Packet Templates [Corporate Edition and higher]

Several documents can be grouped together as a packet with nothing more than a field value shared among them. A Packet Template determines the Key Field and document types that comprise these packets. These templates provide user access to packets via the area and the Packet menu item from the View menu. They also provide a mechanism to efficiently produce QCards™ for each of the document types in one step.

Access the Packet Templates screen by selecting the Screen Shot 2016-02-18 at 10.04.59 PM icon from the Admin main menu.

Content Central Packet Templates

Adding or Modifying a Packet Template

Templates are based on a key field, and this key field is based on one of any available Global Fields. After confirming at least one global field exists, and these global fields have been used in one or more document types, select the Screen Shot 2016-02-18 at 10.07.33 PM button to add the template.

To modify an existing template, select the Screen Shot 2016-02-16 at 3.46.04 PM icon in the appropriate row.

Selecting the Enabled checkbox will allow the template to be accessed by users. Provide a Name and optional Description for the template, followed by selecting the Key Field from the list of available global fields.

Select one or more document types that apply to the particular packet. Only document types containing the selected Key Field will be available for selection.

The Req’d checkbox in each row determines whether or not a given document type will be required for packet completion. When at least one document exists for each of the required document types, the packet will be considered complete, and this will be indicated when a user views a packet using the Packet menu item from the View menu.

The Lookup checkbox in each row determines whether field lookups will be available for a given document type. Fields common to the packet can be automatically populated based on the Key Field. The lookup will source the primary document type to obtain these values.

The Primary Document Type should be set to the document type that is captured first or represents the core document type around which all the others in the packet are based. The selected document type is the one that will appear in users’ Approval Queue when a packet is assigned to an approval process. It is also the document type that must be used when assigning a packet to an approval process.

Selecting the Enable System Field checkbox will create a searchable System Field that also can be used as a results-grid column and informational document property.

After selecting the appropriate data for the template, select Screen Shot 2016-02-16 at 4.05.22 PM to save your changes.

Content Central Adding a New Packet Template

Deleting a Packet Template

To delete a template, select the Screen Shot 2016-02-16 at 3.00.02 PM icon in the appropriate row.

When you are sure you would like to delete the template, select the Screen Shot 2016-02-16 at 12.14.19 PM button.
Screen Shot 2016-02-18 at 10.14.45 PM

Message Templates [Enterprise Edition]

Message Templates can be generated to help make users more efficient and provide actions for Workflow.

Access it by selecting the Screen Shot 2016-02-18 at 10.16.42 PM icon from the main menu or from the Workflow menu.

The filter lists located at the top of the page will help you navigate through existing message templates. You can also filter by name, description, recipients, subject, and body using the filter textbox below the list of templates. Select the Hide system records checkbox to hide system-generated templates.

Content Central Message Templates

Adding or Modifying Message Templates

To add a message template, select the Screen Shot 2016-02-18 at 10.07.33 PM button from the Message Templates screen. To modify an existing template, select the Screen Shot 2016-02-16 at 1.28.34 PM icon in the row of the template you would like to modify.

Message-Template Details

Selecting the Enabled checkbox will cause this template to be active.

Message-Template Details

Template Name (required):  This is a descriptive name for the template.

Description (optional):  This provides a more detailed description of the template.

Message Type:

Message Types

  • E-mail – These templates can be used to send e-mails.
  • Fax – These templates can be used to send faxes.
  • Internal – These templates can be used to send messages to other users in Content Central.

Scope (Defaults to Document type when in a document type):

Scope Type

  • Global – The template will be available to all catalogs and document types.
  • Document Type – The template will be available to only a single document type.

Catalog & Document type (Document type scope only):  The template will be available to only the selected document type.

Visibility:

Visibility Type

  • User Access – The template will be visible to users in a template drop-down list when sending an e-mail or fax.
  • Workflow Access – The template will be visible to workflow actions.
  • User & Workflow Access – The template will be visible to users and workflow actions.

Recipients (required):

  • E-mail & Fax – Enter one or more e-mail addresses or fax numbers, respectively, each separated by a semicolon. You may also use Message- Template Codes.
  • Internal – Select one or more users and/or groups from the Available boxes and add them to the Selected boxes using the Screen Shot 2016-02-18 at 9.51.44 PM icon. If you need to remove one or more recipients, select the recipient(s) from the Selected box followed by the Screen Shot 2016-02-18 at 9.53.09 PM icon.

CC: (E-mail, optional):  A copy of the e-mail will be sent to these e-mail addresses. You may use Message-Template Codes.

To: (Fax, optional):  The fax-recipient’s name goes here. You may use Message-Template Codes.

Company: (Fax, optional):  The fax-recipient’s company name goes here. You may use Message-Template Codes.

Subject (required):  The subject identifies the message body in short. You may use Message-Template Codes.

Body (optional):  The body contains the details of the message. You may use Message-Template Codes.

Allow users to customize recipients, subject, and body during manual send (E-mail and Fax):  Selecting this checkbox allows users to modify the identified template items.

When you’ve finished, select the Screen Shot 2016-02-16 at 4.05.22 PM button to save the template.

Content Central Message-Template Details

Duplicating a Message Template

This feature saves you time when you need to create multiple templates with only a small difference among them. To duplicate a message template, select the Screen Shot 2016-02-18 at 11.04.53 PM icon in the row of the template you would like to copy.

When you are sure you would like to duplicate the template, select the Screen Shot 2016-02-16 at 12.14.19 PM button.

Contact Central Duplicating a Message Template

Deleting a Message Template

To delete a message template, select the Screen Shot 2016-02-16 at 3.00.02 PM icon in the row of the template you would like to delete.

When you are sure you would like to delete the template, select the Screen Shot 2016-02-16 at 12.14.19 PM button.

Content Central Deleting a Message Template

Message-Template Codes

The following list of codes may be entered in any of the text boxes in a message template. These codes are case insensitive.

Codes

{!Catalog;}:  The catalog name for the document

{!DocType;}:  The document type name for the document

{!DocName;}:  The base file name of the document (does not include the version)

{!DocFolder;}:  The folder path for the current version of the document

{!DocFileName;}:  The file name for the current version of the document

{!DocPath;}:  The full path to the current version of the document

{!DocId;}:  The internal identifier for the document

{!DocCreatedDate;}:  The local creation date of the document

{!DocModifiedDate;}:  The local modification date of the document

{!DocVersion;}:  The current version of the document

{!Field:Field Name;}:  The value for the specified field (Replace Field Name with a real field name.) in a document

{!PacketName;}:  The name of the packet template

{!PacketFieldName;}:  The name of the key field of the packet template

{!PacketFieldValue;}:  The value of the key field of the packet

{!PacketStatus;}:  One of the following indicators for the packet

  • Packet is complete.
  • Packet is incomplete. The following document types are missing: doctype1, doctype2…doctypeN.

{!ActingUserUserName;}:  The username of the user causing the action

{!ActingUserFirstName;}:  The first name of the user causing the action

{!ActingUserLastName;}:  The last name of the user causing the action

{!ActingUserEmailAddress;}:  The e-mail address of the user causing the action

{!APName;}:  The name of the approval process when the workflow trigger is of type: Approval Process: Movement on Process

{!APAction;}:  One of the following approval-process actions when the workflow trigger is of type: Approval Process: Movement on Process

  • Assigned to Process
  • Approved
  • Rejected
  • Process Completed
  • Rejected from Process
  • Removed from Process

{!APDate;}:  The date of the approval-process event when the workflow trigger is of type: Approval Process: Movement on Process

{!APTime;}:  The time of the approval-process event when the workflow trigger is of type: Approval Process: Movement on Process

{!APPriority;}:  The current priority of the approval-process event when the workflow trigger is of type: Approval Process: Movement on Process

{!APNote;}:  The note of the approval-process event when the workflow trigger is of type: Approval Process: Movement on Process

{!APAssignerUserName;}:  The username of the user who began the approval process when the workflow trigger is of type: Approval Process: Movement on Process

{!APAssignerFirstName;}:  The first name of the user who began the approval process when the workflow trigger is of type: Approval Process: Movement on Process

{!APAssignerLastName;}:  The last name of the user who began the approval process when the workflow trigger is of type: Approval Process: Movement on Process

{!APAssignerEmailAddress;}:  The e-mail address of the user who began the approval process when the workflow trigger is of type: Approval Process: Movement on Process

Workflow [Enterprise Edition]

Introduction

Workflow, composed of Triggers, Actions, and Rules, allows for complex operations to take place automatically in Content Central. Workflow Triggers are based on live events or schedules. Workflow Actions operate on documents, Coding Queue items, or numbers. Workflow Rules combine Workflow Triggers with Workflow Actions to perform automated operations within the system.

Example 4.2. Placing Captured Documents on an Approval Process and Notifying Users

A Workflow Trigger has been created to respond when any Application for Admission has been captured in the system. A Workflow Action has been created to place matching documents on an approval process. An additional Workflow Action has been created to send any matching documents as an attachment in email addressed to several school administrators to notify them of the new applications. A Workflow Rule has been created to link the Trigger with the two Actions.

Access the Workflow main menu by selecting the Screen Shot 2016-02-19 at 10.04.12 AM icon from the main menu.

Content Central The Workflow Main Menu

Workflow Triggers

The Manage Workflow Triggers page handles the creation, modification, and deletion of Workflow Triggers. Access it by selecting the Screen Shot 2016-02-19 at 10.07.01 AM icon from the Workflow main menu.

The filter lists located at the top of the page will help you navigate through existing triggers. You can also filter by name and description with the filter textbox below the list of triggers. Select the Hide system records checkbox to hide system-generated triggers.

Content Central Workflow Triggers

Adding or Modifying Workflow Triggers

To add a trigger, select the Screen Shot 2016-02-19 at 10.09.32 AM button from the Workflow Triggers page. To modify an existing trigger, select the Screen Shot 2016-02-16 at 12.08.14 PM icon in the row of the trigger you would like to modify.

When you’ve finished configuring the trigger, select the Screen Shot 2016-02-16 at 3.00.48 PM button to save it.

Content Central Workflow-Trigger Details

Duplicating a Workflow Trigger

This feature saves you time when you need to create multiple triggers with only a small difference among them. To duplicate a workflow trigger, select the Screen Shot 2016-02-18 at 11.04.53 PM icon in the row of the trigger you would like to copy.

When you are sure you would like to duplicate the trigger, select the Screen Shot 2016-02-16 at 12.14.19 PM button.

Content Central Duplicating a Workflow Trigger

Deleting a Workflow Trigger

To delete a workflow trigger, select the Screen Shot 2016-02-16 at 3.00.02 PM icon in the row of the trigger you would like to delete.

When you are sure you would like to delete the trigger, select the Screen Shot 2016-02-16 at 12.14.19 PM button.

Content Central Deleting a Workflow Trigger

Workflow-Trigger Types

Approval Processes: Age of Process – This trigger returns documents on an approval process that have reached the provided age.

Approval Processes: Age of Stage –  This trigger returns documents on an approval process stage that have reached the provided age.

Approval Processes: Assignment Update – This trigger returns documents that have had one or more approval process assignments updated.

Approval Processes: Items in Process – This trigger returns the number of documents on an approval process.

Approval Processes: Items in Stage –  This trigger returns the number of documents on an approval process stage.

Approval Processes: Movement on Process – This trigger returns documents that arrive on, move through, or leave an approval process determined by the selected movement.

Coding-Queue Age: Age of All Content in the Coding Queue – This trigger returns documents in the Coding Queue that have reached the provided age.

Coding-Queue Age: Age of Catalog Content in the Coding Queue – This trigger returns documents in the Coding Queue matching the specified catalog that have reached the provided age.

Coding-Queue Age: Age of Document-Type Content in the Coding Queue – This trigger returns documents in the Coding Queue matching the specified document type that have reached the provided age.

Coding-Queue Arrival: All Arrivals – This trigger returns newly arrived documents in the Coding Queue.

Coding-Queue Arrival: Arrival in a Catalog – This trigger returns newly arrived documents in the Coding Queue matching the specified catalog.

Coding-Queue Arrival: Arrival in a Document Type – This trigger returns newly arrived documents in the Coding Queue matching the specified document type.

Coding-Queue Commit: All Commits – This trigger returns documents committed in the Coding Queue.

Coding-Queue Commit: Committed in a Catalog – This trigger returns documents committed in the Coding Queue matching the specified catalog.

Coding-Queue Commit: Committed in a Document Type – This trigger returns documents committed in the Coding Queue matching the specified document type.

Coding-Queue Deletion: All Content Deleted in the Coding Queue – This trigger returns documents deleted in the Coding Queue.

Coding-Queue Deletion: Catalog Content Deleted in the Coding Queue – This trigger returns documents deleted in the Coding Queue matching the specified catalog.

Coding-Queue Deletion: Document-Type Content Deleted in the Coding Queue – This trigger returns documents deleted in the Coding Queue matching the specified document type.

Coding-Queue Field Values: Age of a Field Value Assigned to Coding-Queue Content – This trigger returns documents in the Coding Queue when the specified field value has reached the provided age.

Coding-Queue Field Values: Field Value Updated in the Coding Queue – This trigger returns documents in the Coding Queue when the specified field is updated.

Coding-Queue Query: All Coding-Queue Content – This trigger returns documents in the Coding Queue.

Coding-Queue Query: Coding-Queue Content in a Catalog – This trigger returns documents in the Coding Queue matching the specified catalog.

Coding-Queue Query: Coding-Queue Content in a Document Type – This trigger returns documents in the Coding Queue matching the specified document type.

Content Age: Age of All Content – This trigger returns documents in the system that have reached the provided age.

Content Age: Age of Content in a Catalog – This trigger returns documents in the system matching the specified catalog that have reached the provided age.

Content Age: Age of Content in a Document Type – This trigger returns documents in the system matching the specified document type that have reached the provided age.

Content Capture: All Captured Content – This trigger returns captured documents in the system.

Content Capture: Content Captured in a Catalog – This trigger returns captured documents in the system matching the specified catalog.

Content Capture: Content Captured in a Document Type – This trigger returns captured documents in the system matching the specified document type.

Content Check-In: All Checked-In Content – This trigger returns checked-in documents in the system.

Content Check-In: Checked-In Content in a Catalog – This trigger returns checked-in documents in the system matching the specified catalog.

Content Check-In: Checked-In Content in a Document Type – This trigger returns checked-in documents in the system matching the specified document type.

Content Check-Out: All Checked-Out Content – This trigger returns checked-out documents in the system.

Content Check-Out: Checked-Out Content in a Catalog – This trigger returns checked-out documents in the system matching the specified catalog.

Content Check-Out: Checked-Out Content in a Document Type – This trigger returns checked-out documents in the system matching the specified document type.

Content Delay: Lack of Content Added in the System – This trigger returns true when a document has not been added to the system within the duration specified.

Content Delay: Lack of Content Added in a Catalog – This trigger returns true when a document has not been added to the specified catalog within the duration specified.

Content Delay: Lack of Content Added in a Document Type – This trigger returns true when a document has not been added to the specified document type within the duration specified.

Content Deletion: All Deleted Content – This trigger returns documents deleted in the system.

Content Deletion: Content Deleted in a Catalog – This trigger returns documents deleted in the system matching the specified catalog.

Content Deletion: Content Deleted in a Document Type – This trigger returns documents deleted in the system matching the specified document type.

Content DocType Change: All Document-Type Changes – This trigger returns documents in the system when they have been changed to any other document type.

Content DocType Change: Document-Type Change in a Catalog – This trigger returns documents in the system when they have been changed to any document type in the specified catalog.

Content DocType Change: Changed to Specified Document Type – This trigger returns documents in the system when they have been changed to the specified document type.

Content Field Values: Age of a Field Value Assigned to Content – This trigger returns documents in the system when the specified field value has reached the provided age.

Content Field Values: Field Value Updated in a Document Type – This trigger returns documents in the system when the specified field is updated.

Content Field Values: Global-Field Value Updated in the System – This trigger returns documents in the system when the specified global field is updated.

Content Field Values: Global-Field Value in DocType Updated in the System – This trigger returns documents in the system when the specified global field in the specified document type is updated.

Content Query: All Content – This trigger returns documents in the system.

Content Query: Content in a Catalog – This trigger returns documents in the system matching the specified catalog.

Content Query: Content in a Document Type – This trigger returns documents in the system matching the specified document type.

Content Revision Upload: All Revised Content – This trigger returns documents in the system revised by upload.

Content Revision Upload: Revised Content in a Catalog – This trigger returns documents in the system revised by upload matching the specified catalog.

Content Revision Upload: Revised Content in a Document Type – This trigger returns documents in the system revised by upload matching the specified document type.

Packet Query: Complete Packets – This trigger returns packets in the system that have all its required document types fulfilled.

Packet Query: Incomplete Packets – This trigger returns packets in the system that do not have all its required document types fulfilled.

Reports: Report Scheduler – This trigger provides scheduling for running reports in the system.

Queue Items: All Coding-Queue Items – This trigger returns the total number of documents in the Coding Queue.

Queue Items: All Approval-Queue Items – This trigger returns the total number of documents in the Approval Queue.

Queue Items: All Work-Queue Items – This trigger returns the total number of documents in the Work Queue.

Queue Items: Coding-Queue Items in a Catalog – This trigger returns the total number of documents in the Coding Queue matching the specified catalog.

Queue Items: Coding-Queue Items in a Document Type – This trigger returns the total number of documents in the Coding Queue matching the specified document type.

Queue Items: Approval-Queue Items in a Catalog – This trigger returns the total number of documents in the Approval Queue matching the specified catalog.

Queue Items: Approval-Queue Items in a Document Type – This trigger returns the total number of documents in the Approval Queue matching the specified document type.

Queue Items: Work-Queue Items in a Catalog – This trigger returns the total number of documents in the Work Queue matching the specified catalog.

Queue Items: Work-Queue Items in a Document Type – This trigger returns the total number of documents in the Work Queue matching the specified document type.

System Query: Items Queued in the Capture Service – This trigger returns the total number of items queued for processing in the Capture Service.

System Query: Users Logged-In to the System – This trigger returns the total number of users logged-in to Content Central.

Work-Queue Age: Age of All Content in the Work Queue – This trigger returns documents in the Work Queue that have reached the provided age.

Work-Queue Age: Age of Catalog Content in the Work Queue – This trigger returns documents in the Work Queue matching the specified catalog that have reached the provided age.

Work-Queue Age: Age of Document-Type Content in the Work Queue – This trigger returns documents in the Work Queue matching the specified document type that have reached the provided age.

Work-Queue Arrival: All Arrivals – This trigger returns newly arrived documents in the Work Queue.

Work-Queue Arrival: Arrival in a Catalog – This trigger returns newly arrived documents in the Work Queue matching the specified catalog.

Work-Queue Arrival: Arrival in a Document Type – This trigger returns newly arrived documents in the Work Queue matching the specified document type.

Work-Queue Departure: All Departures – This trigger returns documents removed from the Work Queue.

Work-Queue Departure: Departure in a Catalog – This trigger returns documents removed from the Work Queue matching the specified catalog.

Work-Queue Departure: Departure in a Document Type – This trigger returns documents removed from the Work Queue matching the specified document type.

Workflow-Trigger Requirements and Options

Common Selections

  • Trigger Name (required)
  • Description (optional)
  • Catalog
  • Document Type

 

Common Requirements

Minimum Age:  This is the minimum age for which the trigger will consider matching records.

Minimum Items:  This is the minimum number of items for which the trigger will consider a match.

 

Approval-Process Requirements

Approval-Process Evaluation:  This evaluation method determines whether a single approval process or member of an approval-process group will be queried.

  • Single Approval Process – A single approval process will be evaluated.
  • Approval-Process Group – All approval-process members of the selected approval-process group will be queried.

Approval Process:  This is the approval process that this trigger will query.

Approval-Process Group:  This is the approval-process group containing an approval process that this trigger will query.

Approval-Process Evaluation:  This evaluation method determines whether all approval-processes or a single approval process in the selected group will be queried.

  • All Approval Processes in Group – All approval processes in the selected group will be queried.
  • Selected Approval Processes in Group – Only the selected approval process from the group will be queried.

Stage:  This is the approval process stage that this trigger will query.

Process Evaluation:  This identifies the movement(s) that will execute this trigger.

     Movement Type

  • All Movement – All movement (forward and backward) on the approval process will execute this trigger.
  • New Arrival on Process – All arrivals on the approval process will execute this trigger.
  • Approval by Final Member – An approval by the final member on the approval process will execute this trigger.
  • Rejection by First Member – A rejection by the first member on the approval process will execute this trigger. In a group-member scenario, a rejection by any user in the group will execute this trigger.
  • All Approvals – All approvals on the approval process will execute this trigger.
  • All Rejections – All rejections on the approval process will execute this trigger.
  • Single Approval – An approval by a selected member on the approval process will execute this trigger.
  • Single Rejection – A rejection by a selected member on the approval process will execute this trigger.
  • Arrival to Stage – All arrivals to the specified stage, regardless of approved or rejected status, will execute this trigger.
  • Removal by Administrator – All administrator removals will execute this trigger.

Stage Change:  This is the stage change that this trigger will query. This only appears on Stage-Change Types Single Approval and Single Rejection.

Minimum Age:  This is the minimum age for which the trigger will consider matching records.

Minimum Items:  This is the minimum number of items for which the trigger will consider a match.

 

Capture/Arrival/Commit Requirements

Source Evaluation:  This determines which capture source(s) will be queried.

     Source Type

  • All Sources – All capture sources will execute this trigger.
  • Capture-Form Submission – Capture Form submissions will execute this trigger.
  • Catalog Service Folder Scan – Documents added to the system by the Catalog Service will execute this trigger.
  • DirectScan Upload – Documents uploaded using the DirectScan™ applet will execute this trigger.
  • Drag-and-Drop Upload – Documents uploaded using any drag-and-drop applet will execute this trigger.
  • Electronic Upload – Documents uploaded using the Electronic Capture Type will execute this trigger.
  • No-Descriptor Capture Job – Documents added to the system by any Capture Job not using a descriptor will execute this trigger.
  • QCard Scan – Documents added to the system by any descriptor will execute this trigger.
  • XML Capture Job – Documents added to the system by any XML descriptor will execute this trigger.

 

Format Evaluation:  This optional evaluation method determines the file formats that will be queried. When Selected Formats is chosen, enter one file extension (with or without period prefix) per line. Only captured documents with matching file extensions will be queried.


 

Field Evaluation:  This optional evaluation method determines the specified field’s value or presence of a value that will satisfy this trigger. When Selected Field Value(s) is chosen, select a Field from the list and the value(s) that will execute this trigger. When Selected Field Has Value is chosen, the selected Field must have a value before the trigger will execute. When Selected Field Lacks Value is chosen, the selected Field must be empty before the trigger will execute.

Field Type – for Selected Field Value(s)

Text

Field-Value Type

  • Uses Field Entry Choices for Drop-Down list (see “Field Details” section):  Select one or more choices from the Available Choices box that should execute this trigger and add them to the Selected Choices box using the Screen Shot 2016-02-18 at 9.51.44 PM icon. If you need to remove one or more choices, select the choice(s) to remove from the Selected Choices box followed by the Screen Shot 2016-02-18 at 9.53.09 PM icon.
  • Does Not Use Field Entry Choices for Drop-Down list:  Enter the field value that will execute this trigger.

Date

Field-Match Type

  • Equals:  Enter the field value that will execute this trigger.
  • Equal to Current Date:  The trigger will execute for all field values equal to the current date.
  • Less Than or Equal to Current Date:  The trigger will execute for all field values less than or equal to the current date.
  • Less Than or Equal to (Current Date Plus Offset Days):  The trigger will execute for all field values less than or equal to a static number of days added to the current date. This evaluation type is useful for processing items that will expire in the future.

Numeric

Field-Match Type

  • Equals:  Enter the field value that will execute this trigger.
  • Range:  Enter the field-value range that will execute this trigger.

 

User Evaluation:  This optional evaluation method determines the acting user(s) and/or group(s) that will be queried.

  • All Users and Groups: All acting users will be queried.
  • Selected User(s):  Select one or more users from the Available Users box that should be queried and add them to the Selected Users box using the Screen Shot 2016-02-18 at 9.51.44 PM icon. If you need to remove one or more users, select the user(s) to remove from the Selected Users box followed by the Screen Shot 2016-02-18 at 9.53.09 PMicon.
  • Selected Group(s):  Select one or more groups from the Available Groups box that should be queried and add them to the Selected Groups box using the Screen Shot 2016-02-18 at 9.51.44 PM icon. If you need to remove one or more groups, select the group(s) to remove from the Selected Groups box followed by the Screen Shot 2016-02-18 at 9.53.09 PM icon.
  • Selected User(s) and Group(s):  Follow the procedure for both the Selected User(s) and Selected Group(s) items above.

 

 

Content-Age Requirements

Age Type:  This evaluation method selects how the age of a document will be determined.

  • Age of Content:  The creation date of the document will be used.
  • Age of Current Version of Content (Major and Minor):  The date of the most recent version (all revisions) will be used.
  • Age of Current Version of Content (Major Only):  The date of the most recent version (major revision only) will be used.

 

Content-Delay Requirements

No Content Added Within:  This is the content delay upon which the trigger will return true.

 

Content-Query Requirements

Query Type:  This determines the type of query that will be performed.

  • All Content:  All documents will be returned.
  • by Full Text:  Only those documents containing the specified Full-Text Query will be returned. This option is not available for the Coding Queue.
  • by Field Value:  Only those documents matching the specified Field Value will be returned.

Return Type:  This determines the type of content that will be returned. This option is not available when the query type is full text.

  • All Matching Content (Multiple Records):  All documents matching the criteria will be returned.
  • Newest Matching Content (Single Record):  Only the newest document will be returned.

Full-Text Evaluation

  • Full-Text Query:  This query will be used to search all text content within the documents.
  • Maximum Records To Return:  This determines the maximum number of documents that will be returned from the search.

 

Packet-Template Requirements

Packet Template:  This is the packet template that this trigger will query.

 

Work-Queue Assignment Requirements

Work-Queue Assignment Evaluation:  This optional evaluation method determines which queues will be queried.

  • All Users and Groups:  All user and group queues will be queried.
  • Selected User(s):  Select one or more users whose queue should be queried from the Available Users box and add them to the Selected Users box using the Screen Shot 2016-02-18 at 9.51.44 PM icon. If you need to remove one or more users, select the user(s) to remove from the Selected Users box followed by the Screen Shot 2016-02-18 at 9.53.09 PM icon.
  • Selected Group(s):  Select one or more groups whose queue should be queried from the Available Groups box and add them to the Selected Groups box using the Screen Shot 2016-02-18 at 9.51.44 PM icon. If you need to remove one or more groups, select the group(s) to remove from the Selected Groups box followed by the Screen Shot 2016-02-18 at 9.53.09 PM icon.
  • Selected User(s) and Group(s):  Follow the procedure for both the Selected User(s) and Selected Group(s) items above.

NOTE:  The users and/or groups selected represent the actual Work Queue assignments. Selected users will not validate against a group-assigned Work Queue and vice versa.

 

Work-Queue Departure Requirements

Work-Queue Evaluation:  This optional evaluation method determines which queues will be queried.

  • All Users and Groups:  All user and group queues will be queried.
  • Selected User(s):  Select one or more users whose queue should be queried from the Available Users box and add them to the Selected Users box using the Screen Shot 2016-02-18 at 9.51.44 PM icon. If you need to remove one or more users, select the user(s) to remove from the Selected Users box followed by the Screen Shot 2016-02-18 at 9.53.09 PM icon.
  • Selected Groups:  Select one or more groups whose queue should be queried from the Available Groups box and add them to the Selected Groups box using the Screen Shot 2016-02-18 at 9.51.44 PM icon. If you need to remove one or more groups, select the group(s) to remove from the Selected Groups box followed by the Screen Shot 2016-02-18 at 9.53.09 PM icon.
  • Selected User(s) and Group(s):  Follow the procedure for both the Selected User(s) and Selected Group(s) items above.

NOTE:  This trigger will execute when users belonging to any selected group remove a document from their own Work Queue. It will also execute for the selected group when all users of the selected group have removed a document.

 

Schedule Requirements

Process Interval:  This determines how often the trigger executes.

Process Start: This determines when the first trigger execution will take place.  This only appears on process intervals of Every Hour or larger.

  • On First Interval:  The trigger will first execute at its selected Process Interval.
  • On Workflow-Service Start:  The trigger will first execute when the Workflow Service is started.

Reprocess Matching Records After:  This determines how often workflow actions will operate on matching records that have been processed at least one time.

NOTE:  Schedule Requirements are ignored/unnecessary when the current trigger is used as a secondary trigger in a workflow rule.

Workflow Actions

The Manage Workflow Actions page handles the creation, modification, and deletion of Workflow Actions. Access it by selecting the  Screen Shot 2016-02-19 at 3.13.13 PM icon from the Workflow main menu.

The filter lists located at the top of the page will help you navigate through existing actions. You can also filter by name and description with the filter textbox below the list of actions. Select the Hide system records checkbox to hide system-generated actions.

Content Central Workflow Actions

Adding or Modifying Workflow Actions

To add an action, select theScreen Shot 2016-02-19 at 3.16.23 PM button from the Workflow Actions page. To modify an existing action, select the Screen Shot 2016-02-16 at 3.46.04 PM icon in the row of the action you would like to modify.

When you’ve finished configuring the action, select the Screen Shot 2016-02-16 at 4.05.22 PM button to save it.

Content Central Workflow-Action Details

Duplicating a Workflow Action

This feature saves you time when you need to create multiple actions with only a small difference among them. To duplicate an action, select the Screen Shot 2016-02-18 at 11.04.53 PM icon in the row of the action you would like to copy.

When you are sure you would like to duplicate the action, select the Screen Shot 2016-02-16 at 12.14.19 PM button.

Screen Shot 2016-02-19 at 3.22.35 PM

Deleting a Workflow Action

To delete an action, select the Screen Shot 2016-02-16 at 3.00.02 PM icon in the row of the action you would like to delete.

When you are sure you would like to delete the action, select the Screen Shot 2016-02-16 at 12.14.19 PM button.

Content Central Deleting a Workflow Action

Workflow-Action Types

Approval Process:  Change Priority This action updates the priority of a document on an approval process.

Approval Process:  Change Stage This action changes the stage of a document on an approval process.

Approval Process:  Start Process This action places a document or packet on the specified approval process.

Coding Queue – Delete:  This action moves a document from the Coding Queue to the Deleted Content folder.

Coding Queue – Update Field:  This action updates a field value for a document in the Coding Queue.

Content – Change Document Type:  This action changes the document type of a document. When Folder or File Building Rules are enabled for the new document type, the document may be moved to a different folder and may be renamed.  The document will always move to a different folder when the source and destination catalogs are different. This action is not available from document-type configuration.

Content – Check Out:  This action checks out a document to the specified user if it is not already checked out to a user.

Content – Copy to Folder:  This action copies a document or all the documents in a packet to the specified folder. When File Building is enabled for the document type, its file name may change.

Content – Delete: This action moves a document or all the documents in a packet from its catalog to the Deleted Content folder.

Content – Calculate Field-Value Range:  This action updates a memo field on a document with a range of numeric values or dates using the start and end values from two other fields on the document type.

Content – Combine Global-Field Values:  This action combines values from two global fields on a document and places the result in a third global field.

Content – Merge Field Values:  This action matches documents in a single document type by a common global-field value and then updates a secondary global field value using the value from the source document.

Content – Move to Folder:  This action moves a document or all the documents in a packet to the specified folder. When File Building is enabled for the document type, its file name may change.

Content – Perform Field Lookup:  This action updates a field value for a document by performing a field lookup defined in the document type.

Content – Update Field:  This action updates a field value for a document or all the documents in a packet in a catalog.

Export Data:  This action exports one or more field values for a document using the specified Export-Data Template.

Generate Report:  This action generates reports using the specified Report Template.

Packet – Merge Field Values:  This action updates a field value for each document in a packet using the value from the specified source document type in the packet.

Run External Application:  This action runs an External Application.

Send E-mail:  This action sends an e-mail using a Message Template.

Send Fax:  This action sends a fax using a Message Template.

Send Internal Message:  This action sends an internal message using a Message Template.

Work Queue – Assign:  This action sends a document to the Work Queue of each user and/or group selected.

Work Queue – Remove:  This action removes a document from the Work Queue of each user and/or group selected.

Workflow Rules

The Manage Workflow Rules page handles the creation, modification, and deletion of Workflow Rules.

Access it by selecting the Screen Shot 2016-02-19 at 3.34.43 PM icon from the Workflow main menu.

The filter lists located at the top of the page will help you navigate through existing rules.

Content Central Workflow Rules

Adding or Modifying Workflow Rules

To add a rule, select the Screen Shot 2016-02-19 at 3.37.32 PM button from the Workflow Rules page. To modify an existing rule, select the Screen Shot 2016-02-16 at 1.28.34 PM icon in the row of the rule you would like to modify.

Workflow-Rule Details

To enable or disable the rule in the Workflow Service, select the Enabled checkbox.

Provide a descriptive Rule Name for the rule. You may optionally provide a more detailed Description.

Workflow Rules require at least one Workflow Trigger and one Workflow Action.

To use more than one trigger, select the Use Multiple Triggers checkbox. Triggers may be combined in one of two ways:

Combine Methods

OR The actions on the rule will be performed when any of the triggers on the rule comply independently.

AND The actions on the rule will be performed when all of the triggers on the rule comply.

When using multiple triggers, the Primary Trigger determines the available actions.

NOTE:  Live-event triggers, such as document captures, field updates, and approval-process stage changes, cannot be Secondary Trigger(s).

One or more actions may be performed as a result of the trigger(s) complying. Multiple actions will be performed in the order they appear in the list. To change the order of the actions, use the Screen Shot 2016-02-17 at 4.57.21 PM and Screen Shot 2016-02-17 at 4.59.09 PM icons in the left portion of the action list.

When you’ve finished configuring the rule, select the Screen Shot 2016-02-16 at 4.05.22 PM button to save it.

Content Central Workflow-Rule Details

Duplicating a Workflow Rule

This feature saves you time when you need to create multiple rules with only a small difference among them. To duplicate a rule, select the Screen Shot 2016-02-18 at 11.04.53 PM icon in the row of the rule you would like to copy.

When you are sure you would like to duplicate the rule, select the Screen Shot 2016-02-16 at 12.14.19 PM button.

Content Central Duplicating a Workflow Rule

Deleting a Workflow Rule

To delete a rule, select the Screen Shot 2016-02-16 at 3.00.02 PM icon in the row of the rule you would like to delete.

When you are sure you would like to delete the rule, select the Screen Shot 2016-02-16 at 12.14.19 PM button.

Content Central Deleting a Workflow Rule

Was this article helpful to you?