Setting 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 lets you see the data from that field in a column on your Names, Events, or Matters browse. It also lets you sort the browse by that field or sort a report by that field.

Follow these steps to set up a user-defined index.

1. Have all other users log out of AbacusLaw by CARET. User indexes cannot be created unless you have exclusive access to the database.
   
   
2. Select File > Setup > User Indexes.
   
   
3. The User-defined Indexes window opens. Click Add.
   
   
   
4. The Index Properties window opens. For Database, select the database that the index applies to. For example, if you want to sort by a matter field, select MATTERS.
   
   
   
5. For Index name, enter the name that you would like the index to have. The name 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.
   
   
6. For Index Key, click the Lookup button. The Fields window opens. Highlight the field on which you want to sort and click Done. The Field list window appears. Select whether or not you want to add more fields to the key (AbacusLaw by CARET will concatenate them together for you). When you select Yes, the Fields window reappears. Be sure any character fields are surrounded by the UPPERfunction—otherwise query optimization cannot occur, and searches will be case sensitive.
   
   
7. (For experts only!) Condition allows setting other conditions on the index, such as scoping what the index will sort within a particular field.
   
   
8. (For experts only!) When Unique is 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.
   
   
9. When Descending is selected, the index search results appear in descending (reverse) order. This is useful for dates, where the latest items would appear at the top.
   
   
10. Click Done to save your changes.