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Adding a Document Collection

To add a new document collection,

  1. At the Indexing Options page, click Add Collection in the Tasks list.

  2. Make your selections for the document collection in the right frame on the Add Collection page and click Save. Click a category below for more information:

    General Information
    Indexing Jobs
    Library Group
    Cite Recognition Indexing
    Analysis Indexing

  3. If a collection hasn't been scheduled (i.e., there is no date in the Next Run column), click Schedule in the Next Run column to quickly access the Indexing Server Setup page and the document indexing windows where collections are scheduled. (Document indexing windows set the schedule for automatic incremental updates of a document collection.)
  4. To return to the listing of document collections on the Indexing Options page, click Collections List.

General Information

  1. Choose the server containing the documents you want to index from the Server drop-down list.

  2. Choose the database containing the document collection from the Database drop-down list.

    3. Note: A database selection is not required with SharePoint integration.

  3. If the documents are managed using ProLaw, complete the following steps:

    1. Click the Add Collection button in the right frame. (Or to edit a collection you've already defined, select the collection in the Available Collections list and click Edit Collection.)
    2. In the Document Collection dialog box, type a collection name and fill in any ProLaw criteria you want used to select documents for inclusion in this collection. If you don't indicate any criteria, all documents in the selected database will be included.
    3. Click Save.
  4. If the documents are managed using a DMS, select the document collection you want to index from the Available list.


    5. If the documents are stored using the NT file system, click the Browse button. In the File name text box, enter the server and share (\\server\share\) and go to the folder whose documents you want to index as a collection. Select a document in the folder and click Open.

  5. If you want all subfolders at the location to be indexed as part of this collection, select the Include Documents within Subfolders check box (this option is available for NTFS documents only).
  6. If you want to give the collection a specific name, type the name in the Collection Name text box. This name will be listed on the Indexing Options page. (If you don't indicate a name, the saved search, vetting group, or NTFS path you selected as the source of documents will be used as the collection name, along with the server and database.)
  7. If you want to add a description for the collection, type the description in the Collection Description text box. This description is displayed when you hover over the collection's name on the Indexing Options page.

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Indexing Jobs

  1. If you want this collection to have priority over other collections being indexed at the same time, select the Make Top Priority check box. If multiple collections are marked top priority, then priority is given to the oldest collection, based on the date it was last indexed.
  2. If you want this collection to be completely re-indexed when it is next scheduled for an incremental update, select the Force a Bulk Index check box. This option is useful if you want to fully re-index collections on a staggered schedule.


    Note: This option is available only after you schedule incremental updates and save the collection. It clears automatically after the next incremental update occurs.

  3. If you want to force one or more indexing components to process all documents in the collection the next time an incremental update occurs (instead of just processing the new or modified documents), select the Force check boxes for the appropriate indexing components under At the Next Scheduled Update.


    For example, selecting the Force Cite Recognition Job check box could be useful if you receive a new version of RID and would like to index citation information for the entire collection.

    Note: Selected options clear automatically after the next incremental update occurs.

  4. If you want to prevent the synchronization process from running on this collection, select the Skip Sync Process check box. If you select this option, documents in the collection will not be removed from West km, even if they have been deleted from your organization's file system or are no longer part of the defined document collection. (This option is useful for the Deal Point application.)

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Library Group

If you want this document collection to have a library group different from the library group for the database containing the collection, see Selecting a Library Group for details.

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Cite Recognition Indexing

  1. If you want the cite recognition component to run and index citation information within documents, select the Run RID Indexing check box. (If you clear this selection, only the text of documents, not citation information, will be indexed.)
  2. If you want to index only documents that contain one or more citations, select the Only Index Documents with Citations check box.

  3. Choose a default jurisdiction for this document collection from the Default Jurisdiction drop-down list. You can choose from the following options:

    • None: No default jurisdiction is used. Citations are not linked if they are missing jurisdictional information or contain publications valid in multiple jurisdictions.

    • All: RID performs additional processing to identify citations that contain publications valid in multiple jurisdictions. RID checks the publication in each valid jurisdiction. If only one jurisdiction is identified with high confidence, the citation is linked to that jurisdiction. If more than one jurisdiction (or no jurisdiction) is identified with high confidence, the citation is not linked.

      For example, the publication name PS is valid in Pennsylvania (Pennsylvania statutes, e.g., 20 P.S. s. 908) and Maryland (public safety code, e.g., P.S. s. 3-101). With the All option selected, RID checks the publication in both Pennsylvania and Maryland before determining if and how to link the citation.

    • A state abbreviation: A default jurisdiction is used to identify citations that are missing jurisdictional information or that contain publications valid in multiple jurisdictions. RID can often use the state in which the referenced document was created to uniquely identify citations when a citation is generic or several publications share the same publication name.

      For example, if a document refers to Code section 100, the publication name Code is generic. A state must be specified to identify the statute being referenced. If a document refers to IC sec 100, the publication name IC is used for both Idaho and Indiana statutes. Idaho or Indiana must be specified to identify which statute set is being referenced.

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Analysis Indexing

Note: Documents that are converted to HTML and that are configured to be analyzed are always made available for searching by full text or by DMS and West km field restrictions, even if analysis metadata is not available. For example, metadata might not be available because of partial processing, an error, or an unsupported document type. Note that for these documents, analysis metadata is not searchable or displayed in the result.

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