A Workflow is provided with the Document Distribution module that allows failed jobs to be tracked and resolved. The Workflow queues must be uniquely configured to use specific E-Forms, and must be assigned the appropriate user group rights.
To configure the Document Distribution Workflow:
- Extract the Document Distribution Workflow zip file into a temporary folder. This zip file contains the Workflow file DOCDIST.WKF that is imported along with these instructions and all bitmap icons and HTML documents that support the Workflow. It is important that these files are kept in their relative folders and that the DOCDIST.WKF file be imported from this temporary location. When the Workflow is imported these files can be removed from the system.
- Log on to OnBase Studio.
- From the Home tab, click Import. A warning that the database should be backed up prior to proceeding is displayed.
- Enter the backup information. The Import dialog box is displayed.
- Click Browse and locate the DOCDIST.WKF file that you extracted from the zip file. Double-click the DOCDIST.WKF file to populate with the directory and file name.
- Click Next and the Resolutions screen is displayed.
- Choose how you would like resolutions to be handled.
- Click Next to view the import Summary.
- Click Finish to begin the import process.
- When the import is completed, exit out of OnBase Studio.
- Log on to the Configuration module.
- Select Users | User Groups / Rights at the menu bar. The User Groups & Rights dialog box is displayed.
- Select the name of the user group that utilizes the Workflow.
- Click Document Types. The Assigning Document Types for User Group Name Group dialog box is displayed.
- Select the Document Distribution Group and all the document types (Distribution Record, Notification Not Yet Viewed Record, and Produced CD Record) used within the Document Distribution Workflow are automatically selected.
- Click Close, then Exit.
- At the Configuration main menu bar, choose Document | Document Types at the menu bar.
- The Document Types dialog box is displayed. Highlight the Distribution Record document type and select Settings to display the Distribution Record Configuration dialog box will appear.
- Choose a default disk group from the Default Disk Group list. Select Save & Close.
- At the Document Types dialog box, highlight the Distribution Record Document Type and select E-Form to display the E-Form Options dialog box. At the Electronic Form drop-down list, select the form named SYS – HTML Forms Distribution Record. Choose Save, then Close.
- At the Document Types dialog box, select the Notification Not Yet Viewed Record document type and click Settings to display the Notification Not Yet Viewed Record Configuration dialog box will appear.
- Choose a default disk group from the Default Disk Group list. Select Save, then Close.
- At the Document Types dialog box, highlight the Notification Not Yet Viewed Record document type and select E-Form to display the E-Form Options dialog box.
- At the Electronic Form drop-down list, select the form named SYS – HTML Forms Notification Not Yet Viewed Record. Choose Apply, then Close.
- At the Document Types dialog box, highlight the Produced CD Record document type and click Settings to display the Produced CD Record Configuration dialog box.
- Choose a default disk group from the Default Disk Group list. Click Save & Close.
- At the Document Types dialog box, highlight the Produced CD Record document type and select E-Form to display the E-Form Options dialog box. At the Electronic Form drop-down list, select the form named SYS – HTML Forms Produced CD Record. Choose Save, then Close.
- If you will be distributing notifications to inform customers that their statements are ready for download from a designated area, such as a web site, you have the option to track whether the document has been viewed or not. The View Status keyword can be added to the document type that you have defined for the completed rendered statement.
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Choose the document type that you have defined for the completed rendered statement in the Document Types dialog box. Select Keyword Types to display the Keyword Type Assignment dialog box. In the Available section of the dialog box, select the View Status Keyword Type, then click Add >>, then Save.
Note:
When implementing your method for setting this keyword to indicate that the rendered statement is viewed (API or VB Script) set the keyword value to 1. This indicates to the system that the rendered statement has been viewed. If a value is not set or is set to 0 then it indicates that the document has not yet been viewed. The Email distribution server will set the value to 0 if no value has been set on the document and the first iteration of Notification checking has occurred on the document.