Step 2. SharePoint setup: Create and configure index fields

After selecting one of the available SharePoint lists found on your SharePoint site and selecting the Document Type, the SharePoint columns will be displayed.

The Column Type will be shown and the Required checkbox will be checked if the column is required by your SharePoint List.

By default the Create Index checkbox will be checked for all column types that may be populated by the automatically created and configured index fields. If you do not want to populate a specific column or if you do not require a new Index field to populate a specific column, then uncheck the Create Index checkbox.  If you want to create an index field for a SharePoint column that is not checked, check the Create Index check box and then click Edit to configure the index field. You will have the opportunity later to specify the data that is to be stored in a column.

As an example of when to uncheck the Create Index check box imagine that the SharePoint column Full Name is to contain a persons name in the form ‘last name, first name’. Two existing index fields, ‘First Name’ and ‘Last Name’, will be used to populate this column.  The mapping of these two index fields will be done later, for now uncheck the Create Index checkbox for the Full Name column as an index field ‘Full Name’ is not needed.

An ‘Input Format’ will be recommended for each new index field based on the data requirements of the SharePoint column. You should not need to change the recommended format unless you need to further restrict the data range or data type.

A ‘Default Value’ will be shown if a default value has been specified in SharePoint for the column. You may change an existing value or add a default value if a value is not shown by selecting the drop down control.  A list of default predefined values, including any defined bar code, OCR or mark detection zones will be displayed. If you want a more complex default value then select Edit. You will be able to define the default value using one or more predefined tags or fixed strings.

 

The Status column will indicate '!' if there are any issues in creating an index field. Selecting a row containing the 'i' indication will display a status message in the area below the Edit button. This symbol indicates that an index field will not be created for this SharePoint column. In most cases this is because the column type may not be automatically created by the application. For example, the column type ‘calculated’ requires references to other SharePoint column that are not known by the application. You may choose to create an index field for this column by checking the Create Index check box.

Selecting a row containing the indication '!' will display a status message in the area below the Edit button. The status message will describe the problem and how it may be resolved. This symbol indicates that there is a problem creating the index field that must be resolved before continuing. You can uncheck the Create Index check box if the index field is not needed.    

To add or edit other index field parameters such as ‘Output format’, ‘Substitute Characters’ and ‘List’ (for drop down index fields) select the row for the appropriate index field and select the Edit button.