1. Others
  2. Action and Document Management
  3. Document management

Set up Document management

Before you can use Document management, set the parameters.
You can also define other basic setup to be used in document types:
  • Queries
  • Labels
  • Templates
  • Senders
  • Text fragments
  • Addressee scenarios
  • Output formats


Designer Designer System administrator System administrator Start Start Set up queries

Set up queries

Use a query to find one or more records in the database. The found records are the input for further processing.

You can use a query on a:

  • Workflow trigger of type Query to start a workflow based on the query results.
  • Document type perspective to define the scope of the perspective and the content of the document.
Optionally, you can run a query under specific conditions. For conditions, you can use functions.

 Set up labels Set up labels You can use a label to add a company logo and company address information to a template.On the template, use a placeholder to which you add a table field. To add:The logo, add the Attachment table and the LabelLogFilePath field.Any other label information, add the Label table and the required field. Procedure 1. Click Action and document management design. 2. Click Labels. 3. Click New. 4. In the Label ID field, type a value. 5. In the Description field, type a value. 6. In the Logo file field, type a value. 7. In the Logo file path field, enter or select a value. 8. In the Header text field, type a value. 9. In the Footer text field, type a value. 10. In the Address section, you can enter the address information. 11. Close the page. Set up templates

Set up templates

Use templates to define the contents of an email.

 Set up senders Set up senders Use senders to define who sends an email or creates an XML document. For each sender, you can define the business and contact information.On a document type, you link a sender to each communication profile of type From.You can use sender information as variable in the text of a template. To do so, add a table field of the Sender table to a template placeholder and use the placeholder in the template text. Procedure 1. Click Action and document management design. 2. Click Senders. 3. Click New. 4. In the Sender field, type a value. 5. In the Description field, type a value. 6. On the General tab, define the business and contact information for the sender. 7. On the Address tab, define the address information of the sender. 8. Close the page. Set up text fragments Set up text fragments Use text fragments to add predefined texts to documents. Examples: disclaimers, contract clauses, and product information. Procedure 1. Click Action and document management design. 2. Click Text fragments. 3. Click New. 4. In the Fragment Id field, type a value. 5. In the Description field, type a value. 6. In the Note field, type a value. 7. Close the page. Set up addressee scenarios

Set up addressee scenarios

You can use addressee scenarios to find a valid address to which to send a document. The address can be, for example, a postal address or an email address.

 Set up output formats Set up output formats If you use fields with numerical values in the placeholders of a template, by default, the numbers are added to a document with two decimals. You can use the output formatting to define the number of decimals. Prerequisites to apply output formatting are:You can only use output formatting for fields with an extended data type and which are of type Real.The field, to which the extended data type belongs, must be in the applicable query.The field must be added as table field to a placeholder in the applicable template.Output formatting is applied generically. So, wherever a field is used in a template, the output formatting is applied. Procedure 1. Click Action and document management design. 2. Click Output formatting. 3. Click New. 4. In the Extended data type name field, enter or select a value. 5. In the Decimals field, enter a number. 6. Close the page. Set Document management parameters Set Document management parameters Before you can use Document management, set up the parameters and document number sequence on the Document management parameters.For more information on number sequences and how to generate number sequences, refer to Number sequences. Procedure 1. Click Action and document management design. 2. Click Document management parameters. 3. Sub-task: Set general document management parameters. 4. In the Default language code field, enter or select a value. 5. Select Yes in the Allow multi-select when creating documents field. 6. In the Test email address from field, type a value. 7. In the Test email address to field, type a value. 8. In the Default subject field, type a value. 9. In the Fallback addressee type email field, enter or select a value. 10. If you have set the Fallback addressee type email, you can select the entity that serves as the fallback addressee if the output type is Email. In the Fallback entity ID Email field, enter or select a value. Note: The addressee type entity defines from which entities you can select. For example, if the addressee type entity is Customer, you can select a customer. 11. In the Fallback addressee type Xml field, enter or select a value. 12. If you have set the Fallback addressee type XML, you can select the entity that serves as the fallback addressee if the output type is XML. In the Fallback entity ID Xml field, enter or select a value. Note: The addressee type entity defines from which entities you can select. For example, if the addressee type entity is Customer, you can select a customer. 13. Sub-task: Set number sequence. 14. Click the Number sequences tab. 15. Click Initialize references. 16. Sub-task: Generate number sequence. 17. Go to Organization administration > Number sequences > Number sequences. 18. Now the Document management area and related references are available, you can generate number sequences for the references. To do so, finish the wizard. You can generate number sequences for each reference for each required company. When generated, the number sequences are automatically filled on the Document management parameters. Click Generate. Note: You are advised to define a distinctive constant for each generated number sequence. For example, for the number sequence for documents, define the constant 'Doc'. 19. Close the Number sequence page. 20. Sub-task: Change number sequence. 21. Click Action and document management design. 22. Click Document management parameters. 23. Click the Number sequences tab. 24. Close the page. End End

Activities

Name Responsible Description

Set up queries

Designer

Use a query to find one or more records in the database. The found records are the input for further processing.

You can use a query on a:

  • Workflow trigger of type Query to start a workflow based on the query results.
  • Document type perspective to define the scope of the perspective and the content of the document.
Optionally, you can run a query under specific conditions. For conditions, you can use functions.

Set up labels

Designer

 		You can use a label to add a company logo and company address information to a template.
On the template, use a placeholder to which you add a table field. To add:
  • The logo, add the Attachment table and the LabelLogFilePath field.
  • Any other label information, add the Label table and the required field.

Set up templates

Designer

 		Use templates to define the contents of an email.

Set up senders

Designer
Use senders to define who sends an email or creates an XML document. For each sender, you can define the business and contact information.
On a document type, you link a sender to each communication profile of type From.
You can use sender information as variable in the text of a template. To do so, add a table field of the Sender table to a template placeholder and use the placeholder in the template text.

Set up text fragments

Designer

 		Use text fragments to add predefined texts to documents. Examples: disclaimers, contract clauses, and product information.

Set up addressee scenarios

Designer

 		You can use addressee scenarios to find a valid address to which to send a document. The address can be, for example, a postal address or an email address.

Set up output formats

Designer

 		If you use fields with numerical values in the placeholders of a template, by default, the numbers are added to a document with two decimals. You can use the output formatting to define the number of decimals. 
Prerequisites to apply output formatting are:
  • You can only use output formatting for fields with an extended data type and which are of type Real.
  • The field, to which the extended data type belongs, must be in the applicable query.
  • The field must be added as table field to a placeholder in the applicable template.
Output formatting is applied generically. So, wherever a field is used in a template, the output formatting is applied.

Set Document management parameters

System administrator

 		Before you can use Document management, set up the parameters and document number sequence on the Document management parameters.
For more information on number sequences and how to generate number sequences, refer to Number sequences.

Provide feedback