In DocuPhase, an Index is similar to a label found on a traditional paper file folder’s tab. Index fields stored on DocuPhase database records are used to describe each document of images or media files that are linked to these records.
Index fields contain values that are used in search criteria to locate documents, describe a documents type and status as well as other information that are used by all products in the DocuPhase Platform.
Index fields in the DocuPhase database may be entered (i.e., indexed), viewed and edited by users and automation with the appropriate permissions.
For example, in the Human Resources Application example, paper documents are stored and retrieved in folders according to ‘Employee Name’. ‘Employee Name’ is therefore an example of an Index; Social-Security Number (SSN) is another example of an index. Indexes help to identify and describe documents.
The storage and retrieval of Documents within DocuPhase relies on Indexes, much the same way as traditional cabinets and folders of paper documents rely on proper labels.