You can configure a recipient by manually entering the recipient's customer information in the Unity Client.
If you are using an Oracle database, you must configure recipients in the OnBase Client.
To configure recipients in the Unity Client, you must have the Customer Information privilege or the Document Distribution product right enabled to access the Customer Information layout. See User Groups and Rights for more information on enabling privileges and product rights for user groups.
The number of recipients that can be created is limited to the number of licenses purchased. If the limit is reached and you attempt to add additional recipients, an error message is displayed and the recipients are not added.
The number of recipients can exceed the number of licenses purchased, but only if the recipients in excess of the total licenses are added through the Dictionary Import Processor module.
Adding these additional recipients generates a warning message in the verification report. Contact your system administrator to resolve any licensing issues.
See the Dictionary Import Processor documentation for more information on configuring and importing an index file.
To manually configure a recipient in the Unity Client:
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Select File | Administration | Customer Information. The Customer Information layout is displayed.
- Select a distribution process or a class of service from the Processes pane. Any existing recipients for the selected process are displayed in the Recipients pane.
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From the Customer Information tab, click Create Recipient. The New Recipient dialog box is displayed.
- Enter the name of the new recipient in the Recipient Name field.
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Click Create. The Customer Information: [customer name] dialog box is displayed.
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Specify the distribution options that determine the method for distribution. You must choose at least one distribution option. The following are the available distribution options:
Distribution Options
Description
Email Notification
Note:The Email Notification option can use the Hyland Distribution Service by enabling the Use Email Distribution Service for Document Distribution option. If the Distribution Service is used, a temporary file cache must be created. For more information about the Hyland Distribution Service, see .
Sends a plain text message to the email address of the recipient identified by the distribution process configuration. The message contains a link to a designated website where the distributed documents can be viewed by the recipient.
Fax Distribution
Sends a copy of the rendered statements to the fax number specified for the recipient identified by the distribution process configuration.
Email Distribution
Note:The Email Distribution option can use the Hyland Distribution Service by enabling the Use Email Distribution Service for Document Distribution option. If the Distribution Service is used, a temporary file cache must be created. For more information about the Hyland Distribution Service, see .
Sends an email attachment of the rendered statements to the email address of the recipient identified by the distribution process configuration. When selected, the statements can be sent in one of the following formats:
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RTF
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Native Format
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PDF
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40 bit RC4 Encrypted PDF
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128 bit RC4 Encrypted PDF
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128 bit AES Encrypted PDF
Note:Depending on your configuration, you may not see all these options.
Enter a value in the Password field when distributing via encrypted PDFs. See the information about the 7 field in step 7.
Note:Depending on the file format of a document, the document may not be converted to the specified format when distributed. While image documents are converted to any specified format, text documents are not. PDF documents are converted to any encrypted PDF format but they are not converted to image or RTF formats.
Published CD Distribution
Creates a CD of the rendered statements. When this option is selected, the following options are available:
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Include All Deposit Items with Deposit: Select this option if deposit items are included in the distribution.
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Replace User Account Passwords: Select this option to replace user account passwords with a specified password. When selected, the Password field in Distribution Settings is available and a password must be entered.
Note:You must enter a password or the CD publishing job does not complete.
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Copies: Enter the number of copies of the rendered statements you want to distribute to recipients.
Send to Printer
Prints each statement to the printer configured for the statement type in addition to the electronic delivery method for the statement. When this option is selected, the Only Print Primary Documents option is available. Select this option to only print primary documents from the rendered statement.
Both primary and secondary documents can still be distributed according to the desired distribution process, but only the primary documents will be printed. If any reconciliation pages or enclosures have been configured, they are archived with the secondary documents.
Note:When OMR marks are configured correctly for a statement type, every printed statement contains the OMR marks regardless of whether the statement type uses separate jobs for printing and archiving. If the statement type uses separate jobs for printing and archiving, archived images that are electronically distributed will not contain the OMR marks.
External Distribution
Recognizes statements distributed through another process. This option should be selected when the statement is distributed outside of OnBase by a third-party method.
Note:If the distribution process does not have the Send to Printer option selected, ensure the user account that is performing the rendering process has print job deletion rights to avoid printing the statements to a physical printer. This is not configured in OnBase. It should be configured at the network level.
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Specify the distribution settings for the selected distribution options:
Distribution Setting
Description
Fax and/or Email Cover Sheet
Specify a cover sheet (or, delivery template) from the drop-down list if either the Email Distribution option or the Fax Distribution option is selected for the distribution.
Note:Cover sheets are created in the Delivery Template Configuration dialog box. See Configuring a Delivery Template for more information on creating a cover sheet.
Password
Enter a password in the field. This password overrides the PDF Encryption Owner Password in OnBase Configuration.
Note:See the section on PDF encryption settings in the External Mail Services documentation for more information on encrypting PDFs sent using an External Mail Services system.
This field is available when one of the following distribution options are selected:
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Replace User Account Passwords(under the Published CD Distribution option)
Note:If a recipient for a CD Distribution provides CC copies to other recipients for the same document, all recipients must use the same password.
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40 bit RC4 Encrypted PDF(under the Email Distribution option)
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128 bit RC4 Encrypted PDF(under the Email Distribution option)
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128 bit AES Encrypted PDF(under the Email Distribution option)
Note:When using an encrypted PDF distribution option, a password is required.
When this option is available, the Show Password option is also available. When this option is selected, the Password field value is displayed in plain text. When this option is not selected, the Password field value is masked.
Distribution Site
Select the distribution site to associate with the recipient.
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From the Customer ID Keywords (All Required) section, enter Keyword Values for the configured Keyword Types of the distribution process (or associated class of service). The entered Keyword Values are compared to the Keyword Values on the rendered documents to determine whether they are sent to the recipient. If a match is made for all the Keyword Values, the documents are sent.
The Keyword Values currently configured for the recipient are reflected in the Customer Identification String field. If the Keyword Values were assigned from the Customer Information Importer, the Customer Importer Process Name is identified in the Customer Info Unique ID field.
Note:All recipients that share the same combination of Customer ID Keyword Values that match a rendered statement will receive a copy of the statement.
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Enter customer information in the Customer Information for Distribution section. The following are the available options:
Customer Information Options
Description
Customer Greeting Name
Enter text to be used as a greeting in the distribution. For example, Dear <Customer Name> or Hello <Company Name>. The entered greeting is used in delivery templates, faxing, or emailing.
Note:The maximum number of characters allowed is 30.
Email
Enter the recipient's email address.
Fax Number
Enter the recipient's fax number. Store the appropriate number (for example, dial-out access) consistent with WinFax configuration.
Address
Enter the recipient's mailing address. Four fields are provided so the recipient's mailing address can be physically printed on the CD.
Cc Information
Displays recipients whose Customer ID Keyword Values match other recipients configured for the same distribution process. See Adding a CC Recipient in the Unity Client to add CC recipients in the Unity Client.
Multiple recipients receive the same distributed documents; however, each one can have their own delivery method.
If a password is used, the same password value used for the original recipient must be entered for every recipient included in the Cc Information field.
Customer Identification String
Displays an automatically concatenated Keyword Value data string created by the system to uniquely identify the recipient. The string is a combination of the configured Keyword Values and the recipient name.
Keyword Values are separated by a dash and then a vertical bar followed by the recipient name.
Customer Info Importer Unique ID
Displays a value that uniquely represents each customer information record in the database.
- Click Save.