{"id":21799,"date":"2022-04-11T13:52:10","date_gmt":"2022-04-11T11:52:10","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-doc-office-manager\/user-guide\/using-advanced-indexing\/"},"modified":"2026-05-13T09:37:55","modified_gmt":"2026-05-13T07:37:55","slug":"using-advanced-indexing","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-doc-office-manager\/user-guide\/using-advanced-indexing\/","title":{"rendered":"Using Advanced Indexing"},"content":{"rendered":"\n<p><br\/>Open Bee\u2122 Doc Office Manager allows advanced indexing when archiving documents.<\/p>\n\n<p> <strong> 1.<\/strong> From the &#8221; <strong>Ranking Rule <\/strong>&#8221; drop-down menu, choose one of the ranking rules from your Open Bee\u2122 Portal.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/190414910.png\" alt=\"\"\/><\/figure>\n\n<p> <strong> 2.<\/strong> Once you have selected your filing rule, choose the &#8221; <strong>Document Type <\/strong>&#8221; from the drop-down menu:<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/190414909.png\" alt=\"\"\/><\/figure>\n\n<p><strong>3.<\/strong> By default, in &#8221; <strong>Document Date <\/strong>&#8221; the current date will be displayed.<br\/><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/190414908.png\" width=\"500\"\/><\/p>\n\n<p>You can change it by clicking on the calendar tab and then select the desired date from the calendar that appears:<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/190414907.png\" alt=\"\"\/><\/figure>\n\n<p> <strong> 4.<\/strong> If you wish to leave a comment on the document, write it in the &#8221; <strong>Comment<\/strong> &#8221; section<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/190414906.png\" alt=\"\"\/><\/figure>\n\n<p>At the bottom of the window you will be able to see:<\/p>\n\n<ul class=\"wp-block-list\"><li>The path or your document will be categorized in Open Bee\u2122 Portal.<\/li><li>The name of your document which will be automatically renamed at the time of archiving.<\/li><\/ul>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\"><p>If you do not want your document to be automatically renamed when choosing a filing rule, change the settings directly in your Open Bee\u2122 Portal interface in the &#8220;<strong>Filing Rules <\/strong><strong>Administration<\/strong>&gt;&#8221; section. Choose the ranking rule you want to edit by clicking on it.<br\/>On your right, in the &#8221; <strong>Edit ranking rule <\/strong>&#8221; column, uncheck the box to stop the automatic ranking rule.<br\/>Your documents will no longer be automatically renamed for the filing rule you selected.<\/p><\/blockquote>\n\n<p><strong>5.<\/strong> Click on the &#8221; <strong>file&#8221;<\/strong> tab to classify your document.<\/p>\n\n<p><strong>  6.<\/strong>  A tooltip will appear at the bottom of your screen in the taskbar to inform you of the result of your operation.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/190414905.png\" alt=\"\"\/><\/figure>\n\n<p>Your document is then successfully archived in your Open Bee\u2122 Portal.<\/p>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\"><p>When checking in a document, Open Bee\u2122 Doc Office Manager communicates with Open Bee\u2122 Portal , which in turn sends it back the list of document types it can process, with their associated indexes.<\/p><p>If you want to use advanced indexing, Open Bee\u2122 Doc Office Manager will display the list of rules. When you select the rule you want, a form appears with a list of indexes associated with that rule. These indexes will be associated with the document and will be used when searching for documents in Open Bee\u2122 Portal.<\/p><p>You can find these indexes in the document properties in your Open Bee\u2122 Portal interface<\/p><\/blockquote>\n\n<p>If you do not want to do advanced indexing, your document will be saved with the type &#8216;Default&#8217; as explained in the section: using the &#8221; <strong>Classification in<\/strong> <strong>Open Bee\u2122 Portal<\/strong> &#8221; window.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Open Bee\u2122 Doc Office Manager allows advanced indexing when archiving documents. 1. From the &#8221; Ranking Rule &#8221; drop-down menu, choose one of the ranking rules from your Open Bee\u2122 Portal. 2. Once you have selected your filing rule, choose the &#8221; Document Type &#8221; from the drop-down menu: 3. By default, in &#8221; Document [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":21766,"menu_order":1,"comment_status":"closed","ping_status":"closed","template":"templates\/ob-help-products.php","meta":{"footnotes":""},"class_list":["post-21799","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21799","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=21799"}],"version-history":[{"count":1,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21799\/revisions"}],"predecessor-version":[{"id":21800,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21799\/revisions\/21800"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21766"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=21799"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}