Planning How to Set Up Link Search

There are three common situations where you might want to set up links to create parallel metadata, instead of only using the standard WebDocs search keys. Read through these three situations to determine if you need to set up links and, if you do, keep in mind which of the three situations you need as you continue to set up links:

1. You are including multiple values in the same search key and want to maximize searches for each of those values.
   
   For example: If search-key 1 is product numberbut an invoice can include many items, you may want to include all the product numbers for an invoice in this search key and separate them with a delimiter, such as a semicolon (;).
   
   In the following example, WebDocs automatically creates a link for each of the individual values, and users can search directly forA1,B3, orC7:
   
   

   	Metadata	Document Type	Title	Key 1: Product Number	Key 2: Invoice Number	And so on...
   Document search finds:	Standard search keys	AP	Invoice	A1;B3;C7	1234	...
   Link search finds:	Link 1	AP	Invoice	A1	1234	...
   	Link 2	AP	Invoice	B3	1234	...
   	Link 3	AP	Invoice	C7	1234	...

2. You have related documents, and you want to search for a key in one document and find all the related documents.
   
   For example: Your invoices and bills of lading have some search-key values in common, such as invoice number. However, the invoices have some information that the bills of lading don't, such asoriginal dateoramount, and the bills of lading have some information that the invoices don't, such asname. You want to be able to search for any of these keys and get both the invoice and the bill of lading.
   
   In the following example, a post-check-in exit program finds the related documents and creates links that cross-reference the related documents' search keys. That way, when a user searches on any search-key value, the link search returns all the related documents:
   
   

   	Metadata for Invoice	Document Type	Title	Key 1: Invoice Number	Key 2: Date	Key 3: Name	Key 4: Amount
   Document search finds:	Standard search keys	AP	Invoice	1234	10/5/2012		$120.00
   Link search finds:	Duplicate Link of Standard search keys	AP	Invoice	1234	10/5/2012		$120.00
   	Reciprocal Link to Bill of Lading	AP	BOL	1234		Amanda Smith

   
   
   

   	Metadata for Bill of Lading	Document Type	Title	Key 1: Invoice Number	Key 2: Date	Key 3: Name	Key 4: Amount
   Document search finds:	Standard search keys	AP	BOL	1234		Amanda Smith
   Link search finds:	Duplicate Link of Standard search keys	AP	BOL	1234		Amanda Smith
   	Reciprocal Link to Invoice	AP	Invoice	1234	10/5/2012		$120.00

3. You want to reference the same document in multiple ways for enhanced searching.
   
   For example: For invoices, you use one customer name and number internally and another name and number externally. You want to be able to search of both the internal and external values and find the same invoice.
   
   In the following example, a post-check-in exit program looks up the external references based on the internal references and creates a link. That way, when a user searches either the internal or external value, the search returns the document:
   
   

   	Metadata	Document Type	Title	Key 1: Customer Name	Key 2: Customer Number	And so on...
   Document search finds:	Standard search keys	AP	Invoice	TRS	1234	...
   Link search finds:	Link of Internal References - Duplicates standard search keys	AP	Invoice	TRS	1234	...
   	Link of External References	AP	Invoice	Tasty Restaurant Supply	5-678	...

If you have decided that you do need to create links, continue to Setting Up Link Search.

 

Copyright © HelpSystems, LLC.
All trademarks and registered trademarks are the property of their respective owners.
4.0 | 201802260747 | February, 2018