Index Definitions define the fields that appear when a user indexes or searches for a document. They make documents findable and provide the structured data that drives search results.
To access: Admin tab, Structure section, Index Definitions.
The window has two panels. The left panel lets you select the context you are editing: Global (applies to all documents), a specific Filing Cabinet (applies to all documents in that cabinet), or a specific Section Value (applies only to documents of that type). The right panel shows the index fields for the selected context.
Click Apply Changes to save. The Close button does not save.
Index Limits by Context
Global indexes support up to 10 text, 1 number, and 1 date field. Filing Cabinet indexes support up to 16 text, 2 number, and 2 date fields. Section Value indexes support up to 11 text, 2 number, and 2 date fields.
Index Definition Columns
Each row represents a single index field. The key columns are: Use (tick to enable the field), Name (the label users see), Mandatory (if ticked the user must fill this in before indexing), Default (optional pre-filled value, use TODAY for dates or ORIGINALFILENAME for text), List (attach a dropdown list of values), Limited to List (if ticked restricts users to list values only), RegEx (optional validation pattern), Add Database Index (adds a SQL index to speed up searches on this field), Display Group (controls the order fields appear in the indexing screen, 1 is top, 3 is bottom), and Intelligent Indexing fields for live SQL-powered lookups.