> For the complete documentation index, see [llms.txt](https://research.docs.laws.africa/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://research.docs.laws.africa/creating-a-work/indexing-a-source-document.md).

# Indexing a source document

{% hint style="info" %}
**What you will be able to do**

* Find a source document, or bring one in
* Choose the right way to create each work: AI suggestion, by hand, or link to an existing work
* Send your indexing for review
  {% endhint %}

**Before you start:** you can read metadata from a gazette (Module 2) and can see the place you are working on in Indigo.

{% hint style="info" %}
A source document is a gazette, or another file, waiting to be indexed: read, and turned into works on Indigo. Indexing means creating or linking every work the document contains, with all its metadata and relationships. A second researcher then reviews it.
{% endhint %}

### Where source documents come from

| Route                          | How it happens                                                                   | What you do                                                                                       |
| ------------------------------ | -------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------- |
| **Automatic**                  | A gazette uploaded to gazettes.africa appears as a source document for its place | Nothing; it is waiting in the Indexing tab                                                        |
| **Fetch from Gazettes.Africa** | The gazette is on gazettes.africa but not in the list                            | Paste its FRBR URI or Gazettes.Africa URL into **Fetch from Gazettes.Africa** and click **Fetch** |
| **Upload**                     | Any other file                                                                   | Under **Upload new files**, click **Choose files**, pick the file and click **Upload**            |

<figure><img src="https://2492809735-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FXAHGti0SNGqCMSdTlLKo%2Fuploads%2F3v5pZHHmVp9rK0wICXlV%2Fsource-documents.png?alt=media&amp;token=dbef6a80-beac-4130-af3b-8298c8d789d7" alt="The Source documents screen with Indexing, Reviewing and Reviewed tabs, a list of files, and the Fetch from Gazettes.Africa and Upload new files options"><figcaption><p>A PLACE'S SOURCE DOCUMENTS SCREEN</p></figcaption></figure>

{% hint style="info" icon="list-ol" %} <mark style="color:$primary;">**1**</mark> **The three tabs.** Indexing, Reviewing and Reviewed show where each document is in the process.

<mark style="color:$primary;">**2**</mark> **Fetch from Gazettes.Africa.** Paste the FRBR URI or Gazettes.Africa URL and click Fetch.

<mark style="color:$primary;">**3**</mark> **Upload new files.** For any other file.
{% endhint %}

The screen has three tabs: **Indexing** (waiting or being indexed), **Reviewing** (sent for review) and **Reviewed** (done).

### Steps

1. Go to the place, open **Source documents**, and open the document from the Indexing tab.
2. Read the **Possible works** panel. Before you start, Indigo uses AI to read the document and suggest the works it contains. This runs on every source document.
3. For each work in the document, choose one of the three buttons in the table below.
4. Whichever route you take, the work form opens beside the source document. Check every field against the document and correct it. The [next lesson](/creating-a-work/the-work-form.md) shows the screen and covers each field.
5. Record everything the document does to other works: see [Linking amendments, repeals and commencements](/creating-a-work/linking-and-dummies.md).
6. When every work in the document is created or linked, click **Finish indexing**. The document moves to the Reviewing tab.

| Button                       | Use it when                                             | What it does                                                                                       |
| ---------------------------- | ------------------------------------------------------- | -------------------------------------------------------------------------------------------------- |
| **Create and link new work** | The AI suggestion matches a work not yet on Indigo      | Creates the work with fields pre-filled from the AI's reading, and links it to the source document |
| **Add new work**             | There is no suggestion, or it is wrong                  | Creates a blank work; you fill in every field                                                      |
| **Link existing work**       | The work already exists on Indigo, including as a dummy | Links the source document to that work; nothing new is created                                     |

{% hint style="warning" %}
**Rule.** AI pre-filling saves typing. It does not replace checking. Every pre-filled field is your responsibility.
{% endhint %}

{% hint style="success" %}
**Tip.** A gazette with no legislation in it is still sent for review: click Finish indexing without creating any works, and record it in the [gazette index](/reading-sources/the-gazette-index.md).
{% endhint %}

### Judgement calls

* **The AI suggests a work that already exists.** Use Link existing work. Creating it again makes a duplicate.
* **The AI misses a work.** Add it with Add new work. The suggestions are a starting point, not a complete list.

### Check yourself

<details>

<summary><strong>A gazette holds three notices; the AI suggests two. What do you do about the third?</strong></summary>

<mark style="color:$primary;">**Answer.**</mark> Create it with Add new work and fill in its fields by hand.

</details>

<details>

<summary><strong>The AI suggests "Water Act, 2010" but a dummy for it already exists. Which button?</strong></summary>

<mark style="color:$primary;">**Answer.**</mark> Link existing work, choosing the dummy, then fill in the remaining fields.

</details>