UC San Diego SearchMenu

Index Management

Find out how to perform index functions with the Index Management tool in FinancialLink.

Expand all

Obtain access to index copy (INDEXCPY) in IFIS, if you don't already have it.

  • Ask your Departmental Security Administrator (DSA) to set you up with the appropriate Index Prefix(es) using the FINANCIAL: INDEXCPY Authorized Prefixes Facility in AccessLinkTNG.

Create subsequent index.

  1. Access the Index Management tool in FinancialLink.
  2. Click the Create New Sub-index tab on the Index Management screen.
  3. Retrieve the "master" index by entering the existing index in the Original Index Number field. You can either type the partial or full index.
  4. Click Search/Next.
    • If you type the Partial index then you will see a list of available Indexes.  Please pick one index that you would like to use as a “master” index
  5. Enter the new index and title in the New Sub Index and New Sub Index Title fields. Note: The new index must have the same prefix as the master index, but the last 4 digits can be anything you choose.
  6. Enter the effective date and enter the Early Inactivation in the Date fields. Note: If no effective date is entered, the system will use the default date, the Early Inactivation date will be blank, and can be enter or changed later.
  7. Click Add new Index.

Update early inactivation date.

  1. Access the Index Management tool in FinancialLink.
  2. Click the Early Inactivation Date tab on the Index Management screen.
  3. You can search for the index by entering either the FOP or the specific index you want to change.
  4. If you typed the FOP, you can select it from the Result page, either one by one or by clicking the Update All checkbox.
  5. Toward the bottom of the page, enter the New Early Inactivation Date.
  6. Click Update EID.

Update index title.

  1. Access the Index Management tool in FinancialLink.
  2. Click the Update Index Title tab on the Index Management screen.
  3. You can search for the index by entering either the FOP or the specific index you want to change.
  4. If you typed the FOP, you can select it from the list.
  5. Enter the new Index Title in the New Index Title field.
  6. Click Update Index Title.

Request master index.

  1. Access the Index Management tool in FinancialLink.
  2. Click the Request a Master Index tab on the Index Management screen.
  3. Fill in the Prefix, Desired Title in the Master Index Title field, Fund, Organization and Program.
  4. Fill in the reason or other notes in the notes section
  5. Click Email Request.

Inactivate an index.

  1. Access the Index Management tool in FinancialLink.
  2. Click the Inactivate Index tab on the Index Management screen.
  3. Enter either the FOP, the entire index, or the first 3 characters of the index to retrieve a group of indexes.  If the search returns more than 250 records, you will need to enter 4 characters of the index to obtain a listing of less than 250 records.
  4. After running a background check on the indexes that meet your criteria, FinancialLink will return a list of these indexes with colored indicators describing the results of the background checks.
  5. Check the box next to any index with a Green symbol.
  6. Click Submit.
  7. All indexes will be automatically inactivated in IFIS with the current date.

Reactivate an index.

  1. Access the Index Management tool in FinancialLink.
  2. Click the Reactivate Index tab on the Index Management screen.
  3. You can search for the index by either inputting the FOP or enter the specific index you want to change.
  4. If you entered the FOP, select it from the list.
  5. Click Reactivate Index on the new page.

Expand all