Documents Online

PUBLIC SECTOR
DOCUMENTS ONLINE
DOCUMENTS ONLINE
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Copyright © 2009 by
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890 Fortress Street
Chico, CA 95973
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Document Change Log
Version
Date
Change Description
7.9.3
February 2009
7.9.3 Version
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Contents
1 Overview ............................................................................................................................. 7
1.1
Key Features............................................................................................................................ 7
1.1.1
1.2
1.2.1
1.3
1.4
1.5
IFAS: Documents Online ............................................................................................................ 7
Getting Started ......................................................................................................................... 8
Documents Online Scanner Hardware Requirements ................................................................8
Flow Diagram ........................................................................................................................... 9
Basic Steps ............................................................................................................................ 10
Note regarding ‘Custom Controller’ screens .......................................................................... 10
2 Setup ................................................................................................................................... 11
2.1
Basics..................................................................................................................................... 11
2.1.1
2.1.2
2.2
Intermediate ........................................................................................................................... 12
2.2.1
2.3
2.4
Concepts................................................................................................................................... 11
Terms and Definitions ............................................................................................................... 12
Documents Online Setup for Applicant Online..........................................................................12
Advanced ............................................................................................................................... 15
Best Practices ........................................................................................................................ 15
2.4.1
Documents Online Enhancements ...........................................................................................15
3 Processes ........................................................................................................................... 27
3.1
Archiving IFAS Output............................................................................................................ 27
3.1.1
3.1.2
3.1.3
3.1.4
3.1.5
3.1.6
3.2
Installation................................................................................................................................. 27
Security..................................................................................................................................... 30
Viewing the Output ................................................................................................................... 30
Security Consideration.............................................................................................................. 33
IFAS Jobs Page........................................................................................................................ 34
Troubleshooting ........................................................................................................................ 37
Archiving CDD Reports .......................................................................................................... 37
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3.2.1
3.2.2
3.2.3
3.2.4
3.2.5
3.2.6
3.3
Databound Attachments......................................................................................................... 59
3.3.1
3.3.2
3.3.3
3.3.4
3.4
Installation and Setup ............................................................................................................... 59
Security..................................................................................................................................... 59
Creating Attachment Definitions ...............................................................................................59
Document Progression ............................................................................................................. 60
Administrative Console .......................................................................................................... 61
3.4.1
3.5
3.6
Installation................................................................................................................................. 37
Security..................................................................................................................................... 38
Archiving CDD Reports from CDD 7i (Web-based CDD).......................................................... 38
Viewing Archived CDD Output on the Web...............................................................................46
Archiving CDD Reports from CDD (client/server application) ................................................... 48
Viewing Archived CDD Output from within CDD (client/server application) .............................. 55
Adding Additional Columns....................................................................................................... 66
Converting Annotations from Imaging.................................................................................... 69
Adding the Plugin ................................................................................................................... 69
4 Process Reference ............................................................................................................ 73
4.1
Entry....................................................................................................................................... 73
4.1.1
4.1.2
4.2
Processing ............................................................................................................................. 90
4.2.1
4.2.2
4.3
4.4
Document Capture.................................................................................................................... 73
Workflow Attachments .............................................................................................................. 88
Annotations............................................................................................................................... 90
Creating New Attachment Definitions .....................................................................................110
Utilities.................................................................................................................................. 113
Reports................................................................................................................................. 113
5 Troubleshooting................................................................................................................. 114
6 Advanced/Special Configuration ..................................................................................... 115
7 Module Integration............................................................................................................. 116
7.1
7.2
Posting ................................................................................................................................. 116
Security ................................................................................................................................ 116
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7.3
Interfaces ............................................................................................................................. 116
8 Implementation .................................................................................................................. 117
8.1
8.2
8.3
Dependencies ...................................................................................................................... 117
Template Project Plan.......................................................................................................... 117
Agendas ............................................................................................................................... 117
8.3.1
8.3.2
Consulting Objectives ............................................................................................................. 117
Documents Online Master Agenda ......................................................................................... 118
9 FAQ ..................................................................................................................................... 122
9.1
9.2
FAQ: WHY DOESN'T POPO OUTPUT FROM 7I APPEAR IN DO?.................................... 122
FAQ: HOW DO I ENABLE IMAGE/DOCUMENT ATTACHMENT OPTIONS IN IFAS 7I ..... 123
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1 Overview
1.1 Key Features
1.1.1 IFAS: Documents Online
Documents Online is a document management application that increases productivity by helping you to archive and retrieve documents,
images, and reports electronically within IFAS. With Documents Online you can scan documents such as invoices or resumes, and attach them
to elements within IFAS. You can then retrieve relevant images for quick visual reference from your active IFAS application, without requiring
you to search for files in storage facilities. You can also use Documents Online to archive historical ad hoc and standard reports for future
reference.
Imaging
ƒ Capture active documents from Microsoft Word, Microsoft Excel, Adobe Acrobat and other applications, and attach these documents to
the database.
ƒ Schedule document retention periods.
ƒ Access linked documents directly from the IFAS 7i screens.
ƒ Automatically use multiple attachment values when a single value will not provide a unique attachment.
ƒ Support an unlimited number of different attachment values.
ƒ Easy setup and configuration.
Report Archival/Retrieval
ƒ Access ad hoc and standard subsystem reports, including CDD reports.
ƒ View reports intuitively using a Web browser.
ƒ Route reports via Workflow.
ƒ Reprint reports from the Web browser interface.
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1.2 Getting Started
1.2.1 Documents Online Scanner Hardware Requirements
Simple Attachment
This method of image acquisition is intended for simple documents or images and therefore does not require anything other than the minimum
TWAIN functionality listed below. In the event that a scanner is to be used for this attachment type that does not have a TWAIN driver or its
driver fails to meet the minimum scanner requirements, a work around is to scan the image to the file system and then attach from that location
within the capture program.
Batch Attachment
This method of image acquisition is intended for Document attachment (Scanning Purchase Orders for example) and provides a more complex
user interface. It also requires a scanner with a sheet feeder. In most cases, this limits the hardware to mid to high end scanners.
TWAIN Requirements
Any scanner to be used with Documents Online must also come with a TWAIN driver and be a TWAIN compatible device. The following are
the capabilities Documents Online will expect from the scanner and the TWAIN messages used during the scanning process. For the most part
this should fall well within any minimum TWAIN implementation.
Required Capabilities
CAP_XFERCOUNT
CAP_FEEDERENABLED
ICAP_UNITS
ICAP_PIXELTYPE
ICAP_BITDEPTH
ICAP_XRESOLUTION
ICAP_YRESOLUTION
ICAP_BRIGHTNESS
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ICAP_CONTRAST
ICAP_THRESHOLD
TW_IMAGEINFO
TW_IMAGELAYOUT
TW_PENDINGXFERS
Standard TWAIN Messages Used
MSG_GET
MSG_SET
MSG_OPENDSM
MSG_GETDEFAULT
MSG_CLOSEDSM
MSG_OPENDS
MSG_USERSELECT
MSG_ENABLEDS
MSG_IMAGENATIVEXFER
MSG_ENDXFER
MSG_RESET
1.3 Flow Diagram
Under Construction
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1.4 Basic Steps
1.5 Note regarding ‘Custom Controller’ screens
The ‘Custom Controller’ 7i screens are designed to have special behavior which provides a richer User Interface. However, they do not
support column level security for any of their displayed fields. Below is a list of these screens:
APOHBTUBEX
ARBTCRBL
ARBTCRIC
ARCSCOIC
BKCSMC
BKUPCA
BKUPMM
BKUPRC
GLCSPO01
HRPYPADS
PBUPEMDS
POUPRC
SIOECR
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2 Setup
2.1 Basics
2.1.1 Concepts
Dashboard Integration
There are a number of items in Documents Online designed to be used with the Dashboard. The following is the basic information necessary to
add them to your Dashboard setup.
Favorites
Archived CDD Reports
To add a favorite allowing users to browse the Archived CDD Reports, add a Web link to either a new favorite or an existing one with the
following url:
http://[servername]/Documents/CDDReports.aspx (where [servername] is the actual name of the 7i webserver or farm name)
Archived IFAS Output
To add a favorite allowing users to browse the Archived IFAS Output, add a Web link to either a new favorite or an existing one with the
following url:
http://[servername]/Documents/IFASOutput.aspx (where [servername] is the actual name of the 7i webserver or farm name)
Jobs Page
To add a favorite that allows users to monitor their IFAS jobs as well as their CDD reports using the jobs page, add a Web link to either a new
favorite or an existing one with the following url:
http://[servername]/Jobs/Monitor.aspx (where [servername] is the actual name of the 7i webserver or farm name)
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2.1.2 Terms and Definitions
Under Construction
2.2 Intermediate
2.2.1 Documents Online Setup for Applicant Online
There are two types of attachments for Applicant Online. The first is the attachment of documents to the applicant itself (hr_applmstr) and the
other is the attachment of documents to a specific application (ao_application). Earlier versions of Applicant Online used Imaging attachment
definitions. As of 7.6, Applicant Online requires Documents Online attachment definitions.
Creating the Attachment Definitions
Creating attachment definitions for AO is the same as creating them for any other table. Be sure to Reset Security and flush the 7i Cache after
adding the Attachment Definitions.
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The Applicant attachment definition uses the “BT20.HRApplMstr” (hr_applmstr table) object and links to the “IdA” (id) column.
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The Application attachment definition uses the “BT20.AOApplication” (ao_application table) object and links to the “Reqnum” (reqnum) and
“IdA” (id) columns.
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2.3 Advanced
Under Construction
2.4 Best Practices
2.4.1 Documents Online Enhancements
Document Mass Delete
Documents Online provides you with the ability to delete multiple documents through the plug-in called "Mass Delete". Documents to be
deleted can be saved in a zip archive and can be restored using the "Import Documents" plug-in described below.
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Location
Mass delete plug-in is available under the Documents section of the Administrative Console.
Figure: Mass Delete Plug-In
Deleting documents
Documents can be searched based upon the many search criteria including document id, user ID, document description, document file
extension, date range of creation etc. Available document for the provided search criteria displayed in the search result pane. These documents
can be viewed by clicking on individual document. In the search result header bar, three buttons are available with the following respective
functions:
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Search again
Select all documents
Delete the selected documents
Figure: Search, Select all, and Delete Selected Documents buttons in the search result pane.
Multiple documents can be selected by using the Ctrl key and the mouse click. Right mouse click on any document will display four menu
options:
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Remove the current document from the list
Remove all selected documents from the list
Delete the current document
Delete all selected documents
Figure: Right mouse click menu options
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When document deletion is selected, the confirmation message will ask to save the copy of the documents in a user provided zip archive. Three
possible responses to this message are:
Yes – Save the copy in an archive (will prompt for the name and location of the archive) and then delete the documents
No – Do not save the copy of the documents and delete the documents
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Cancel – Cancel the document deletion request
Figure: Documents deletion confirmation and backup option
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If you chose the ‘Yes’ option, then file dialogue will open to select the path and name of the zip archive. Deleted documents will be collected
and zipped in a file of the provided name and will be placed at the selected location. Once documents are successfully saved in the archive,
then they will be permanently removed.
Figure: Document backup archive name and location dialogue
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Import Documents
Documents Online provides you with the ability to import the deleted documents from the archive created by the ‘Mass Delete’ plug-in
described in the previous section. This plug-in is called "Import Documents".
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Location
The Import Documents plug-in is available under the Documents section of the Administrative Console.
Figure: Import Document Plug-In
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Importing Documents
Archive search pane provides the interface to inter the fully qualified path and name of the archive of the documents to import from. This
archive must have been created by the ‘Mass Delete’ plug-in. Browse button can be used to locate and the select the appropriate archive.
Figure: Browsing for the document archive
Open the selected document archive. The available documents in the archive displayed in the search result pane. These documents can be
viewed by clicking on individual document. In the search result header bar, three buttons are available with the following respective functions:
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Search again
Select all documents
Insert the selected documents
Figure: Search again, Select all, and Insert the selected documents buttons in the search result pane.
Multiple documents can be selected by using the Ctrl key and the mouse click. Right mouse click on any document will display two menu
options:
Insert the current document
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Insert all selected documents
Figure: Right mouse click menu options
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3 Processes
3.1 Archiving IFAS Output
One of the ways Documents Online can assist you in managing documents is to serve as a virtual printer in the IFAS environment. This allows
printed output to be sent to Documents Online instead of the printer directly. This process works by passing the output to Workflow and then
having a workflow model that will pick up the printed output and pass it along to Documents Online. The output can then be viewed by the
user in PDF format and printed from within the Adobe PDF Viewer.
Because the data stored is a ZIP compressed version of the ASCII output from the IFAS process its disk usage is fairly small (depending on
repeating patterns, etc.). However, for the long-term, these documents should either be sent to the Archive Database or removed altogether as
their accumulation over time will impact the searching and retrieval.
3.1.1 Installation
Technical Note: In order for this to work properly you must have a separate mpespooler running for each IFAS database/environment.
Multiple mpespoolers can be setup using the $XPORTDIR/ifas.cfg file. This is required because the archive process writes the IFAS output to
the Workflow queue table (wf_queue) in the “current” IFAS database. Since most setups use mpespooler for printed output the IFAS output
will go to the “current” IFAS database that mpespooler was started under. If mpespooler is not being used then this should not be a factor.
Step 1: Including the Workflow printer.
Modify the x_print_cmds file on the Application Host to include the “workflow” printer. (Note: depending on your installation there may be
one there by default.)
Example:
workflow)
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wfqueue -v -u $3 -m $5 -j $8 $1
;;
This line will issue a call to the wfqueue program (located on the application host in the “ec” directory) with the output from the IFAS process
and the necessary information to appropriately send it to Workflow for archiving. The name above “workflow” is merely a suggestion.
However, if you do wish to name this entry something other than “workflow” be sure to adjust the common code setup (NULP, shown below)
to reflect the alternate name.
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Step 2: Add an NULP common code to use for printing from IFAS.
Example:
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Step 3: Load the Workflow Model from the CD (DO_ARCHIVE.wdl) into the Workflow Designer.
3.1.2 Security
Currently, there is no Functional Security controlling whether or not a user can Archive IFAS Output.
3.1.3 Viewing the Output
Once the IFAS output has been archived, it is classified by MASK and IFAS Job Number. Note that the IFAS Job Number (example: 123456)
is not the same as the standard MPE Job Number (example: J1234) IFAS users may already be accustomed to viewing. However, because the
IFAS Job Number is not reused, it ensures a more reliable classification method.
To view the IFAS output after it has been archived, you can either browse to the IFAS Output viewer directly
(http://<server>/ifas7/documents/ifasoutput.aspx) or add a “Web Link” favorite and bring it up using the Dashboard (see the Dashboard
Integration information later in this guide).
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The menu tree on the right is based on the mask used to archive the printed output and below that are the job numbers (sorted with most recent
first) created by running that mask.
3.1.4 Security Consideration
If the user’s functional security (assigned role) only allows them to view their IFAS output, then the tree will be limited to IFAS output they
have generated. However, if they can view other users’ IFAS output, then the tree is limited to the masks they have access to in IFAS.
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3.1.5 IFAS Jobs Page
Another way to view the IFAS output is from the Jobs page (http://server/ifas7/jobs/monitor.aspx). This page displays job information from
the application host specific to the user. If a job has been sent to Documents Online then a “+” icon will appear to the left of the MPE Job
Number. This icon can be clicked with the let mouse button to expand any documents archived with this job number.
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The mask the output was archived with can be clicked to open the PDF output in a new window.
Setup Note: By default the jobs page attempts to access BatchJob using the host on the “Telnet Host” tab of the connection manager and will
use the “default” port of 8418. In the event your environment uses a batchjob listening on a different port, that port number on the “Telnet
Host” tab will need to be changed to the appropriate port.
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3.1.6 Troubleshooting
Are the WF_QUEUE records being created?
There should be new rows in the wf_queue table. You may need to shutdown workflow long enough to check for them. If they aren’t being
created then it is possible that wfqueue is failing for some reason. One good way to check that is to send its output to a file by changing the
wfqueue line in the X_PRINT_CMDS file.
workflow)
wfqueue -v -u $3 -m $5 -j $8 $1 >>$XPORTDIR/.spool/test.log
;;
This may produce more detailed information about what is failing. However, do not leave this setup this way as the output will continue to
increase the size of that file over time.
Example: “Can’t open database <databasename>”
It is possible that the user “MPESPOOLER” is running as on that box and is not setup to connect to that database. In that case, you can either
setup the “bsi” (software default) user to connect or change the user MPESPOOLER will run as by adding the XPORT_USER environment
variable to the ifas.start.config file on the UNIX host.
Are there Workflow errors in the Event Viewer?
Are IM_INFO records being generated?
3.2 Archiving CDD Reports
3.2.1 Installation
There are no special installation or setup requirements other than those outlined in the main Installation Instructions for Documents Online.
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3.2.2 Security
The ability to archive CDD reports is controlled by the “Archived CDD Reports” node below the “Documents Online” node in the Role
security hierarchy. In order to archive a CDD report, the user must have “Write” access to that security object.
3.2.3 Archiving CDD Reports from CDD 7i (Web-based CDD)
Reports are archived from CDD 7i from the Web-based report viewer. Note that the archive process will use the report in an "as-is" state. If the
report has not yet completed then the report archive will also be incomplete.
To archive a CDD Report, simply select the Options menu from the toolbar and then select “Export” and “Archive”.
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After clicking archive, you will be redirected to a page that will notify you of the export to Documents Online process.
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Once the report has been converted to PDF and stored in Documents Online, the actual document is displayed.
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3.2.4 Viewing Archived CDD Output on the Web
In order to view your archived CDD reports you should either browse to the CDD output page (http://server/ifas7/documents/cddreports.aspx)
or add that page as a favorite and view it from the dashboard (see the Dashboard Integration documentation in this User Guide). The tree to the
left displays the report folders you have access to in role-based security in Administrative Console. Depending on your role permission, you
may also have access to view CDD reports archived by other users. Reports will only appear in the tree if they have archived versions in
Documents Online. Below the report is a PDF icon with each report (identified by date) that was archived for that report id. Clicking on that
link will open the report document in the right hand frame.
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3.2.5 Archiving CDD Reports from CDD (client/server application)
In order to archive a report in CDD, you must run the report from “Open and Run Report” menu option (also the running man from the
toolbar). From the “Open and Run” dialog select the report and criteria and the change the “To Screen” to be “To Archive” by using the
dropdown arrow.
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Then by clicking the “To Archive” button the report will either run or prompt depending on the design of the report.
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Once the report is executing a box displays the status of the archiving process.
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Once the report is completed the Documents Online viewer displays the archived output.
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3.2.6 Viewing Archived CDD Output from within CDD (client/server application)
You can view previously archived CDD reports from within CDD. To open the viewer, click the tools menu and select “Archived Reports”.
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Clicking “Archived Reports” option opens the Documents Online Viewer (shown below). The tree on the left hand side is the CDD folder tree.
It will only show you the folders you have access to in Role-Based security. Within that, you may browse to the report designs that have
archived output. Whether or not you can view just your archived reports or those of other users is based on your Functional Security (see the
Administrative Console User Guide). The reports display in the same folders that they appear in when running the report from CDD in reverse
chronological order. To view a report simply click on the date of the report archive and it will appear in the frame to the right.
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3.3 Databound Attachments
Documents Online provides you with the ability to store images in the database and relate those images to information in IFAS. This is the
functionality of Documents Online that replaces the Imaging application functionality.
3.3.1 Installation and Setup
Step 1: Create an Attachment Definition
Step 2: Ensure that the desired users have access to the Attachment Definition.
Step 3: Flush Cache or Restart Data Processing Services on 7i Servers.
3.3.2 Security
When an Attachment definition is created, it also creates a node in the Functional security for “Documents Online” under the “Databound
Attachments” node. The ability to attach (write) or view (read) images is controlled through the Role-Based security.
3.3.3 Creating Attachment Definitions
The Attachment Definition controls which Tables and Columns will be used to link a Document to IFAS Data. This can be as simple as a link
to a single table or a more complex link referred to as “Document Progression” (explained below).
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3.3.4 Document Progression
A single transaction can end up existing in multiple tables as it’s processed. To accommodate this, the Attachment Definitions allow multiple
tables to be listed on a single definition in a relationship we refer to as “Document Progression”. Using this type of attachment a single
document can be linked to a transaction or record even though it may reside in multiple tables. The requirement is that all the columns used to
create the link are also available on all of the other tables in the progression.
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3.4 Administrative Console
To create a new Attachment Definition you must use the “Administrative Console” and have “Execute” permissions on the “Documents
Online” aspect of “Administrative Functions” in a security role. Once you have opened the Admin Console you will find the Attach
Definitions screen under the “Setup” section on the menu to the right.
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Once you select “Attach Definitions” the right-hand pane changes to display the Attach Definitions screen. If there are no attachment
definitions, the screen starts in “Add Mode”. Otherwise, it will navigate to the first Attach Definition found.
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The Icons in the toolbar work as follows:
Attach Definition List – The arrow to the right of this button opens a dropdown list of the attachment definitions currently located in
Documents Online.
Add Definition – This button puts the screen into “Add Mode” allowing a new Attach Definition to be created.
Save Changes – This button adds the new definition if in “Add Mode” and saves any changes to the definition if in “Edit Mode”.
Delete Attach Definition – This button will delete the attachment definition. Note: only attachment definitions without documents associated
with them can be deleted.
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Once in “Add Mode” you must fill in the following information:
Attach ID:
This is the unique identifier for this Attach Definition. This value is upshifted automatically.
Enabled:
This specifies whether or not this Attach Definition is Enabled or Disabled. Disabled Attachment Definitions do not return their
attached documents and do not appear in the options presented to users for additional attachments.
Description: This should be the User-Friendly name for this Attachment Definition.
Table: You must have at least one Table for an Attachment Definition. Once a valid table name is entered the “Column” list to the right of it
will be populated with the names of valid columns for that table.
Column 1:
You must enter at least one column name. The list is automatically populated based on the table name entered. Once the
dropdown list loses focus the column name control will switch back to display mode and setting the change.
3.4.1 Adding Additional Columns
An Attach Definition can be based on more than one column. To add an additional column you can select the “Add Column” button. The new
column’s list will be populated based on the table name already selected. There is currently no limit on attached columns. If more than one
table is added to the Attach Definition then the new column is also added to the other tables as well.
Adding Additional Tables
If you wish to make use of “Document Progression” you can handle that functionality by adding additional tables to this definition. By default
we assume the first table in the list is the “Master Record” and will typically refer to that table first in DataBound searching.
Note: All tables within an Attach Definition must specify the same number of columns and those columns must be able to share the same attach
information (for example, PE_ID on one table must map to a similar PE_ID column on all other tables).
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Once you have saved the new Attach Definition you will be reminded of the security implications.
Resetting the Attach Definitions on the 7i Servers
For performance reasons, the 7i Servers cache the Attach Definition information in memory. Obviously restarting the Data Processing Service
on each server is a guaranteed way to ensure the definitions are refreshed but if that is not feasible another option is to flush that part of the
cache from the Admin Page. Since there are security implications as well flushing the security cache is also advised.
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3.5 Converting Annotations from Imaging
Prior to Documents Online, SunGard Public Sector's document management solution was named Imaging. This solution stored its Annotations
in a proprietary format that made them difficult to view on the Web and even more difficult to view in other Image viewers. Documents Online
uses a method of storing annotations that is much easier to integrate into other software and allows the images to be quite a bit more flexible in
how they can be viewed (for example, within the browser without special software). While the Documents stored in the previous product are
viewable in Documents Online, the Annotations from that software are not viewable and must be converted to the new format. To facilitate
this conversion, a tool is available that can be loaded into the Admin Console as a Plugin. The following pages explain the steps needed to add
the Plugin as well as using it to convert the Imaging Annotations over to the Documents Online format.
3.6 Adding the Plugin
The Admin Console uses a plug-in concept to allow administrative tools to be added that are outside of the normal software usage. The
Annotation Conversion Plugin involves seven files.
GEAR81PD.DLL (Accusoft Library)
GEAR32PD.DLL (Accusoft Library)
IGART32.DLL (Accusoft Library)
IGART81.DLL (Accusoft Library)
IMConvert.dll (COM Wrapper around Accusoft)
Interop.IMConvertLib.DLL (Interop Wrapper)
Imaging.Conversion.DLL (Plugin Assembly)
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These files all need to reside in the same installation directory as the Admin Console (Console.exe). To add the plug-in, first open the
Preferences dialog in the Admin Console and select “Import Plug-Ins” (Edit/Preferences). Select the “Import” button and browse to the
“Imaging.Conversion.DLL” file. Once the “Open” button is selected on that file it will be added to the Plug-in list.
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Now, the “Convert Annotations” option will appear in the “Setup” section of the Admin Console for Documents Online. Click the Convert
Annotations option in the menu and the “Convert Annotations” Plugin will load.
Each time the Plugin is loaded, it checks the list of Annotations in the Imaging Annotation tables and compares that to the Annotations already
converted to the Documents Online format. This checking may take a few moments. The list that appears when the Plugin loads is the list of
annotations that still needs to be converted. If the list is empty then no Annotations require conversion. The annotations are all checked or
selected for conversion by default. Unchecking an annotation will cause the utility to skip converting that annotation. The “Count” to the right
of the “Start” button tells you how many Annotations are going to be converted. Once you have the desired number of conversions, clicking
the “Start” button starts the conversion process.
The conversion process involves opening each Annotation, one at time, from the database and evaluating its conversion needs. Because
Imaging handles Redactions using a specific Annotation mark (instead of the ability to save the whole Annotation as permanent) all of the
marks in the Annotation have to be sorted into Annotation vs. Redaction groupings before the Documents Online Annotation layers can be
generated and saved. The description for each converted Annotation is “Annotation” for converted Annotations that can be visually removed
and “Redaction” for those Annotation marks that cannot be visually removed. Because of the complexity of this process conversion may take
awhile. When the utility is complete, the Status column will read “Successfully Converted”. Any issues converting the Annotations are
reported while the utility is running.
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NOTE: It is highly recommended that you back up your database prior to running this utility
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4 Process Reference
4.1 Entry
4.1.1 Document Capture
In addition to capturing IFAS Printed Output and CDD Reports, Documents Online can be used to store and attach digital pictures, scanned
documents and many “common” file types (MS Word files, Excel Spreadsheets, etc.). There are essentially two primary input methods
currently to facilitate this type of storage.
7i Screen Document Capture
When browsing to a 7i Screen, the Options Bar on the left side of the screen has a section named “Attachments” that allows both the current
Documents attached to a record to be view as well as the ability to attach additional documents.
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By clicking the “Add Attachment” link, the “Attachment Dialog” is displayed. The following fields need to be filled out in order to attach the
document.
Attach ID: This is the list of Attach Definitions currently in the system. (see the “Databound Attachments” section of this document for
setup instructions)
Description: This is a description of the document being attached.
Attachment: This is a path local to the User’s PC of a document to be attached. The “Browse” button will bring up a dialog box to browse
the local PC.
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Once the “Attach” button is clicked, you will be notified of the successful attachment.
The “Attachments” list on the current record will automatically be refreshed and a link to the newly added document is available.
Note: Currently, only single-page documents can be attached using this method. For multiple page documents, use the Capture Application.
Documents Online “Document Capture” Application
In addition to the ability to attach documents from 7i, Documents Online includes a Windows Application for capturing and attaching
documents.
The capture application provides two methods of capturing documents: single and batch modes.
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Single Mode
This method is intended for capture a single document at a time and either attaching it to an existing record or “flagging” it for Workflow
Attachment (see the “Workflow Attachment” section of this document).
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Step 1: From this attachment mode the user can either select to acquire an image from the file system or from a scanner attached to the PC.
Multiple documents can be selected by repeatedly selecting one of the two sources. Once all desired pages of this document have been
acquired the “Next” button at the bottom of the left-hand side panel can be selected to attach the document.
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Step 2: From here, enter a description for the document and select an Attachment ID from the existing Database Attachment definitions (see the
“Databound Attachments” section of this document). Once that is done, either check “Workflow Attachment” to attach this as part of a 7i data
entry process or click the “Add” button and enter the attachment data at this time. Once that is completed, the “Done” button can be selected to
attach the document and reset the application to begin acquiring a new document.
Note: the values must be entered the same way that they appear or will appear in the database (case sensitive) in order for the attachment to
work as expected.
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Batch Mode
The second method of acquiring documents allows multiple documents to be acquired and attached at the same time. This method only allows
a Scanner attached to the PC as an input device.
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Step 1: Establishing How Documents will be Acquired
The first step in this process determines how the documents will be acquired and which of the following steps will be required to complete the
process. In this mode the following decisions must be made.
Scan Mode – This states whether or not this batch of documents will be single page documents or multiple page documents. If “Single Page
Documents” is selected the software will automatically create a new document for each page acquired and assign it that one page. If “Varying
Length Documents” is selected, the user is required to organize the scanned pages into separate documents manually.
Attach Options – This option sets the attachment method to be used on the scanned documents. A default description for the documents as well
as the Attachment Definition to be used is required. If the user will be attaching these documents as part of a 7i Data Entry process then
“Workflow Attachment” can be checked and the user will not be prompted to enter attachment information.
Once both decision areas are filled out the user can select the “Scan” button to begin scanning documents. If both “Single Page Documents”
and “Workflow Attachment” are checked the software will automatically acquire, organize and flag the documents for workflow attachment
without requiring any additional input by the user.
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Step 2: Processing Documents of Varying Length
Step 3: Workflow Attachment Values.
If “Workflow Attachment” was not checked on the Acquire step then the user is now prompted to enter the attach values.
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Note: Attachment values are case sensitive and must be entered the same way that they appear (or will appear) in the database in order for the
attachment to work as expected.
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Once the attachment values are entered, select the “Next” button to proceed through the documents. Once the last document is attached, the
documents are written to the database and the first step in the process is displayed to continue capturing documents as desired.
4.1.2 Workflow Attachments
Setting up Workflow Attachment in Documents Online
Step 1: Create the Attachment Definition to use for attaching documents (see Databound Attachment Documentation).
Step 2: Create the Workflow Model to use for Attaching. This model will be used for handling all attachments through workflow so this step
only needs to be performed once. As a starting point load the DO_ATTACH.wdl file from the Install CD.
Step 3: Customizing the Workflow Model to handle a particular attachment type.
From the “Insert” menu select “Activity”
Give the activity a description appropriate to the type of attachment this will be. Once that is complete select the “Next” button.
Example: “Attach Documents to PEUPPE”
From the “Who” section select “Person” and either the person who will be doing the attachment or “*User Triggering Workflow” to use the
same IFAS user that was used to scan the document.
From the “Action” section select Process. Click the “Settings” button to enter in the necessary information. In the “Process” field enter the
IFAS screen file name.
Example: “PEUPPE.asp” would be the PEUPPE screen.
In the “Options” section, enter the lines to add the appropriate BT20 object for that screen and the DocId reference.
Example:
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”ADD BT20.PENameMaster
DocId”
Click “OK” to complete this section.
Click “Next” and “Finish” to finish adding this activity.
Holding the shift key down, click the “Start” icon and then click the activity you just added. This will create a transition from the start to the
activity.
Double-click on the transition to view the “Transition Properties”.
From the Data Elements list select the “AttachId” field. This field directly references the Attach Definition IDs for Documents Online’s
Databound Attachment Definitions.
Now select the “=” button from the Operations list.
Click in the editable section to the right of the “=” sign that was just added for you and enter in the name of the Attach Definition ID you are
going to reference.
Example: {AttachId} = "PEATTACH"
Click “OK” to complete this section.
When holding the shift key down, click the Activity for this process and click the “End” icon. This will effectively complete the action. If you
desire other activities such as e-mail notification or other workflow tasks, consult the Workflow documentation for additional options.
Using Documents Online Workflow Attachment Process
Using the Documents Online Capture program with Workflow Attachments is essentially the same as capturing them normally with the
exception of requiring attachment data be entered at capture time. The Workflow attachment process allows the scanner to be used to load the
documents into the database with the idea that a data entry process will follow using the appropriate 7i Data Entry screen.
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Step 1: Capturing Documents
The “Document Capture” section of this user guide includes instructions on how to capture documents.
Step 2: Attaching Records.
Step 3: Viewing Attachments during Approval
4.2 Processing
4.2.1 Annotations
Annotation Layers
Annotations are saved as layers to increase there flexibility. Meaning, one image may have many layers stacked on it by different users. Once
the layer has been saved, Documents Online writes the drawing information to a transparent image along with the User’s ID, creation date, a
user-entered description and whether or not the annotation is permanent (Redaction). Because the annotation is stored as a transparent overlay
image the annotation cannot be edited after it has been saved. If any part of the annotation is deemed unacceptable, it must be deleted from the
Document in the Admin Console.
Imaging Annotations
SunGard Public Sector Bi-Tech’s previous Document Management application used a third party product to implement Annotations. Those
annotations were stored in the Wang Annotation format. This format stored the annotations in the metadata of a TIFF image which is why they
were able to be edited after initial creation. However, that format was somewhat limiting and made viewing the images with the annotations
outside of our software or specific Image Viewers problematic. While the new approach to annotations is more restrictive, it provides a much
easier transition to other applications and image viewers should the need arise. Potential third party integration for Documents Online is a
recurring design factor. Note that clients upgrading from Imaging to Documents Online have the option to convert the Imaging annotations to
the new format using a conversion utility. Without conversion, Imaging annotations are not visible in Documents Online.
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Annotation vs. Redaction
Both Annotations and Redactions are essentially drawings applied to an image. However, in Documents Online the Annotations can be
visually removed from the image by the end users and the Redactions cannot. The decision whether or not the edits to the image will be
Redactions or not is done at the time the annotations are saved to the image.
Annotation Security
The ability to annotate a document is based on Role-Based security. Refer to the Security guide for more information about creating roles.
Annotating a Document
Annotations can only be added via the PC-Based viewer in Documents Online. The most common annotations will probably occur in the
Document Capture application. Provided the user has sufficient privileges, the first step in the Annotation process is to put the Document into
“Annotation Mode”. This is done by clicking the “Enable Annotations” button in the toolbar.
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Once annotations have been enabled the annotation toolbar will appear to the right-hand side of the image viewer. This toolbar contains a series
of buttons used to annotate the image. For the most part, the Annotation editor functions just like most common PC-Based drawing tools.
The following is a description of the annotation toolbar buttons.
Annotation Palette. This allows the default color, font, and pixel size to be set for
annotation.
Select Item. This option does not create any shapes or text and therefore is useful
for selecting annotations on the image.
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Move Item. This option is used to move shapes that are part of the current
annotation around the image.
Freehand Line. This tool creates freehand lines on the document.
Straight Line. This tool creates straight lines on the document.
Arrow. This tool creates an arrow on the document. When drawing the arrow the
ending point of the tool is the front of the arrow.
Empty Box. This tool creates an empty box (square or rectangle) on the
document.
Filled Box. This tool creates a filled box (square or rectangle) on the document.
Empty Ellipse. This tool creates an empty ellipse on the document.
Filled Ellipse. This tool creates a filled ellipse on the document.
Highlight Area. This tool creates a highlighted area on the document. The default
color for the highlighter is Yellow. The tool functions in a way very similar to the
Filled Box.
Add Text. This tool adds text to the document. When in edit mode the text box
appears in a colored box. This is to help distinguish the editing area from the
potentially white background of a scanned page. When the text is saved (by
clicking elsewhere on the document) the background becomes transparent.
Redaction. This tool creates a redaction on the document. In this case the only
thing that is different between a redaction and a filled box is that the redaction
always defaults to black. Whether or not an annotation is permanent is set when
the annotation is saved.
Undo Change. This option removes the last added annotation shape.
Redo Change. This option restores the last annotation shape removed.
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Delete All Changes. This option permanently removes all of the marks from the
annotation.
Save Changes. This option saves all of the annotations to a new annotation layer
prompting the user for a description and whether or not they want the annotation to
be permanent (redaction).
Setting the Palette
The first button in the Annotation toolbar is used to set the current default palette for the annotation. This dialog allows you to set the default
color, font (font name, size and style) and the pixel size for any lines. You can change the default palette at any time you wish. Also, in the
event you want to change the settings of an existing image you can use the Properties option to alter the palette settings of a specific Annotation
mark.
Adding Annotation Marks
The drawing tools (Freehand Line, Straight Line, etc.) are used to modify the appearance of the document. These tools work like their
counterparts in most common drawing applications. Once you have selected a drawing tool, the cursor changes to reflect the drawing tool type.
Most tools work by clicking once to begin creating the image and then clicking again to finish the mark. The exceptions to this are the
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freehand tool which draws from the time the left mouse button is pressed until it is released and the “Add Text” tool that uses the left mouse
button to select the upper left position of the text area.
Moving Annotation Marks
To move a mark to another location, select the “Move Item” tool from the Annotation toolbar and then click the Annotation Mark you wish to
move. By holding the left mouse button down and dragging the mouse to the desired location, you will see a faint outline of the shape moving
with the mouse. Releasing the left mouse button will redraw the mark in the new location.
Deleting an Annotation Mark
The last Annotation Mark that was added can be undone by the “Undo Change” button on the toolbar. However, in the event that a specific
mark needs to be removed you can change the “Select Item” tool and use the left mouse button to select the mark. Then right-clicking the
mouse brings up the context menu for that shape. The “Delete” option allows you to delete that mark specifically. All of the Annotation marks
can be deleted at once with the “Delete All Changes” option in the Annotation toolbar.
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Altering an Annotation Mark
Most Annotation marks have a set of editable properties. Choosing the “Properties” option on the context menu displays a dialog that allows
you to view and change the properties of that particular shape. Note that there is no “Save” button for the properties dialog. Once you are
finished viewing or altering the properties simply close the dialog with the red “X” in the upper right hand corner of the dialog box.
Saving the Annotation
Once you are done making the desired Annotation marks, you need to save them to a layer that can be applied the document page when viewed
in the future. To do this, select the “Save Changes” option on the Annotation toolbar. This displays the “Save Annotation” dialog box. From
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here, you are required to give the annotation a description (the limit is 255 characters). You can also choose to make the Annotation
“Permanent”. By default, Annotations can be visually removed from the document page by the user while viewing the document page. This is
helpful when the annotation covers something important on the printed version of the document page. By selecting “Permanent” on this dialog,
the annotation is always applied to the document page and cannot be visually removed by the user. This is useful when the Annotation is
covering sensitive information such as a Social Security number that should not be able to be visually removed by someone viewing the image.
The only way to remove an Annotation is to use the Admin Console (with sufficient security) and to permanently delete the Annotation from
the document.
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Once the Annotation has been saved, the Annotation toolbar will disappear again. At this point, the Annotation marks have been written to a
transparent image and stored in the database. The marks cannot be edited after this point. To add additional Annotation marks, you must
enable Annotations again from the document page toolbar. Once there are Annotations on the document page the “View Annotations” button
to the right of the “Enable Annotations” button in the toolbar becomes active. This means that there are Annotations on the document page.
By selecting this dialog, any of the Annotations not marked as “Permanent” (redactions) can be unchecked and are visually removed from the
document page.
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The same option is also available in the Web-based document viewer. The difference is that it appears as a menu with checkboxes. Simply
checking the checkbox to the left of the Annotation description will visually remove the Annotation. Annotations marked as “Permanent”
(redactions) cannot be removed and will appear in the menu as disabled items. This was done to indicate that there are alterations to the
document page even if they cannot necessarily be removed.
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Removing Annotations
If an Annotation needs to be removed from a document, you can use the Admin Console to locate and delete the Annotation. This removal is
permanent and cannot be recovered so that should be considered before performing this action. First, using any of the search options in the
Admin Console locate the desired document and from the document page viewer select the Properties option from the toolbar. Then, select the
“Annotations” tab from the document properties. From there you can select the Annotation you wish to delete and click the “Delete” button.
Note: the ability to delete Annotations or Redactions is controlled by Role-Based security.
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Converting Imaging Definitions to Documents Online
Currently, there is no automated way to create a Documents Online Attachment Definition from an Imaging Definition. However, you can
manually accomplish this task by following the steps below.
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Step 1: Locate the Imaging Definition
To do this run SYUTIMAT and select the Attachment Definition you wish to copy.
Step 2: Collect Relevant Information
Since the Documents Online Attachment Definitions require a significantly reduced amount of information to create the attachment, the only
information you need to note is the table name and column names used on the definition. The Table Name can be found on the “Table Name”
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field. The column can be found in the “Column Name” field. In the event there are multiple columns on a single definition, the “Record”
indicator at the bottom of the form will state that there are multiples and which record you are on currently. Once you have that information,
you can go create the new definition.
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Step 3: Creating the New Definition
When creating the new definition, you may want to use the same description from the “Desc” field of the old definition for clarity but that
certainly isn’t a requirement for the definition to work the same way. Simply fill out the form with the table name and column names collected
in Step 2 and save the record.
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Step 4: Verify Access
Since Documents Online applies security, you should now verify that the Attachment Definition is accessible to the desired users (see the
“Databound Attachments” portion of this document).
Step 5: Flush Definitions
Just like adding any other Attachment Definition, the next step is to ensure that the 7i servers recognize the new attachment. This is done by
flushing that stored information on the servers (see the “Databound Attachments” portion of this document). This will happen automatically
though the next time Data Processing Services are restarted on the servers.
Documents Online Scanner Hardware Requirements
Simple Attachment
This method of image acquisition is intended for simple documents or images and therefore does not require anything other than the minimum
TWAIN functionality listed below. In the event that a scanner is to be used for this attachment type that does not have a TWAIN driver or its
driver fails to meet the minimum scanner requirements, a work around is to scan the image to the file system and then attach from that location
within the capture program.
Batch Attachment
This method of image acquisition is intended for Document attachment (Scanning Purchase Orders for example) and provides a more complex
user interface. It also requires a scanner with a sheet feeder. In most cases, this limits the hardware to mid to high end scanners.
TWAIN Requirements
Any scanner to be used with Documents Online must also come with a TWAIN driver and be a TWAIN compatible device. The following are
the capabilities Documents Online will expect from the scanner and the TWAIN messages used during the scanning process. For the most part
this should fall well within any minimum TWAIN implementation.
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Required Capabilities
CAP_XFERCOUNT
CAP_FEEDERENABLED
ICAP_UNITS
ICAP_PIXELTYPE
ICAP_BITDEPTH
ICAP_XRESOLUTION
ICAP_YRESOLUTION
ICAP_BRIGHTNESS
ICAP_CONTRAST
ICAP_THRESHOLD
TW_IMAGEINFO
TW_IMAGELAYOUT
TW_PENDINGXFERS
Standard TWAIN Messages Used
MSG_GET
MSG_SET
MSG_OPENDSM
MSG_GETDEFAULT
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MSG_CLOSEDSM
MSG_OPENDS
MSG_USERSELECT
MSG_ENABLEDS
MSG_IMAGENATIVEXFER
MSG_ENDXFER
MSG_RESET
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4.2.2 Creating New Attachment Definitions
New definitions will not automatically show up in Document Capture when you initially define them in Admin Console. Once you create the
new definition, then you need to go to Manage Security Structure and do the “Rebuild”.
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Admin Console – Manage Security Structure – Rebuild: taking the first three check boxes as the defaults.
Rebuild process will start.
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Once that process has completed, the new Attachment Definition will now be available/viewable to Document Capture, also taking into
account the user’s security settings.
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4.3 Utilities
Under Construction
4.4 Reports
Under Construction
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5 Troubleshooting
Under Construction
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6 Advanced/Special Configuration
Under Construction
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7 Module Integration
7.1 Posting
Under Construction
7.2 Security
Under Construction
7.3 Interfaces
Under Construction
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8 Implementation
8.1 Dependencies
Under Construction
8.2 Template Project Plan
8.3 Agendas
8.3.1 Consulting Objectives
Documents Online
Consulting Objectives
Estimated
No of DL
Sessions
DO000
1
General Overview – Needs Analysis
0.5
DO000
2
Documents Online Overview Presentation
0.5
DO000
3
Needs Assessment
0.5
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DO000
4
Implementation of Actual Needs
2
DO000
5
Document Capture Training
1
D0000
6
Report Archiving
0.5
DO000
7
Documents Online Security
1
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8.3.2 Documents Online Master Agenda
Documents Online - Master Agenda
Date
Consultant
Completing
Comple Objective
ted
DO0
01
000
General Overview – Needs Analysis
010
Client and Consultant Introductions
020
Contact Information
030
Review Consulting Objectives
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DO0
02
040
SunGard Bi-Tech ON TRACK implementation methods
050
Review of ON TRACK “Documents Online Questions to
Consider”
060
IFAS documentation – Insider
000
Documents Online Overview Presentation
010
Admin Console Overview
020
030
DO0
03
Setup Sample (PEUPPE) Attach Definition
Attach Image via 7i Screen
040
Display Image via 7i Screen
050
Display Image via CDD
060
Capture Image using Document Capture
070
Attach File
080
Attach Scanned Document
090
Security
000
Documents Online Needs Assessment
010
Define Attachment Definitions Needed
020
Allocate Resources
030
Client Expectations
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DO0
04
DO0
05
DO0
006
000
Implementation of Actual Needs
010
Attachment definition setup (Admin Console)
020
Scanner Setup
000
Document Capture Training
010
Single Mode
020
Batch Mode
030
Varying Length Document
040
Single page Document
000
Report Archiving
010
IFAS Output
020
Insight
030
7i
040
CDD Reports
050
CDD
060
Insight
070
7i
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DO0
007
080
Setup Favorite on Dashboard to access archived reports
through 7i
000
Documents Online Security
010
IFAS Output
020
Databound Attachments
030
CDD Report Archive
121
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9 FAQ
9.1 FAQ: WHY DOESN'T POPO OUTPUT FROM 7I APPEAR IN DO?
Details: KB ID 6573
In some cases POPO output from 7i does not make it through workflow to Documents Online (although the tail sheet - STDLIST - for the job
does appear in Documents Online in most cases).
Details:
There are two issues that can prevent POPO output from moving from the 7i server to Documents Online. First, the question SY02 is not a part
of the default POPO configuration. Second, some early versions of Workflow have a bug that causes output from masks with less than 5
characters to be ignored.
Resolution:
For the first issue, you can run NUUPJB to add the question SY02 to the POPO mask. It is beyond the scope of this KB article to describe in
detail how this is done but there is adequate documentation available that addresses the specific methods to add a question to a mask.
For the second issue you have two choices. The best solution is to upgrade the software to a version that includes the fix to Workflow to allow
it to recognize output from masks with fewer than 5 characters. The other option is to create a custom mask that has at least 5 characters (such
as POCSPO) to your IFAS (7i) menu. This is also done in NUUPJB. Again, it is beyond the scope of this KB article to describe in detail how
this is done but there is adequate documentation available that addresses the specific methods to add a custom mask to you IFAS menu. Please
note that if you choose to add a custom mask you must also be sure that the question SY02 is a part of the custom mask that you add.
NOTE: The Workflow bug is addressed in ticket 334635 (7.6.3.127).
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9.2 FAQ: HOW DO I ENABLE IMAGE/DOCUMENT ATTACHMENT OPTIONS IN
IFAS 7I
Extended Text: KB ID 6722
In order to be able to view document/image attachments (Imaging or Documents Online) in IFAS 7i screens, each user must enable the "Show
Attachments" option in the Bi-Tech Settings Web Page Dialog.
To access this option, click the main IFAS 7i Options menu from the 7i home page or Dashboard. Choose the Settings menu item. This will
launch the Bi-Tech Settings Web Page Dialog. Click the Preferences tab and under Show Attachments choose Upon Request (this will display
as Request).
Once this is set, the user may need to log out and log back in for the settings to take effect. See screen shots in the attached file for more detail.
For additional Troubleshooting ideas, see the following KB articles:
TROUBLESHOOTING DOCUMENTS ONLINE
USING BROKER DRIVER TO TROUBLESHOOT DOCUMENTS ONLINE
UNDERSTANDING IFAS OUTPUT (7I AND INSIGHT) TO DOCUMENTS ONLINE
DOCUMENTS ONLINE ATTACHMENT LOOKUP