing after uploading

The indexing function takes place when the file is first uploaded, so if you decide to index a field after files have been uploaded you must re-index the field.

Use the following steps to index the field:

1. Locate and edit the desired Upload - Multiple Files Storage Custom Field.

2. Click the File Index toggle under File Options.

3. Click the Save button.

4. Click the File Index button in the action bar.

5. Click Re-index all files in this field now!

6. Click Save.

Disabling a File Index

If you wish to disable the File Index function and no longer make attached files searchable use the following steps:

1. Locate and edit the desired Upload - Multiple Files Storage Custom Field.

2. Click the File Index button in the action bar.

2. Select Remove index from all files in this field now!.

3. Click Save.


See Also

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