The Linked File Index Status dialog box allows you to track your case index status for files that were successfully indexed and those that were not indexed.
| • | The Indexed tab provides you with the number and a list of each document that was successfully indexed, to include whether OCR processing is needed. |
| • | The Not Indexed tab provides you with the number and a list of each file that failed during indexing, to include the applicable reason code for not being indexed. |
You can try to re-index files that were unsuccessful and then refresh the list to see if it was later indexed. You can also save a report of all indexed or non-indexed files for reference purposes.
CaseMap indexing considerations:
| • | CaseMap does not index some media files (.mpg. .wmv, .avi). These files types will display in the Not Index tab of the Linked File Index Status dialog box. |
| • | Media files that can be indexed but are corrupt or otherwise encounter an error during the OCR process will display in the Failed tab of Linked File OCR Status dialog box. |
| • | CaseMap does not index links to document management systems like Concordance or TextMap. |
| • | CaseMap does not index URLs (including linked files to Concordance EV). |
| • | CaseMap does index file paths with more than 260 characters or that contain invalid characters. |
| • | CaseMap cannot index files locked as read-only. |
| • | CaseMap cannot index files or files saved in folders that contain insufficient permissions. |
| • | CaseMap cannot index encrypted PDFs. |
| • | CaseMap cannot index corrupt files or non-exist local files. |
| 1. | On the Case Tools ribbon, click Case Index. |
| 2. | On the submenu, click Linked File Index Status. |
| 3. | In the Linked Filed Index Status dialog box, click the Indexed tab to view a list of all documents that were successfully added to the case index. |
You can sort the Linked File list in ascending (default) or descending order.
Linked files display an icon depicting its file type and the number of pages per file.
| 4. | Click the Not Indexed tab to view all documents that did not index properly. |
The Reason column provides a description for why the document was not indexed.
You can sort the Linked files that have not been index and Reason columns in ascending (default) or descending order. You can also resize the columns within the tab.
CaseMap does not support indexing linked files that are URLs to a website or to a document management system.
| 5. | To try indexing a file again, select the file displaying in the Not Indexed tab and then click the Retry button. |
| 6. | In the message box, click OK. |
| 7. | Click the Refresh button to ensure that the most current information displays on each tab once indexing is complete. |
| 8. | Click Close when you are finished. |
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| 1. | On the Case Tools ribbon, click Case Index. |
| 2. | On the submenu, click Linked File Index Status. |
| 3. | In the Linked Filed Index Status dialog box, click the tab for which you want to save the data: Indexed or Not Indexed. |
| 4. | Click the arrow on the Report button and then click Save Standard Report or Save Debug Report.. |
| 5. | In the Save Report dialog box, navigate to the folder where you want to store the report. |
The file is saved as a .csv file in the folder you selected.
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When you click on the Report button, there is an option for Save Debug Report. This report option is for CaseMap Technical Support to use in resolving issues with a file that did not index properly.
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