Our organization is looking to expedite the indexing of frequently stored documents, and documents currently archived in our system. The Autoindex and Intelligent Indexing plugins seem to be the ideal solution. What are the differences between Autoindex and Intelligent Indexing?
Both Autoindex and Intelligent Indexing provide the ability to seamlessly fill index fields with the desired information without having to manually enter the index data. Although both of these solutions offer an ideal method of expediting document indexing, Autoindex and Intelligent Indexing are used and configured in drastically different ways and for different indexing scenarios. Understanding the differences between Autoindex and Intelligent Indexing can better equip you in integrating these solutions into your organization's business processes;
- Configured using internal or external data sources to fill or overwrite document index data based on a unique match code.
- Used when new documents are stored or if index entries of existing documents have changed within the configured File Cabinet.
- Index data is automatically applied based on the Autoindex ruleset and scheduled occurrence of Autoindex Job.
- Does not offer index data suggestions for documents based on previous store procedures. Autoindex will fill or overwrite previous data entries using the configured internal or external data sources.
- Intelligent Indexing is enabled within Document Trays and File Cabinet Dialogs. Learns from and uses metadata of previous store procedures of similar documents to suggest the ideal index entries for a document.
- Can only be used when storing a document within a File Cabinet.
- Does not automatically store documents once index data has been suggested. Users must manually store documents to finalize Intelligent Indexing suggestions.
- Cannot be configured with external data sources. Intelligent Indexing can be trained to return the best possible index data for similar documents.
In conclusion, Autoindex can be used to automatically index new or existing documents within a File Cabinet, while Intelligent Indexing is used during the storing process. If a multitude of documents must be reindexed and are already stored within a File Cabinet, Autoindex would be ideal since it can be used for multiple documents that have already been stored. Intelligent Indexing actively learns and will suggest potential index entries based on the metadata from similar documents which were previously stored in the system, whereas Autoindex fills or overwrites index data based on configured data sources. If your organization continuously stores similar documents with consent index entries within a given file cabinet, Intelligent Indexing can assist users by prefilling these index entries. While both these solutions are used for different indexing scenarios, Autoindex and Intelligent Indexing can be used in conjunction with each other to expedite the indexing process for incoming or existing documents.
KBA is applicable to both Cloud and On-premise Organizations.
