This section helps elDoc administrators configure custom indexing fields and metadata profiles within the File Management Module, enabling precise file organization and advanced filtering for faster, more efficient document retrieval.

To begin, make sure you have "Read and Write" rights (for more information, please refer to the Matrix of Access Control and Roles), then navigate to the File Management Module and click the Indexing settings icon in the top-right corner. 

Key Terms You Should Know

Indexing Fields are custom metadata types such as Text, Date-Time, Number, Check Mark, Value List used to help to categorize files. They allow users to tag files with relevant information, improving organization and enabling powerful filter capabilities.

Indexing Profiles are groups of predefined indexing fields that can be assigned to specific folders or file types. This ensures consistent metadata usage across similar sets of files and simplifies metadata application.

To set up:

  1. Create Indexing Fields that reflect the data you want to track (e.g., Date Time for Expiration Date, Value List for Payment Currency).

  2. Group them into an Indexing Profile by naming the Profile and selecting the relevant Indexing Fields.

  3. Assign the Indexing Profile to folders: In the File Management Module, right-click a folder, open its Details, and assign the Indexing Profile. Preview the assigned Indexing Fields and click Save.

Once assigned, the folder displays the selected Indexing Fields at the top, allowing users to enter specific metadata. This enables advanced filtering and faster file retrieval based on indexed values.

Watch this brief tutorial for a quick overview on configuring Indexing Fields and setting up Indexing Profiles:


AI Indexing

elDoc also supports AI Indexing (ensure your subscription includes AI features). When AI Indexing is enabled, elDoc can automatically extract data and fields directly from your documents.

To run AI Indexing, you can either:

  • Select all files and click Indexing (make sure the fields to be extracted have been predefined), or

  • Select a specific file and click Indexing.

Once triggered, elDoc will automatically capture the required data from the documents. This works even if the document is a scan or a photo, elDoc uses OCR and Computer Vision and LLM to recognize and extract the defined fields.