Website Config: Catalogs and Document Types (pt 3)

Export-Data Templates [Enterprise Edition]

The Export-Data Templates screen allows you to create templates that can be used to export document information using workflow rules. An export-data template must be integrated with the Export Data workflow action for data to be exported. For more information, see “Workflow Actions” section.

Access the Export-Data Templates screen by selecting the  icon from the Admin main menu.

Adding or Modifying Templates

Before creating a template, you must specify one or more export files using the Configuration Manager.  For more information, see “Export Data [Enterprise Edition]” section.

To add a new export-data template to the system, select the  button. To modify an existing template, choose a template from the list of templates and select the  button.

Provide a Name and optional Description to identify your template.

Select an available Export Data Path. Content Central will append document information to this file from a configured workflow action.

Choose whether you want the output type to be CSV or TXT. A CSV output type will write the document information in a comma-delimited format with fields separated with commas and line breaks automatically added at the end of each line. A TXT output type writes data in a continuous stream; you will need to use special characters to format the file as needed.

Select a Catalog and Document Type for this template. The template will be available to workflow actions from the selected Document Type.

When you’ve finished, select the  button to save your changes.

Adding or Modifying Data Elements

Each added element is output in sequence each time a workflow action associated with the template is called.

To add an element, select the  button.

Provide an Element Description to identify this element. Choose a Content Type from the following list.

Content Types

Use a Field:  This allows you to select a field from the same document type as the template you are working on. For any given document, the value for the selected field will be output to the export file.

Use Text:  When selected, enter static Text that will be output to the file.

Use Special Character:  Special characters can help format the data file. You can choose Newline, Tab, Space, or Custom. For example, to create a tab-delimited file, add a Tab character between each field and a Newline character as the last element.

To create a fixed-length file, check the Fixed Length checkbox for each field element, provide a value for the length in the accompanying textbox, and select whether you would like to Left Fill or Right Fill with the specified Fill Character. The default Fill Character is a space.

When you’ve finished configuring an element, select the  button to save your changes.

Changing the Order of Data Elements

Each element can be ordered using the  and  icons in the Elements grid. The order the elements are listed determines the order that each element is written to the output file.

Deleting a Data Element

To delete an element, select the  icon in the row of the element you would like to remove.

When you are sure you would like to delete the element, select the  button.

Renaming a Template

To rename an export-data template, choose a template from the list of templates and select the  button. Enter a New Name.

Select the  button to rename the template.

Deleting a Template

To delete an export-data template, choose a template from the list of templates and select the  button.

When you are sure you would like to delete the template, select the  button.

Report Templates [Enterprise Edition]

The Report Templates screen allows you to create templates that can be used to create reports using workflow rules.

Generated reports will be output to a subfolder (named after your report template) inside the Reports root folder specified in the Configuration Manager. For more information, see “System Folders” section.

Each report template must be integrated with the Generate Report workflow action for a report to be generated. For more information, see “Workflow Actions” section.

Access the Report Templates screen by selecting the  icon from the Admin main menu.

Adding or Modifying Templates

To add a new report template to the system, select the  button. To modify an existing template, select the  icon in the row of the template you would like to modify.

Provide a Report Name and optional Description to identify your template.

Choose from one of the following Report Types:

Report Types

Documents:  This report type outputs individual document records.

Documents by Approval Process:  This report type outputs document records that have or have had an association with one or more approval processes.

Total Documents:  This report type outputs captured document totals.

Total Pages:  This report type outputs captured page totals.

NOTE:  Total pages are calculated as documents are captured. Image files that are converted to PDF files will be precisely calculated. Page numbers for electronic files that are not PDF files cannot be accurately determined. Each of these documents will be considered to have 1 page.

You can specify one or more Filters on a report template. A filter limits the number of records that your report will contain. The following types of filters can be added to a template:

Filter Types

Catalog:  A catalog filter limits reports to only the document types and documents contained within the chosen catalogs.

Document Type:  A document-type filter limits reports to only the documents associated with the selected document types. You must specify at least one catalog filter before choosing a document-type filter.

Index Field:  An index-field filter limits reports to only those documents whose index-field values match the values in the report template. You can choose only the index fields that are common to all the selected catalog and/or document-type filters previously selected in the template. Depending on the type of field, there are several ways to match field values.

Field-Match Types – Text

• Equals – Any field value must match the text entered or selected in the textbox.
• Contains – Any field value must contain the text entered or selected in the textbox.
• Starts With – Any field value must start with the text entered in the textbox.
• Ends With – Any field value must end with the text entered in the textbox.

Field-Match Types – Numeric

• Equals – Any field value must match the number entered in the textbox.
• Is Greater Than or Equal To – Any field value must be greater than or equal to the number entered in the textbox.
• Is Less Than or Equal to – Any field value must be less than or equal to the number entered in the textbox.
• Is Between and Including – Any field value must be between and including the numbers entered in the two textboxes.

Field-Match Types – Date

• Equals – Any field value must match the date entered in the textbox.
• Is Between and Including – Any field value must be between and including the dates in the two textboxes.
• Is The Previous n Days – Any field value must be within the number of previous days entered in the textbox.
• Is The Previous n Weeks – Any field value must be within the number of previous weeks entered in the textbox.
• Is The Previous n Months – Any field value must be within the number of previous months entered in the textbox.
• Is Today – Any field value must match today’s date.
• Is Yesterday – Any field value must match yesterday’s date.
• Is This Week – Any field value must match the current week (Sunday to Saturday).
• Is Last Week – Any field value must match the previous week (Sunday to Saturday).
• Is This Month – Any field value must match the current calendar month.
• Is Last Month – Any field value must match the previous calendar month.
• Is This Quarter – Any field value must match the current calendar quarter.
• Is Last Quarter – Any field value must match the previous calendar quarter.
• Is This Year – Any field value must match the current calendar year.
• Is Last Year – Any field value must match the previous calendar year.

System Field:  A system-field filter limits the report to documents that matches a system field having the value specified.

• Date Created:  This system field reflects the date that any given document was added to the database. Field-match types are the same as those for date fields.

Approval Process:  An approval-process filter limits the report to documents that have had any association with the selected approval process. This filter type is available only when the Report Type is Documents by Approval Process.

Approval-Process Timeframe:  Approval-process timeframe filters limits the report to documents of a specific timeframe as it relates to an associated approval process. This filter type is available only when the Report Type is Documents by Approval Process.

• Documents Active on Process – The only document records output will be those that are currently on an approval process.
• Specific Timeframe of Most Recent Event – Records will be output based on timeframe of the most recent event on an associated approval process. Field match types are the same as those for date fields.

To add a filter, select the  button. To remove a filter, select the  icon in the row of the filter you want to remove.

Segments allow you to create divisions in the report by grouping records together. You can specify one or more segments on a report template, and the combined segment selections determine how the data will be grouped and displayed. Selecting the Create Segment Headers checkbox will clearly identify each segment in the report by providing an empty row followed by one row with the combined values for each selected segment and one header row containing the names of each output column. The following types of segments can be selected:

Segment Types

Catalog:  The catalog segment causes the report generator to group and sort records by catalog.

Document Type:  The document-type segment causes the report generator to group and sort records by document type.

Index Field:  An index-field segment causes the report generator to group and sort records by the selected index field. You can choose only the index fields that are common to all the selected catalog and/or document-type filters previously selected in the template.

Approval Process:  The approval-process segment causes the report generator to group and sort records by approval process. This segment type is available only when the Report Type is Documents by Approval Process.

To add a segment, select the  button. To remove a segment, select the  icon in the row of the segment you want to remove.

The Report Output section allows you to specify a Filename for your report and choose a Write mode.  There are three write modes:

Write Modes

Append – The report generator will append to the file specified each time a report is output by the workflow engine.

Replace – The report generator will replace the file specified each time a report is output by the workflow engine.

Keep All – The report generator will append a timestamp suffix to the end of the specified filename. A new file will be created each time the workflow engine outputs a report.

Output Columns determine the actual information output on a report. You can provide custom Header Text for each output column. Leaving any Header Text textbox blank will cause the report generator to use the default name for the column based on the source of the information. Selectable Output Columns can be added only on report types that provide individual document records.

Output-Column Types

Report Type (Required):  These output columns cannot be removed but can be ordered. These columns are added automatically to your report based on the selected Report Type.

Required Columns by Report Type

• Documents – Document Name: The document filename as it would appear in a results grid.
• Documents by Approval Process – Approval-Process Name: The name of the approval process associated with a given document. Approval-Process Status:  The approval-process status, as it would appear in Document Properties, of a given document.
• Total Documents – Total Documents Captured:  The total number of documents for a given segment of a report.
• Total Pages – Total Pages Captured: The total number of pages for a given segment of a report.

Segment:  These output columns are added automatically to your report based on the selected Segments. They cannot be removed or ordered. These columns must always be the first columns output on the report.

Report Type:  These output columns are specific to the selected Report Type.

Report-Type Columns for Approval-Process Report Type

• Process-Start DateTime:  This column represents the date and time a document first arrived on a given approval process.
• First Approval to Stage (DateTime):  This column represents the date and time a document was first approved to the specified Stage.
• First Rejection to Stage (DateTime):  This column represents the date and time a document was first rejected to the specified Stage.
• Latest Approval to Stage (DateTime):  This column represents the date and time a document was most recently approved to the specified Stage.
• Latest Rejection to Stage (DateTime):  This column represents the date and time a document was most recently rejected to the specified Stage.
• Latest Approval to Stage (DateTime) – Multiple Approvals to Stage Exist:  This column represents the date and time a document was most recently approved to the specified Stage. It is only output when a given document has been approved to the specified Stage more than once.
• Latest Rejection to Stage (DateTime) – Multiple Rejections to Stage Exist:  This column represents the date and time a document was most recently rejected to the specified Stage. It is only output when a given document has been rejected to the specified Stage more than once.
• Process-End DateTime – This column represents the date and time a document was rejected from, completely approved on, or forceably removed from a given approval process.

Index Field:  These output columns will contain the field value for the specified index field on a given document. You can select any field available from any selected catalog or document-type filter.

System Field:  These output columns represent system information that can be found only in the database.

     System-Field Output Columns

• Catalog – This column represents the catalog name for a given document.
• Catalog ID – This column represents the catalog database identifier for a given document.
• Document Type – This column represents the document-type name for a given document.
• Document-Type ID – This column represents the document-type database identifier for a given document.
• Document ID – This column represents the database identifier for a given document.
• Document Creator – This column represents the user who added a given document to the system.
• Document Folder – This column represents the folder location on the server for a given document.
• Document Filename – This column represents the current-version filename on the server for a given document.
• Document Path – This column represents the complete file path on the server for a given document.
• Document Creation Date – This column represents the creation date for a given document.
• Document Modified Date – This column represents the modification date for a given document.
• Document Version – This column represents the current major and minor versions for a given document.

To add a column, select the  button. To remove a column, select the  icon in the row of the column you want to remove. Most columns can be ordered using the  and  icons in the Output Columns grid.

When you’ve finished configuring your report template, select the  button to save your changes.

Downloading a Report

All reports can be found on the server inside the Reports root folder; however, the most recently generated report can be downloaded from the Report Templates screen by selecting the  icon in the row of the template that matches the report you would like to download.

Deleting a Template

To delete a report template, select the  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  button.

Custom Menu Items [Corporate Edition and higher]

Custom menu items can be defined to provide additional functionality to the user interface, such as launching an external Web page using field data from a document. Enabled custom menu items are available to all users in the system.

Access the Custom Menu Items screen by selecting the  icon from the Admin main menu.

Adding or Modifying Custom Menu Items

To add a menu item, select the  button from the Custom Menu Items screen. To modify an existing menu item, select the  icon in the row of the item you would like to modify.

Selecting the Enabled checkbox will make the menu item available in the user interface. The required Title textbox represents the menu-item title that will be displayed to users. The Parent Menu selection determines the menu that will contain this item.

Menu-Item Types

Launch Web Page:  The specified URL will be built dynamically as the user selects the menu item. A new browser window will be launched using the URL.  The URL is built using a combination of Static Values and Values from Fields (global fields). To add additional items to the URL builder, select the  button. To remove a URL item select the icon next to the  item you would like to remove.

Run External Application:  The selected External Application will be executed on the server when a user selects this menu item. For more information, see “External Applications [Enterprise Edition]” section.

When you’ve finished, select the  button to save your changes.

Themes [Enterprise Edition]

The Themes screen allows you to create, modify, save, upload, and delete themes used to modify the visual appearance of the user interface.

Access the Themes screen by selecting the  icon from the Admin main menu. To create a new theme, select the  button from the Themes screen. To modify an existing theme, select the icon in the row of the theme you would like to modify. To save a theme, select the icon in the row of the theme you would like to save. To upload a theme, select the  button, Browse to the location of the saved theme, and select the  button.

Adding or Modifying Themes

Selecting the Active Theme checkbox will cause this theme to be the active theme for Content Central.

First, provide a descriptive Theme Name to help identify this theme from others. Next, choose a component from the drop-down list to configure that component. When you’ve finished configuring each component, select the  button to save your changes.

Login Page Body

This component configures the full body of the login page.

Background Color:   If enabled, this color will be used to paint the background of the login page.  Either select a preset color, or enter a color manually in hexadecimal format #RRGGBB.

Background Image:  If enabled, the uploaded image will be placed under the login page island. The image can be optionally tiled horizontally, vertically, or in both directions.

Login Page Island

This component configures the login page island containing the username and password prompts.

Background Color:  If enabled, this color will be used to paint the background of the island. Either select a preset color, or enter a color manually in hexadecimal format #RRGGBB.

Background Image:  If enabled, the uploaded image will be placed under the username and password prompts. The image can be optionally tiled horizontally, vertically, or in both directions.

Location, Size, & Positioning (in pixels):

• Alignment – Defines the alignment of the login page island to the login page body.
• Width – Defines the width of the island. When using a background image, this should match the image width.
• Height – Defines the height of the island. When using a background image, this should match the image height.
• Top Margin – Defines the margin (gap) between the top of the page and the top of the island.
• Position of Inputs: Left – Defines the left position of the username and password inputs in relation to the left edge of the island.
• Position of Inputs: Top – Defines the top position of the username and password inputs in relation to the top edge of the island.

Main Menu

This component configures the main menu frame.

Background Color:  If enabled, this color will be used to paint the background of the main menu. Either select a preset color, or enter a color manually in hexadecimal format #RRGGBB.

Logo Image (50 pixels high max):   If enabled, the uploaded image will be placed in the main menu frame starting at position 0,0 (top-left corner).

Background Image (50 pixels high max):  If enabled, the uploaded image will be placed under the main menu logo image and buttons. The image can be optionally tiled horizontally, vertically, or in both directions.

Side Bar

This component configures the left frame (search, capture, folders), the right frame (document properties), and the popup windows (check-out, e-mail, etc.).

Background Color:   If enabled, this color will be used to paint the background of the component. Either select a preset color, or enter a color manually in hexadecimal format #RRGGBB.

Logo Image (50 pixels high max):  If enabled, the uploaded image will be placed at the bottom of only the left frame.

Background Image (50 pixels high max):  If enabled, the uploaded image will be placed under the component’s content. The image can be optionally tiled horizontally, vertically, or in both directions.

Results

This component configures all results grids.

Even Row Color:  This color will be used to paint the background of the even rows. Either select a preset color, or enter a color manually in hexadecimal format #RRGGBB.

Odd Row Color:  This color will be used to paint the background of the odd rows. Either select a preset color, or enter a color manually in hexadecimal format #RRGGBB.

Selected Row Color:  This color will be used to paint the background of the selected row. Either select a preset color, or enter a color manually in hexadecimal format #RRGGBB.

General

This component configures colors of global objects.

Font Color:  This color will be used for all text labels. Either select a preset color, or enter a color manually in hexadecimal format #RRGGBB.

Font Highlight Color:  This color will be used for all highlighted text. It will also be used for the border lines within popup windows. Either select a preset color, or enter a color manually in hexadecimal format #RRGGBB.

Menu Font Color:  This color will be used for the text of menus and headers. Either select a preset color, or enter a color manually in hexadecimal format #RRGGBB.

Menu Background Color:  This color will be used to paint the background of menus and headers.  Either select a preset color, or enter a color manually in hexadecimal format #RRGGBB.

Membership

This component defines the users that will see this theme. Only users without a specified theme will be available to select. If the theme is the system default, all users without a specified theme will also see this theme.

To add users to the theme, select the  button and select the appropriate users followed by the  button to add the user(s) to the theme.

To remove a user from the theme, select the  icon in the user’s row.

Deleting a Theme

To delete a theme, select the  icon in the row of the theme you would like to delete.

When you are sure you would like to delete the theme, select the  button.

Event Viewer

The event viewer allows you to track actions that each user has performed while logged in to Content Central. The event log also maintains records of documents that have been captured. Access it by selecting the  icon from the Admin main menu.

The following actions are logged:
Append
Capture
Check In
Check Out
Delete
E-mail
Fax
Login
Logout
PreCapture
Properties Update
Replace
Rename
Search
Upload Revision
View

You may filter your view by selecting any combination of options from the drop-down list above the log table. Select the  button to update the log table after you’ve chosen your filters. Use the paging bar below the log table to view additional pages of log entries.

NOTE:  Only users with an entered first name will be displayed in the “User by First Name” drop-down list.  Only users with an entered last name with be displayed in the “User by Last Name” drop-down list.

Finishing Up

This completes both the administration portion of the documentation and the installation of Content Central. At this point you should have a production-ready implementation of Content Central for your users to begin capturing and managing documents.

There are only a few remaining items that you, as an administrator, should be aware of.

Check-In Requests:  As an administrator of Content Central, you may occasionally receive requests in your Messages screen (which can also be sent to your e-mail address) from your users to check in documents that others users have checked out. Once you locate the item(s) in question, you have a unique button in the Check Out/In Document(s) screen to  check in the item(s). These requests will be sent to any user that belongs to the Administrators group.

Unprocessed Document Notifications:  When the Capture Service has trouble processing one or more image files, it will send notifications in your Messages screen (which can also be sent to your e-mail address) containing the full path to the problem file. These notifications will be sent to any user that belongs to the Administrators group and has the user option set to notify when documents cannot be processed. The following types of messages can be sent:

• Invalid File Type – The file was not a valid image file type, or the image file could not be read.
• Missing QCard – The file was placed in the IncomingScansQCard folder, but the file did not begin with a QCard™.
• Invalid EOD QCard – An End-of-Document QCard™ cannot begin a file or new document.
• Checked Out – The file to be appended or replaced is currently checked out by another user.
• Not a PDF – The document to append is not a PDF.