Question
how can I write the document size and file type to into index fields in a cloud system, and how can i use it for reporting?
Answer
To achieve this, you need 3 prerequisites
- A new field in the file cabinet with the type “NUMERIC”
A new field in the file cabinet with the type “TEXT” - One Autoindex Workflow
- One data export configuration
Step 1, Creating the fields in the archive
To achieve this, open the web administration and open the file cabinet setting of the desired file cabinet.
In the “Database fields” tab, you can create the desired fields.
Step 2, Creating an Autoindex
Create an auto-index workflow and use “external database” as source in the “Index data” tab.
Select the main table of your file cabinet.
Use DWDOCID as match code
In the Assign Data tab, assign the 2 newly created fields and select the corresponding system fields for indexing
After you have run the Autoindex, you will notice that the index fields have been filled with the file type, which is the extension of the file like PDF or DOCX and the file size given in kilobytes
Please notice, since the file's size is written as kilobytes, that means that 12.368 as seen in the example above, means 0.012 Megabytes.
If the file type is empty and the file size is zero, it means that it is not a document but a data record which has this symbol:
Step 3, Export the Index Data to use it for reporting
Please head over to the web administration and create a new Export Data configuration
You can either use your default result list as export or define your export configuration.
After the export you can import the data in any data software you like, like Microsoft Excel and use it for reporting.
This method enables you to get an overview about what documents, file types and file sizes you have in your cloud system.