How to set up a User Defined Index

An index is a database structure that allows you to look up data in a column or columns of a table.

Creating a new user-defined index will allow you to see the data from that field in a column on your Names, Events, or Matters browse. It will also allow you to sort the browse by that field, or sort a report by that field.

Have all other users log out of AbacusLaw. User indexes cannot be created unless you have exclusive access to the database.

1. Navigate to File > Setup > User Indexes.
   
   
   
   
2. Click the Add button at the bottom left of the window.
   
   
   
   
3. Database: this is the database that the index applies to (e.g. if you want to sort by a matter field, select MATTERS).
   
4. Index name: the name that you would like the index to have. Can be up to 10 characters, but only use letters, digits and/or underscores (. For example, LASTFIRST. Usually, the name of the index should be the name of the field you are indexing. For example, if you are indexing on DOB, then the index name should be DOB. IMPORTANT: For extra databases, the index name must exactly match the field name.
   
5. Index Key: Click the Lookup button and highlight the field on which you want to sort and click OK. The Field List window appears. Select whether or not you want to add more fields to the key (Abacus will concatenate them together for you). When you select Yes, The Index Properties window reappears. Be sure any character fields are surrounded by the UPPERfunction—otherwise query optimization cannot occur, and searches will be case sensitive.
   
   
   
   
6. Condition: For experts only! This allows setting other conditions on the index, such as scoping what the index will sort within a particular field.
   
7. Unique: For experts only! When selected, only unique records appear in the index search results. For example, if you index by name and two records have the same name, only the first record will appear.
   
8. Descending: When selected, the index search results appear in descending (reverse) order. This is useful for dates, where the latest items would appear at the top.