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Adding or Editing a Document Collection

Adding a Document Collection

To add a new document collection,

  1. At the Manage Collections page, click New Collection.

  2. Make your selections for the document collection and click Save. Click a category below for more information:

    General Information
    Indexing Jobs
    Library Group
    Cite Recognition Indexing
    Analysis Indexing

  3. If a document scheduling window and a document indexing window are open, within five minutes the collection is scheduled and a Next Run date appears in the Scheduling column.

    If a collection hasn't been scheduled (i.e., no Next Run date appears in the Scheduling column), click Indexing Server Setup in the left frame to access the Indexing Server Setup page and the indexing service windows where collections are scheduled. (Indexing service windows set the schedule for automatic incremental updates of a document collection.)

Editing a Document Collection

To edit a single document collection, click the collection name on the Manage Collections page. Then edit the values and click Save. If you cannot click in a text box or select a value, the field cannot be edited.

Changes will be processed during the next indexing of the collection.

To edit the indexing job options for multiple collections at once, select the check boxes to the left of each collection that you want to edit on the Manage Collections page. Then click the Actions list and select the indexing job option that you want to apply.

To remove an indexing job option for a single collection, in the Scheduling column, click the X next to the Forced Jobs option that you want to remove.

General Information

  1. From the Server list, select the server or location containing the DMS documents you want to index.

  2. From the Library list, select the library or database containing the document collection.

    3. Note: A library 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 document management system, select the document collection you want to index from the list box.
  5. If the documents are stored using the NT file system, in the Location box, enter the path to the folder whose documents you want to index as a collection. Enter the server and share using a UNC path (\\server\share\)—not a mapped drive. You can either type the path or navigate to the folder in the list box below.
  6. 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).
  7. To customize the collection name, in the Collection Name box, type the name you want. This name will be listed on the Manage Collections page. (If you don't indicate a name, the NTFS path you selected as the source of documents will be used as the collection name, along with the server and library.)
  8. To add a description for the collection, in the Collection Description box, type the description you want. This description is displayed when you hover over the collection's name on the Manage Collections page.

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Indexing Jobs

  1. To give this collection 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. To completely re-index this collection the next time an incremental update occurs, 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 clears automatically after the bulk indexing occurs.

  3. 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.


    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. To prevent the synchronization process from running on the 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.

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Library Group

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

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Cite Recognition Indexing

If none of the following options are selected AND none of the Analysis Indexing options are selected, documents in the collection appear in both Litigation and Transactions. This is also true if all of the options AND all of the Analysis Indexing options are selected.

  1. To run the cite recognition component and index the 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. To index only documents that contain one or more citations, select the Only Index Documents with Citations check box.

  3. In the Default Jurisdiction list, select a default jurisdiction for this document collection. You can select 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

If none of the following options are selected AND none of the Cite Recognition Indexing options are selected, documents in the collection appear in both Litigation and Transactions. This is also true if all of the options AND all of the Cite Recognition Indexing options are selected.

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 nor displayed in the result.

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