Document Move – Automation

  1. From the Event Manager, click Workflow. Expand the Document Move node then click on the Automation option. The Document Move Automation configuration options will appear.
  2. Click Add to open the Automated Task Configuration window. The General tab is visible.
    1. Name - Enter a name that uniquely identifies the event.
    2. Select a Received By workflow status from the drop-down list. This is the status monitored by the Event service to move documents to another status.
    3. Add a Description for this event. (Optional)
    4. Chose an Exit Code from the drop-down list. Exit controls manage the processing of the task. Options are:
      • Continue
      • Exit on Success
      • Exit on Failure

      For a complete description of the exit codes and what they do, refer to Exit Code Controls.

  3. Click on the Conditions tab. You can specify the conditions that can be used to determine the execution of the event. The conditions will vary depending on the event being created.
    1. Check the box next to the optional condition(s) to enable them.
    2. Then, click on the link to open a drill-down window relating to each of the specific conditions.
    3. Click on any of the links in the Optional Conditions list to open the associated configuration dialog screen.
    4. Once you have selected all the necessary conditions, click OK to close and save the configurations and return to the event notification window.
    5. Each selected and configured optional condition will be listed in the Rule Description box.
      • To edit the rule, click on an underlined value.
      • The Options... button allows you to clear all conditions and view the conditions in XML format.
  4. Click on the Action tab.
  5. For each condition, TRUE or FALSE, click the Add button to choose what action should be performed. Actions include Database move, External process, Custom action, or Electronic Signature.

    Example 1 - Database ActionExample 1 - Database Action

    1. Click the Add button and select Database.
    2. The Database Actions dialog window opens and the General tab is shown.
    3. Enter a Name to uniquely identify the action.
    4. Choose an Exit Code from the drop-down list.
    5. Type in the Procedure Name in the box provided. Then click the button to import the parameters defined in the procedure. The procedure must reside in the doclink2 database.

      For each parameter, enter a value. Alternatively, use the ellipsis button to select the appropriate data token as the value.

    6. Click on the Conditions tab. The conditions on this screen mimic the current event's conditions.
    7. Select the appropriate condition(s) and criteria that must be met to execute the database action.
    8. Click OK to save and exit the dialog screen.
    9. On the Actions tab, the newly created action will be listed.

    Example 2 - Move ActionExample 2 - Move Action

    1. Click the Add button and select Move.
    2. The Document Move Properties dialog window opens.
    3. Select a Move to status from the drop-down list where the automation will send the document.
    4. Under Define Criteria, These rules will specify the conditions that determine when the move will be executed.
    5. Choose an Exit Code from the drop-down list.
    6. Click OK to save and exit the dialog screen.
    7. On the Actions tab, the newly created action will be listed.

    Example 3 - External ActionExample 3 - External Action

    1. Click the Add button and select External.
    2. The External Action Properties dialog window opens.
    3. Enter a Name to uniquely identify the action.
    4. Choose an Exit Code from the drop-down list.
    5. For Program, click the ellipsis button to browse for the external program.
    6. For Working Directory, click the ellipsis button to browse for a working directory for the chosen program.
    7. Under Arguments, click the tokens button for a drop-down list of available data tokens to use. Tokens are identifying tags used to add dynamic properties to static templates.
    8. Click Apply to save and continue.
    9. Click on the Conditions tab. These rules will specify the conditions that determin when the external action will be executed.
    10. Select the appropriate condition(s) and criteria that must be met to execute the external action.
    11. Click OK to save and exit the dialog screen.
    12. On the Actions tab, the newly created action will be listed.
  6. To edit an action, highlight the item in the list and click the Properties button.
  7. To delete an action, highlight the item in the list and click the Delete button.
  8. To re-order the actions list, click on the Move Up/Down buttons for prioritization.

    A successful action listed first in the list and set for 'Exit on success' will not trigger subsequent actions. Order is extremely important for triggering items as well as performance on the server.
  9. When you are done configuring the event, click OK to save and exit the screen to return to the main Event Manager window.

Manage Existing Automation Events

  1. To edit an existing event, highlight the item in the list and click Properties.
  2. To remove an existing event, highlight the item in the list and click Remove.
  3. To create a new event based on an existing one, click the Copy Configuration button.
  4. Use the Move Up/Down buttons to re-organize the list of events.

**IMPORTANT** The order of active rules matters greatly and can be a serious determinant of performance on your system if not well placed.

As a general rule, move high volume automation tasks to the top of the task list and keep low volume automation tasks lower in the task list.