Views:
Question:
How can I check a file cabinet for duplicates using Autoindex?
 
Answer:

Preparations
  1. Create a new text field, for example "Status", which will be used to track which of the following three states any document is in: 
    New – Document has not been processed by the duplicate check yet. 
    Original – Document has been processed and no other matching document was found. 
    (possible) Duplicate – Document has been processed and at least one other matching document was found. 

     
  2. Designate one "marker text" which will be written to the index field created in step 1 for each of the three statuses. In this example, the following texts will be used: 
    New → NEW 
    Original → ORIGINAL 
    (possible) Duplicate → DUPLICATE 

     
  3. Determine if only new documents should be run through this duplicate check or whether edited documents which are pushed back into the "New" state should be processed as well. 
File Cabinet Event
 
  1. As trigger condition, use "for new documents" and/or "if index entries of existing documents have changed", depending on the use case. This example will assume that both check marks are set. 
    Machine generated alternative text:<br>File Event <br>Run <br>File Cabinet Event <br>for new documents <br>Scheduled <br>if index entries of existing documents have changed

     
  2. Filter the trigger condition to only documents in the "New" state. If you use the trigger condition "if index entries of existing documents have changed", also specify the filter "Has changed" for the index field. 
    Machine generated alternative text:<br>Modiß' only documents and index entries which match the folbwing rules <br>No rules are defined yet. + Create a new rule <br>Before the change <br>After the change <br>Status <br>Status <br>Equals <br>Has changed <br>NEW

     
  3.  As external data source, use the file cabinet's database. Additionally, filter the external data source so it only includes documents in the "Original" state. 
    Machine generated alternative text:<br>Source <br>Index wth <br>external data <br>text file <br>file cabinet data <br>fixed index ent <br>Configure data sourc <br>Configure data source <br>File Cabinet Invoices <br>User "dwadmin" is used to access the file cabinet. <br>Fitter <br>Status <br>Is equal <br>ORIGINAL <br>Cancel <br>-

     
  4.  As matchcode, use all index fields which, when combined together, identify a document uniquely (in this example: Invoice Type, Company, Billing Date and Invoice Number). Additionally, add the relation "Doc ID is not equal Doc ID" to the matchcode to prevent documents from being matched with themselves. 
    Machine generated alternative text:<br>Matching field <br>Invoices File Cabinet <br>Invoice Type <br>Company <br>Biling Date <br>Invoice Number <br>DOC ID <br>is equal <br>is equal <br>is equal <br>is equal <br>is not equal <br>Source <br>Invoice Type <br>Company <br>BWIng Date <br>Invoice Number <br>DOC ID

     
  5.  Ensure that the iterator is set to "Use first data record for indexing". 
    Machine generated alternative text:<br>Mutt* matches <br>If multiple matching data records found in the source for a document <br>• Use first data record for indexing <br>O <br>Use all data records for indexing <br>O <br>Do not change documents or data records

     
  6.  If a document has no matches in the external data source, it is not a duplicate and will have its state set to "Original". 
    No matches <br>If no matching data records found in the source for a document <br>O <br>Do not change indexing for document <br>• Change indexing for document <br>Invoices fields <br>Status <br>Fill With <br>Fixed Entry <br>Value <br>ORIGINAL <br>Overwrite <br>Delete Inde...

     
  7.  If a document has matches, it is a duplicate and will have its state set to "(possible) Duplicate". 
    Assign Data <br>Add index data to documents in DocuWare <br>Invoices fields <br>Status <br>Fill With <br>Fixed Entry <br>Value <br>DUPLICATE <br>Overwrite <br>Also if empty

Scheduled

  1.  Filter the trigger condition to only documents in the "New" state. 
    File Cabinet Event <br>File Event <br>Scheduled <br>Summary <br>Schedule <br>Every <br>Start at <br>End at <br>Fitter <br>Repeats every day from 00:00 to 00:00 every 1 hour(s) <br>Hourb' <br>Every day <br>hour(s) <br>01/01/2021 oo:oo <br>oo:oo <br>Modiß' only documents and index entries which match the folbwing rules <br>Status <br>Is equal <br>NEW

     
  2.  Follow steps 3 through 7 for the file cabinet event version of this Autoindex configuration 

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