Automatic indexing (Admin)

Automatic indexing in netfiles allows you to automatically assign index numbers to folders and files in the netfiles data room.

Switch on automatic indexing

Administrators can activate “Automatic indexing” in the data room settings by clicking on the cogwheel symbol next to the data room name and then under the “Indexing” item.

Set up a new data room and use indexing

To create an index in the data room and for further examples, please read Use index. By activating “Automatic indexing”, new folders or documents that you create in the Documents area are assigned an index. The assignment of indexes is based on the upload date. For alphanumeric sorting by file name, upload the files as a packed archive.

Automatically distribute uploaded documents with index

The “Automatically sort documents that already have an index point before uploading into the index” function allows you to upload files that have already been indexed and have them automatically sorted into the correct folder. Example: The file “1.7.2.1 Tenancy agreement Mustermann AG Building 1 12.07.2010” is stored in the folder with the index 1.7.2. If a file with the same name exists, a new version of the old file is created. If the file name differs at the index point, the next free index is searched for and used.

Distribute documents automatically

Upload the documents directly via drag & drop.

• Prepare several files locally and provide them with an index in the file name
• Drag these files to any location in the data room

• If the folders exist according to the indices of the files in the data room, the files are sorted into the corresponding folder
• If this folder exists, but there is already a file with this index, the next free index is selected

Pack the indexed files into a zip archive

• Prepare several files locally and provide them with an index in the file name
• Place the files in a folder, select all of them and pack them with (Windows) “Right-click > Send to > Zip-compressed folder” Mac “Right-click > Compress”

• Upload the resulting zip file to netfiles, e.g. via drag & drop
• The files are distributed in the data room according to the rules described above
• Please note that the behavior is different depending on whether the files are directly in the archive or packed in a subfolder. For this example, the files are packed directly.

Freeze index

If the “Freeze index” option is activated in the data room settings, the contents of the data room with an index can no longer be changed. Folders and files that were created without automatic indexing can still be changed.

Index sorting

If you subsequently assign an index number to a folder by ticking the desired folder and clicking on “Properties” at the bottom right and unchecking “No index” in the following dialog and entering a number under “Index”, you can specify the order in which the subfolders and documents in this folder are assigned an index number. The following options are available:

• Sort objects by alphabet, for subsequently created index
• Sort objects by creation date, for subsequently created index