Cabinet and Index Configuration

The Cabinet Settings menu is where the Vaultview document cabinet settings are configured. 

Cabinet Configuration lists all currently configured cabinets and settings. 

Add Cabinet

To Add a new cabinet click the Add button.

Enter the desired Name and Description (optional).

• Group same index values will append documents with matching indexes into single documents. This setting is enabled by default and should only be disabled in specific circumstances.
• Display the first page in the viewer will force the image viewer to always load with the first page displayed. This setting is enabled by default and should only be disabled in specific circumstances.

Click Add when complete. Repeat to add additional cabinets. 

Add Indexes

To add / edit keyword index fields to the cabinet click the Indexes button. 

Note it may not be possible to edit keyword indexes if the Cabinet contains documents. This is intended to prevent data loss.  Some settings may be edited such as default values, increasing max character settings, etc. 

In Index Settings click Add to add a new keyword index field. 

Under Cabinet Index Type select the desired index type.

• Single Line - single line or string is the most common, allows alpha numeric data entry.
• Choice Menu - used to define a predetermined list of options.
• Number - numeric characters only.
• Currency - numeric field with decimal places and currency symbols.
• Date and Time - for consistent date formatting, adds a calendar control and FROM and TO date range search capabilities. 

Index Details will vary based on the Index Type selected.

• Index Name is the database field name and does not allow names which include spaces.
• Display Name is the field name as shown in Vaultview. The display name can and should include spaces.
• Display Order allows for fields to be re-ordered if needed. This is the order of the fields as shown in Cabinet Search and Cabinet Search Results.
• Active is checked by default and typically only used if it is later determined that a specific field is no longer used. In which case this setting can be unchecked and the field hidden from view.
• Max Characters allows for database default field lengths to be adjusted if needed.
• Default Value is optional

Click Save when completed. Then repeat to add additional keyword indexes to the Cabinet. 

Edit Cabinet

To Edit a Cabinet Click the edit button under Cabinet Management. 

Most settings can be changed at anytime. Just make the change and click Save. 

The Group same index values setting can only be changed if there are no documents currently stored in the cabinet.  If you change this setting and click save you will get a warning message if there are documents currently in storage. 

Delete Cabinet

To Delete a Cabinet click the Delete button under Cabinet Management. 

 Click Yes to confirm you want to delete the cabinet. 

To prevent Data loss Vaultview will not allow you to delete a cabinet which contains data. 

Inactive Data

Cabinets with deleted documents will display current volume of inactive data in the Inactive Data Size column. 

Clicking the value under Inactive Data Size will open the Inactive Document Management dialog where documents can be individually permanently deleted or restored. 

The Clear Inactive Data button under the Cabinet Management menu will permanently delete all documents marked as inactive. See below for additional details. 

Permanently Delete / Restore Individual Documents

Find the Cabinet which contains your deleted documents.

Click on the value under Inactive Data Size  to view the list of deleted documents through Inactive Document Management.

In the Inactive Document Management, use the Select Action menu to Permanently Delete or Restore Individual documents.

Permanently Delete All

To Permanently Delete all deleted Documents click the Clear Inactive Data button. 

Click Yes when prompted to confirm permanently deleting all deleted documents.

Note:

• Permanent Delete is not reversible and will remove documents from Vaultview as well as your Total Cabinet Storage and Page Reports.
• Restore will immediately change the document status back to active and it will no longer be hidden from search results.