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In order to find and retrieve documents in BDMS, they must be labeled with index values - information that uniquely identifies a document.  This is done after the document is scanned.  The steps below describe how to index documents in Web Access that have been scanned in as part of a batch, or group, of documents.

Step-by-step guide

  1. Login to BDMS Web Access.
  2. From the Application List either:
    1. Select the Batch Index (List) button OR
    2. Right-click on the BDMS application that contains the batch and select Batch List.
  3. On the Application Batch List screen, find the batch that you would like to index and double-click anywhere on the line.
    1. If you don't see the batch, make sure that the application listed in the Current Application box is correct.
  4. The Index view and Document Display view will both appear.  Review the document layout and quality of all the pages that will be indexed.  Use the Previous Page andNext Page buttons to move between pages.
  5. Navigate to the first page that will appear in the document and enter the appropriate information in the Field Values.  Use Auto-indexing and Key Reference as needed and available. 
  6. Once the index values are entered for the first page of the document, select Save.  The page will be removed from the batch and the Index and Document Displayviews will be ready to index the remaining pages in the batch.
    1. If additional pages need to be added to the index that was just entered:




      Attach Current Page 

      Add pages one at a time to the index that is displayed in the Index view. 

      Attach All Pages 

      All all remaining pages in the batch to the index that is displayed in the Index view. 


      Allows the index values on the last document that was indexed to be modified.  IT CONTINUES TO DISPLAY THE NEXT PAGE IN THE BATCH EVEN THOUGH THE INDEX VALUES DO NOT APPLY TO IT.  Do not use this button to try to create new index values for documents and pages that have not yet been indexed. 

    2. If a new index should be started, use the New button to clear the index fields and start a new document index. 
  7. To discontinue indexing a batch before completing all the pages, use the Application List button to return to the main menu.  This will close the batch.  
  8. When all pages of the batch have been indexed, the batch will be automatically deleted.  A window labeled All Document Pages Have Been Indexed will appear and provide options on how to continue.

For questions or comments, contact the Computer Services Help Desk