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  2. Action and Document Management
  3. Document management

Set up document types

Use a document type to configure documents to be generated.
For each:

  • Document type, set up one or more perspectives. Use a perspective to define a variant of a document type. A perspective defines the data and settings that are used to generate the document.
  • Document type perspective, set up communication profiles. Use the communication profiles to define, for example, the format, the contents, the sender, and the recipient of the document.
  • Document type perspective, you can set up the applicable text fragments. Use text fragments to add predefined texts to a document.


Designer Designer Start Start Create document type Create document type Use a document type to configure documents to be generated. Procedure 1. Click Action and document management design. 2. Click the Document types tab. 3. Click Add. 4. In the Document type field, type a value. 5. In the Module field, select an option. 6. In the Description field, type a value. 7. Close the page. Set up document type perspectives

Set up document type perspectives

Use a perspective to define a variant of a document type. A perspective defines the data and settings that are used to generate the document.

For each perspective, you can set up:
  • Criteria: Use criteria to define for which data the perspective must be executed. Where the related query defines the data that is used as input for the document generation, you can use the criteria to indicate to which of this input data the perspective applies.
  • Query functions: Use query functions to convert input values from the query. You can, for example, round a value, do a calculation with several values, or change the date format.
  • User notes: Use user notes to add free text fields to a document. If you create a document manually (with a form button), the user notes are shown on the dialog where you can enter free text in each user note field.

 Set up communication profiles for document type perspective

Set up communication profiles for document type perspective

For each document type perspective, set up communication profiles. Use the communication profiles to define, for example, the format, the contents, the sender, and the recipient of the document.
Always set up, at least, these communication profiles:

  • Output type: defines the format (XML or email) and the contents of the document.
  • From: defines the sender of the document.
  • To: defines the recipient of the document.
  • Label: defines the company logo and address for the document.
  • Printer: defines the printer to which the document is sent.

 Set up text fragments for document types

Set up text fragments for document type perspective

For each document type perspective, you can set up the applicable text fragments. Use text fragments to add predefined texts to a document.

For each text fragment, you can set up filters to define when the text fragment is applicable.

 Do you send  documents from  related forms? Do you send  documents from  related forms? Set up form buttons Set up form buttons You can set up form buttons to, for a selected record:Create a document based on a document type.When you click this button, the Create documents dialog is opened on which you can select the document type to create a document. You can only select document types:With a perspective with the same data source as the form from which you want to create a document.That are linked to your security user role.Set up substitute addressee scenarios.When you click this button, the Addressee profiles form is opened. You can use an addressee profile to indicate which substitute addressee scenario must be used in case of a specific addressee scenario and document type combination. Procedure 1. Click Action and document management design. 2. Click Form button setup. 3. Click New. 4. In the Form name field, enter or select a value. 5. In the Control name field, enter or select a value. 6. In the Data source name field, enter or select a value. 7. Select the Show create document button check box. 8. Select the Show addressee scenario substitute button check box. 9. Sub-task: Define applicable document types. 10. Click the Filter tab. 11. Click New. 12. Define the applicable document types. In the Document type field, enter or select a value. Note: You can only select an applicable document type that has at least one perspective for the data source that you defined for the form button. 13. Close the page. Set up user roles per document type Set up user roles per document type If you have set up a form button to create a document for a selected record, you also must define which users can create which document.For each document type that you linked to a form button setup, define which user roles can use the document type to create a document. Procedure 1. Click Action and document management design. 2. Click the Document types tab. 3. In the list, click the link of the desired record. 4. Click User roles. 5. In the Remaining roles list, find and select the desired records. 6. Click ->. 7. Close the page. 8. Close the page. Validate perspective Validate perspective You can validate the setup of a perspective when you set up or finished the setup of a document type. The validation is done, based on the input data source as defined for the perspective. Procedure 1. Click Action and document management design. 2. Click the Document types tab. 3. In the list, find and select the desired record. 4. In the list, click the link in the selected row. 5. In the Perspectives section, on the Overview tab, in the list, select a perspective. 6. Click Validate. 7. In the [input data source] field, enter or select a value. 8. Select Yes in the Validate communication profile field. 9. To test the output of the perspective, you can have an XML file or email created. Depending on the output type as defined for the communication profile. Select Yes in the Execute output field. Note: The created document is added to the documents history. You can view this on the File share workspace. 10. Select Yes in the Preview field. 11. Click OK. 12. If the preview is shown, you can click Send to create and send the email. Click Send. Note: Before you send the email, you can attach one file to the email. To do so, on the dialog, click Browse to find and select the file. 13. Close the page. End End Yes No

Activities

Name Responsible Description

Create document type

Designer

 		Use a document type to configure documents to be generated.

Set up document type perspectives

Designer

Use a perspective to define a variant of a document type. A perspective defines the data and settings that are used to generate the document.

For each perspective, you can set up:
  • Criteria: Use criteria to define for which data the perspective must be executed. Where the related query defines the data that is used as input for the document generation, you can use the criteria to indicate to which of this input data the perspective applies.
  • Query functions: Use query functions to convert input values from the query. You can, for example, round a value, do a calculation with several values, or change the date format.
  • User notes: Use user notes to add free text fields to a document. If you create a document manually (with a form button), the user notes are shown on the dialog where you can enter free text in each user note field.

Set up communication profiles for document type perspective

Designer

 		For each document type perspective, set up communication profiles. Use the communication profiles to define, for example, the format, the contents, the sender, and the recipient of the document.
Always set up, at least, these communication profiles:
  • Output type: defines the format (XML or email) and the contents of the document.
  • From: defines the sender of the document.
  • To: defines the recipient of the document.
  • Label: defines the company logo and address for the document.
  • Printer: defines the printer to which the document is sent.

Set up text fragments for document types

Designer

 		For each document type perspective, you can set up the applicable text fragments. Use text fragments to add predefined texts to a document.
For each text fragment, you can set up filters to define when the text fragment is applicable.

Set up form buttons

Designer

 		You can set up form buttons to, for a selected record:
  • Create a document based on a document type.
    When you click this button, the Create documents dialog is opened on which you can select the document type to create a document. You can only select document types:
    • With a perspective with the same data source as the form from which you want to create a document.
    • That are linked to your security user role.
  • Set up substitute addressee scenarios.
    When you click this button, the Addressee profiles form is opened. You can use an addressee profile to indicate which substitute addressee scenario must be used in case of a specific addressee scenario and document type combination.

Set up user roles per document type

Designer

 		If you have set up a form button to create a document for a selected record, you also must define which users can create which document.
For each document type that you linked to a form button setup, define which user roles can use the document type to create a document.

Validate perspective

Designer

 		You can validate the setup of a perspective when you set up or finished the setup of a document type. The validation is done, based on the input data source as defined for the perspective.

Set up document type perspectives

Set up communication profiles for document type perspective

Set up text fragments for document type perspective

Exchange document types

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