Simplify Document Organization with Powerful Indexing

Efficient and effective document indexing is crucial to ensure your document management system runs smoothly and remains organized. KRYSTAL DMS - Enterprise Edition offers a powerful Document Indexing feature that simplifies the process of tagging and classifying documents. This feature makes it easy to store, retrieve, and manage documents based on a clear, customizable, and structured set of meta-data.

With KRYSTAL DMS, administrators can quickly define and manage indexing rules that will help categorize documents, making them easy to search, access, and manage. Whether you are dealing with contracts, invoices, or any other business document, our system ensures your documents are consistently indexed with relevant and meaningful meta-data.

Key Benefits:

• Quick and Simple Meta-data Tagging: KRYSTAL DMS streamlines the indexing process with customizable meta-data fields for every document type, enabling efficient tagging and organization. This makes it easier for your team to find the right documents when they need them.
• Customizable Indexing Definitions: Administrators can define and customize meta-data fields for each document type (e.g., invoices, contracts, purchase orders). This ensures that each document is tagged according to its unique characteristics, making your document repository more organized and searchable.
• Various Meta-data Field Types: With KRYSTAL DMS, you can use multiple types of indexing fields, including:
  • String Fields (e.g., Customer Name, Project Name)
  • Date Fields (e.g., Invoice Date, Purchase Order Date)
  • Number Fields (e.g., Amount, Account Number)
  • Auto Index Fields (fields that are automatically populated based on system data)
  • Pick List Fields (e.g., Product Type, Course Type)
• Ad-hoc Document Tagging: Beyond meta-data, users can add custom tags to documents to further describe them. These tags offer flexibility in categorization, allowing users to apply labels that best suit the document's content, and later search using a tag cloud for quick document retrieval.
• Side-by-Side Document Preview and Meta-data Entry: The user interface allows document preview and meta-data entry on the same screen, making the indexing process more efficient and reducing the need to switch between views.
• Streamlined Search and Retrieval: By indexing documents with structured meta-data, you make it easy to search for and retrieve documents based on key fields. This improves your ability to find the right information quickly and reduces time spent on manual searches.

How It Works:

KRYSTAL DMS simplifies the indexing process with the following steps:

1. Customizable Index Fields

   Administrators can define meta-data fields for different document classes. For example, for an Invoice Document Class, the admin might set up fields like Invoice Number and Customer Name to help index and retrieve invoices. Users will be prompted to enter this information when uploading or checking in documents.

2. Multiple Index Types

   KRYSTAL DMS supports a variety of index types including string fields, date fields, number fields, pick lists, and auto index fields. This enables you to index documents with the specific information that is relevant to your business.

3. Ad-hoc Tagging for Flexibility

   In addition to pre-defined meta-data fields, users can freely apply tags to documents. Tags are customizable labels that help describe a document in more detail. This flexibility allows users to add labels that are meaningful to their workflow and organizational needs.

4. Unified Document View

   With a side-by-side preview of the document and the ability to enter meta-data on the same screen, users can easily add the necessary information to each document, improving the efficiency of document indexing.

5. Searchable Tag Cloud

   Tags are not just for internal categorization; they are also useful for searching. Once documents are tagged, you can use the tag cloud to search for and find all documents that share the same label. This makes it even easier to locate related documents quickly.

FAQs:

Q: What types of index fields can I use for documents?
A: You can use several types of index fields, including string fields, date fields, number fields, pick list fields, and auto index fields, depending on the type of document being indexed.

Q: Can I add custom tags to documents?
A: Yes! KRYSTAL DMS allows users to add custom tags to documents for additional categorization and searchability. Tags are flexible and can be anything you choose.

Q: What is the tag cloud feature?
A: The tag cloud allows users to quickly find and access documents that share the same tags. This makes it easy to search for related documents by simply clicking on a tag.

Q: How do I define the indexing fields for each document type?
A: Administrators can easily define custom indexing fields for each document type. For example, invoices can have fields like Invoice Number and Customer Name, while contracts may have fields like Contract ID and Contract Start Date.

Q: Can I preview documents while indexing them?
A: Yes! KRYSTAL DMS provides a side-by-side preview of the document and its meta-data entry fields, allowing for easy and efficient document indexing.

The Document Indexing feature of KRYSTAL DMS empowers your organization to maintain an organized, searchable, and structured document repository. By allowing for customizable meta-data tagging and ad-hoc document labeling, KRYSTAL DMS ensures that your documents are indexed and easy to retrieve based on relevant criteria. This streamlined process reduces time spent searching for files and enhances overall productivity. With flexible, intuitive indexing and a powerful search system, your documents are always organized and accessible when you need them.