Manual indexing is available on Diligence, Acquire, and Prepare projects and must be requested to be enabled for your project.

 

Manual indexing can provide more granular control, but also requires more attention than the default, auto-indexing. Prior to activating manual indexing, be aware of the following attributes of the tool, and whether or not they fit your needs:

 

• This is a fully manual tool. Your index numbering only changes when you change it.
  • Manually changed index numbers do not automatically cascade down the levels of an existing folder structure.
  • It allows gaps in the index structure; when items are deleted or removed there is no automatic re-indexing to fill those gaps.
  • Reordering content within the same folder can put items out of order, for example A.3 before A.1
• Datasite determines what a top level index number/letter should be based on an existing alpha-numeric structure
  • This determination does not occur for child folders/files, which instead receive a number based on the total number of existing items in that folder. For example, if there are 5 items in index A (A.3, A.4, A.5, A.6, A.7), the next item added to index A is labeled A.6 regardless of the existing index format inside A, thus creating a duplicate index number
• Duplicate index numbers are possible. This can cause confusion for Project Admins, Reviewers, and/or Datasite Assist® Experts that are referencing index numbers to complete work on a project
  • Duplicates can be created intentionally as a means to disguise content that is hidden from certain roles
  • Duplicates can be created unintentionally by activating manual indexing prior to moving/duplicating/deleting/adding content, or by adding additional folders when the existing folders already have gaps
    • Example: There are two items in Index B (B.1 & B.3), a newly added folder will default to being B.3
    • Example: Uploading compressed files (zip files) with the compressed folder action as anything other than 'keep as zip', the extracted contents appear with a numbering gap at the top of the uploaded index structure, because the zip file is auto-deleted
• Available for index filerooms only, not Sandbox content
• Analytics:

  • Document Change History: Manually updated index references are not recorded in this report