1. Others
  2. Action and Document Management
  3. Document management
  4. Set up document types

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.


Designer Designer Start Start Query exists? Query exists? 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.

 Create document type perspective Create document type perspective 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. 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. In the Perspectives section, on the Overview tab, click New. 5. In the Perspective field, type a value. 6. In the Description field, type a value. 7. In the Query field, enter or select a value. 8. In the Input data source name field, enter or select a value. 9. You can set up a series of perspectives to be executed. In the Consecutive perspective field, you can define the perspective to be executed when the execution of the current perspective is finished. In the Consecutive perspective field, enter or select a value. Note: You can select a consecutive perspective from any document type. You can only select perspectives with the same input data source as the current perspective. 10. You can select a perspective to be used if execution of the current perspective fails. In the Fallback perspective field, enter or select a value. Note: You can select a fallback perspective from any document type. You can only select perspectives with the same input data source as the current perspective. 11. Close the page. Define criteria for document type perspective Define criteria for document type perspective 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.For each of the criteria, the value of the left data source field is validated against the value of the right data source field or a fixed value. The validation is done based on the defined operator. 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. In the Perspectives section, on the Overview tab, in the list, find and select the desired record. 5. Click the Criteria tab. 6. Click New. 7. In the Data source name field, enter or select a value. 8. In the Field name field, enter or select a value. 9. In the Operator field, select an option. 10. In the Property type field, select an option. 11. In the Data source name field, enter or select a value. Note: Only enter a value if the property type is 'Record value'. 12. In the Field name field, enter or select a value. Note: Only enter a value if the property type is 'Record value'. 13. In the Value field, type a value. Note: Only enter a value if the property type is 'Constant'. 14. In the Or-group field, type a value. 15. Close the page. Add query functions to document type perspective Add query functions to document type perspective For each perspective, you can set up query functions. Use query functions to convert input values from the query. Several predefined functions are available. You can, for example, round a value, do a calculation with several values, or change the date format.Some of the functions have one or more parameters. To set a parameter value, you can enter a fixed value or add a table field.For a parameter, you can enter a table field of:A predefined set of tables:AttachmentYou can use the Logo file path of the related label to find the logo to be inserted. The related label is set for the relevant document type perspective communication profile of type Label.LabelYou can use field values of the related label. The related label is set for the relevant document type perspective communication profile of type Label.RecipientYou can use field values of the related recipient. The related recipient is defined by either the Data source name/Field name combination or the Data source name/Scenario combination as set for the relevant document type perspective communication profile of type To.SenderYou can use field values of the related sender. The related sender is set for the relevant document type perspective communication profile of type From.TextBlockYou can only use text blocks that are defined for the related document type perspective.TextFragmentYou can only use text fragments that are defined for the related document type perspective.UserNotesYou can only use user notes that are defined for the related document type perspective.The tables as defined for the related query. You can only add a table field that is also defined in the query. The applicable query is defined by the related document type perspective. 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. In the Perspectives section, on the Overview tab, in the list, find and select the desired record. 5. Click the Query functions tab. 6. Click New. 7. In the Data source name field, enter or select a value. 8. In the Field name field, enter or select a value. 9. Click Save. 10. Click Add function. 11. In the Function field, enter or select a value. As an example, select: (sum(Real,Real)). 12. Sub-task: Define parameters. 13. In the parameters list, find and select the desired record. 14. Click Add table field to open the drop dialog. 15. In the Data source name field, enter or select a value. 16. In the Field name field, enter or select a value. 17. Click OK. 18. Sub-task: Add parameter. 19. Click Add parameter. 20. Click OK. 21. Close the page. Add user notes to document type perspective Add user notes to document type perspective For each perspective, you can set up 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. 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. In the Perspectives section, on the Overview tab, in the list, find and select the desired record. 5. Click the User notes tab. 6. Click New. 7. In the User note field, enter a number. 8. In the Description field, type a value. 9. Select the Mandatory check box. 10. Close the page. Notes If you set up a user note field which value must appear in the generated email, add the user note field to the related template.You can set up a maximum of four user notes fields.User notes cannot be entered if you run the document type in batch. End End No Yes Criteria  required? Query functions  required? Do you need  user notes?

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.

Create document type perspective

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.

Define criteria for document type perspective

Designer

 		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.
For each of the criteria, the value of the left data source field is validated against the value of the right data source field or a fixed value. The validation is done based on the defined operator.

Add query functions to document type perspective

Designer

 		For each perspective, you can set up query functions. Use query functions to convert input values from the query. Several predefined functions are available. You can, for example, round a value, do a calculation with several values, or change the date format.
Some of the functions have one or more parameters. To set a parameter value, you can enter a fixed value or add a table field.
For a parameter, you can enter a table field of:
  • A predefined set of tables:
    • Attachment
      You can use the Logo file path of the related label to find the logo to be inserted. The related label is set for the relevant document type perspective communication profile of type Label.
    • Label
      You can use field values of the related label. The related label is set for the relevant document type perspective communication profile of type Label.
    • Recipient
      You can use field values of the related recipient. The related recipient is defined by either the Data source name/Field name combination or the Data source name/Scenario combination as set for the relevant document type perspective communication profile of type To.
    • Sender
      You can use field values of the related sender. The related sender is set for the relevant document type perspective communication profile of type From.
    • TextBlock
      You can only use text blocks that are defined for the related document type perspective.
    • TextFragment
      You can only use text fragments that are defined for the related document type perspective.
    • UserNotes
      You can only use user notes that are defined for the related document type perspective.
  • The tables as defined for the related query. You can only add a table field that is also defined in the query. The applicable query is defined by the related document type perspective.

Add user notes to document type perspective

Designer

 		For each perspective, you can set up 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.

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