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Configure for this Search Template

Document Routing enables you to manage documents in Searching Client. The Document Routing panel in Searching Client includes Transition buttons which allow the user to change the state the document is in and to provide a reason for the transition.

When a Document Route is configured in a Search Template which is linked to a Data Definition which has either Document Boundaries or Transaction Groups configured, a warning is displayed on saving the Search Template. The warning explains that Data Definitions with Transaction Groups or Document Boundaries cannot be routed and will not be searchable.

Create New Route

Click the Create New Route button to create a local Document Route (when a Document Route has not already been created). See “Document States Tab” and “States and Transitions Tab” for details on the options available.

This button is also used to delete the existing Document Route and replace it with a new Document Route.

Edit Existing Route

Click the Edit Existing Route button to open the existing route ready for editing. See “Document States Tab” and “States and Transitions Tab” for details on the options available.

Show Linked Search Templates

Click Show Linked Search Templates to open the Search Template Linked To Document Route window. This window shows the Search Templates which are linked to the Document Route in the Search Template being edited.

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The items in the Search Template Linked To Document Route window are described in Table 112.

Table 112. Terminology: Search Template Linked To Document Route

Term

Meaning

Search Templates

The Search Templates which are linked to the Document Route in this Search Template.

If there are no Search Templates linked to the Document Route in this Search Template, No linked search templates were found is displayed.

Status

Linked – the Search Template is linked to the Document Route in this Search Template.

Link Remove – the Break Links attempt was successful and the Search Template is no longer linked to the Document Route in this Search Template.

Failed – the Break Links attempt was unsuccessful. The Search Template is still linked to the Document Route in this Search Template.

Break Links

Click to attempt to remove the links between all the listed Search Templates and the Document Route in this Search Template.

Note: It is not possible to remove the link from a Search Template which contains Document State or a Document State Name type fields. When a Search Template contains these types of fields, the Reason for Failure will be: Search template without associated document routes may not include fields with links to routing-related pseudo-fields.

To delete the link, first close this window, then edit the linked Search Template and delete the Document State and Document State Name type fields. The link can then be deleted and the Search Template can be saved.

Refresh List

Click to refresh the list of Search Templates which are linked to the Document Route in this Search Template. Any Search Templates which are no longer linked to the Document Route in this Search Template are removed from the list.

Note: This button is displayed only after the Break Links button is clicked.

Filter Searches to only contain Documents that can be Actioned by the Searching User

When this option is selected and a user performs a search using this Search Template in Searching Client, only those results which the searching user can transition are returned and displayed.

When this option is cleared and a user performs a search using this Search Template in Searching Client, results the user cannot transition are returned and displayed as well as those results which the searching user can transition.

Document States Tab

Click Configure Document Route to open the Document Routing Configuration window.

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When a new Document Route is being configured, two system states are displayed (0) Stored and (255) Completed. These states cannot be deleted and they must be used. If (0) Stored is not used as the first or (255) Completed is not used as the last state, no Transitions (or a limited number of Transitions) will be displayed in the drop-down list in Searching Client.

Create a Transition

To create a Transition, select the source state and click on a circle in the middle of one of the sides.

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Keep the mouse button depressed and drag the line to a circle on a different state box.

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Release the mouse button. The Document Routing Transition window is displayed.

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The items shown in the Document Routing Transition window are described in Table 113.

Table 113. Terminology: Document Routing Transition Options (Document States tab)

Term

Meaning

Name

Enter a name for the Transition to make it easily identifiable. Maximum 100 characters.

Source State

Displays the information about the Source document state (that is, the state the Transition line started on). The document state’s number and the document state name is displayed. If the document state is a system state, [System] is displayed after the document state number.

Destination State

Displays the information about the Destination document state (that is, the state the Transition line ended on). The document state’s number and the state name is displayed. If the document state is a system state, [System] is displayed after the state number.

Criteria

Click to create Criteria which will determine if the Transition is used. See “Transition Criteria Editor” for information on how to set up Criteria.

Clear Criteria

Click to delete the configured criteria.

Manually perform transition

A User from the Members list can change the state the selected document is in by selecting a Transition from a drop- down list in Searching Client and selecting a Reason.

At least one User must be added to the members list when this option is selected.

Automatically perform transition

The Transition occurs automatically. When a document is in the source state, it automatically transitions to the destination state.

If, when this option is selected, there are Users, Groups or Roles already configured in the Members pane, those members will be removed when the Document Routing Transition is saved.

Members

Click to add Users, Roles and Groups to the list of people who can action the selected Transition. See “Members”.

Note: Any or all of the configured Members can be notified when a document moves to a state which they can action.

Clear Members

Click to delete the configured Members.

Allow a user to action a document multiple times

A Document Route might have several Transitions with the same name (for example, Approve). A user might be added as a Member for several Transitions with the same name (Approve, in this example) in a single Document Route.

Select Allow a user to action a document multiple times to allow a user to Transition a document through this Document State even when they have already actioned the same document through a Transition with the same name in this Document Route. For example, a user might have Approved this document already, earlier in the document route.

Selecting this option will allow the user to Approve the document again here.

Clear Allow a user to action a document multiple times to ensure that, if a user has already Transitioned this document with a Transition with the same name in this Document Route, they will be unable to action the same document at this Transition.

Reasons (one per line)

When the User is actioning a Transition, they must select a reason from the drop-down list. Click in the text box and type in a reason. To add more Reasons, press Enter and type in the next reason.

Note: The Transition cannot be saved until at least one reason has been entered.

Transition Criteria Editor

Click the Criteria button in the Document Routing Transition window to open the Transition Criteria Editor.

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In this window you can configure the criteria which triggers an automatic transition or enables the specified users to manually action a transition when an index field contains a specified value.

  1. Click Add Criteria to add a criterion. In this example, if the Amount Paid is under 500 the transition will be available (that is, it can be selected by a User with the appropriate permissions) or if it is an automatic transition which has the Source state of (0) Stored, it can happen automatically.
  2. Click Select the field... and select a field from the drop-down list (in this example Amount Paid has been selected) and enter a value (in this example, <500). Continue to a add extra criteria, as required.

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  1. Decide whether All criteria must be met or At least one criterion must be met. In this example, there is just one criterion, so it doesn’t matter whether you choose All criteria must be met or At least one criterion must be met.
  2. Decide whether Transition will be available or Transition will not be available. In this example, if the Amount Paid is less than 500, Transition will be available.
  3. Click Save and Close to leave the Transition Criteria Editor.

Members

The Members button enables you to change the users who can use the selected Transition.

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Select one or more Users from the Users tab, one or more Groups from the Groups tab or one or more Roles from the Roles tab, as necessary, then click Add Member >>. The selected Users, Groups and Roles are displayed in the Contains the following pane and can now action the selected Transition in Searching Client.

An item can be removed from the Contains the following list by selecting the item in the right- hand pane and clicking the << Remove Member button.

Note: A user will only be allowed to add and remove Users, Groups and Roles to which they have been configured Access Control. There may be Users, Groups or Roles which are members of the selected Transition, but which a User cannot see if they do not have Access Control configured for them.

Click Confirm to save the Membership changes or Cancel to cancel the Membership changes. The added members will see the selected Transition options and be able to action them. Users who have not been added to the Transition Members will not see the selected Transition options and will not be able to action the Transition.

Note: When the option Automatically performed transition is selected, the transition occurs automatically and the Transition options for the selected Transition cannot be actioned by any users.

New State Button

Click the New State button to add a new state to the Document Route and type in a name for the State into the State name box. Click Save and New to create the state and leave the window open to create a new state. Click Save to save the state and close the window. Click Cancel to close the window without creating the state. To quickly add several new states, enter a name in the State name box, press enter and type in a new state name. Continue until all the required states have been created.

The first new state is displayed as a blue box labelled (33) state name (where state name is the name assigned to the new state).

Note: States 0-32 and State 255 are system states. State 0 is the system state Stored. State 255 is the system state Completed. User defined states are numbered 33-254.

Edit Button

Select a user-defined state or a transition and click Edit to edit the state name or, when a transition is selected, to open the Document Routing Transition window.

Note: The system states (0) Stored and (255) Complete cannot be edited.

Delete Button

Select state(s) and/or the transitions by clicking on the item(s) while holding the keyboard’s

Ctrl key. Then click on Delete to delete all the selected items from the Transition Map.

Auto Zoom Button

Click Auto Zoom to centre the Transition Map on the page. This may cause the Transition Map to be resized so that it fits in the current window.

Reset Layout Button

Click Reset Layout to change the layout to fit on the page.

Note: This layout may align state boxes but it may also cause transition names to be displayed over other transition names or behind state boxes.

States and Transitions Tab

The information displayed under the States and Transitions tab is in tabular form.

The information shown here is a different representation of the information shown on the Transition Map, displayed under the Document States tab.

Note: Changes made here will also be displayed on the Transition Map.

Document Route States

New Button

Click the New button to add a new state to the Document Route and type in a name for the State into the State name box.

Click Save and New to create the state and leave the window open to create a new state or click Save to save the state and close the window.

Click Cancel to close the window without creating the state. To quickly add several new states, enter a name in the State name box, press enter and type in a new state name. Continue until all the required states have been created.

Edit Button

Click the Edit button to edit the name of the currently selected state.

Note: This button is available when a document state is selected. When no documents states are selected, it is dimmed.

Delete Button

Click the Delete button to delete the currently selected state. States which are currently not used by a transition can be deleted. You will be unable to delete a state if it is being used by a transition.

Note: This button is available when a document state is selected. When no documents states are selected, it is dimmed.

State

This column displays the number and the name of the states.

Type

This column indicates whether the state was created by a user (User Defined) or whether it is a system state (System).

Document Route Transitions

New Button

Click the New button to create a new transition and open the Document Routing Transition window.

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The items shown in the Document Routing Transition window are described in Table 114.

Table 114. Terminology: Document Routing Transition Options (States And Transitions Tab)

Term

Meaning

Name

Enter a name for the Transition to make it easily identifiable. Maximum 100 characters.

Source State

Select the Source state from the drop-down list (that is, the state the Transition line starts on). The document state’s number and the state name is displayed. If the document state is a system state, [System] is displayed after the state number.

Destination State

Select the Destination state from the drop-down list (that is, the state the Transition line ends on). The document state’s number and the state name is displayed. If the document state is a system state, [System] is displayed after the state number.

Criteria

Click to create Criteria which will determine if the Transition is used. See “Transition Criteria Editor” for information on how to set up Criteria.

Clear Criteria

Click to clear all configured criteria.

Manually performed transition

A User from the Members list can change the state the selected document is in by selecting a Transition from a drop- down list in Searching Client and selecting a Reason.

At least one User must be added to the members list when this option is selected.

Automatically performed transition

The Transition occurs automatically. When a document is in the source state, it automatically transitions to the destination state.

Caution: If, when this option is selected, there are Users, Groups or Roles already configured in the Members pane, those members will be removed when the Document Routing Transition is saved.

Members

Click to add Users, Roles and Groups to the list of people who can action the selected Transition. See “Members”.

Clear Members

Click to clear all configured Members.

Allow a user to action a document multiple times

A user might be added as a Member for several Transitions in a single Document Route.

Select this option to allow a user to Transition a document through this Document State even when they have already Transitioned the document in this Document Route.

Clear this option to ensure that, if a User has already Transitioned a document in this Document Route, they will be unable to action the same document at this Transition.

Reasons (one per line)

When the User is actioning a Transition, they must select a reason from the drop-down list. Click in the text box and type in a reason. To add more reasons, press Enter and type in the next reason.

Note: The Transition cannot be saved until at least one reason has been entered.

Edit Button

Click Edit to edit the selected transition and open the Document Routing Transition window.

Delete Button

Click Delete to delete the selected transition.

Toggle Groups Button

Click the Toggle Groups button group the transitions by Source state.

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Click this button again to group the transitions by Destination state.

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Click this button a third time to display the transitions in a list. This list can be sorted by Transition, Source or Destination by clicking on the column name you want to use to sort the transitions.

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Transition

This column shows the transition names.

Source

This column shows the name and the number of the source state of the transition.

Destination

This column shows the name and the number of the destination state of the transition.

Transition Details (Read Only)

When a transition is selected on the Transition Map, the transition details are displayed in this panel. See Table 113, “Terminology: Document Routing Transition Options (Document States tab)” for a description of all the information displayed here.

Note: The information in this panel is read-only. That is, you cannot edit the information directly from this panel. This information can be edited from the Document Routing Transition window.

Update Button

Click the Update button to save the changes made to the Document Route and close the Document Routing Configuration.

Close Button

Click the Cancel button to close the Document Routing Configuration and discard the changes.

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