Map Initiating Document properties values to Case Properties values using IBM Case Manager

Transcription

1 Map Initiating Document properties values to Case Properties values using IBM Case Manager Copying document properties values to case properties values By Uma M Balasubramani Abstract: IBM Case Manager supports copying the initiating document properties' values to the case instance properties' values. Case type and its initiating document would share some common properties. When a case is created through initiating document filing event, users might want the content of document properties to be copied to the case instance. This article will explain the feature with a simple usecase. About the author: Uma is a Software engineer working for IBM Case Manager (ICM) QA team. In ICM, Uma is doing Functional Verification testing. She has four and half years of experience in testing which includes FVT, Build Automation, Integration testing and L3 support. Reach out to her at umabalas@in.ibm.com

2 Introduction: IBM Case Manager(ICM) is a web based product which allows users to create Solutions for their business requirements. Each Solution has its own cases where specific process gets triggered and executed. In ICM, a Solution can be created and deployed through ICM Case Builder and the Case triggering, Process or workflow execution happen in ICM Case Client or Run time. ICM contains lot of features related to Cases and Process. One among those is map initiating document properties values to case properties' values which is supported from ICM 5.1 or above. The case triggering can be done in two ways: 1. Manually creating Cases in ICM Case Client 2. Automatically triggering Cases through external document upload to the content repository or through some programs The Document which is responsible for triggering Cases when it gets uploaded to repository is called Initiating Document". However, while creating Cases in this process, the Case's properties value need to be filled. Since it is an automated case creation there should not be any human intervention to pass values to the case instance. In this case we can use ICM Map Initiating Document Properties feature to achieve this. This feature will allow making use of the Document properties value as properties of the Case.. This article will explain the feature with a business use case. It includes: 1. Creating sample Solution with map initiating document type feature enabled 2. Deploying the Solution 3. Adding Document to P8 using two methods, 1)Workplace XT and 2) FileNet Enterprise Manager Admin Tool by providing values to the Document properties 4. Checking the functionality in Case Client. Target Audience: User or Business Analyst with good hold of IBM Case Manager and Knowledge of File Net P8 especially basic concepts and Workplace XT System requirements: ICM Case Manager ICM 5.1 or above with supported stack of File Net P8

3 Implementation: How Mapping Initiating Document properties works: In general, the cases would be created using ICM Case Client and values for case instances would be provided manually. The Mapping Initiating Document properties feature will allow copying the document properties to case. It will be useful in existing systems or systems which have a way of filing in documents and capturing the document metadata, and would like to now trigger cases based on document filing event, with the document metadata mapped to the case properties, without manual intervention. The case creation would be based on document filing event. To achieve this, in ICM Case Builder, while designing a solution, a document type needs to be created. This document type will be the starting document type for the case. A Case type created along with the document type, and a set of properties which are common for document and case type would be defined and added in both case type and document type. For example, in a Recruitment based organization, a case would be created for each candidate for a recruitment process. If a candidate is uploading resume in that organization, and if found suitable, a case will be created for the candidate and the recruitment process like screening test, interview, background verification, providing offer, medical check up,etc., will take place. For creating the case for the a candidate the trigger would a resume submitted. There could be two ways of submitting the resume a) The candidate can upload the document using the portal maintained by the company. b) The candidate sends the resume to the company trough . The recruitment team will get the resumes in either of these ways and short list the suitable resume to create the cases. Cases can be created in two ways: 1. Using Case Client, the case worker can create the case for each suitable candidate. It will involve manual effort of creating case, entering properties values for case instances like candidate name, address, id, contact number etc. This would be time consuming as, for every right candidate, case needs to be created manually, and the case becomes error prone due to manual data entry. 2. Using the document( short listed resume), the recruitment person can just upload the document to the repository which will automatically create cases and also copy the value of common properties between the case type and document type. This way, there is no need of any manual intervention or dependency to start case, as the system itself will start the case by copying the properties values from document to case instances In this article, the above use case is explained in the following steps. 1. A candidate uploads resume to a company using their external application / through sending mails directly to HR department. 2. Once the resume is received, the concerned recruitment person will go through the resume and see if the candidate is suitable for the job requirement.

4 3. If found suitable for the job position, the recruitment person will go ahead for further processes like written test, interview, selection, providing offer, medical examination and deploying the resource. 4. The first step would be uploading the Resume to the FileNetP8 repository's document class which is configured for this process. During document upload, the recruitment person enters the details of candidate through the document properties. 5. Once the document is uploaded a case will be created automatically with copying all the document properties to the case properties values. Creating and Deploying Solution in Case Builder 1. Login to Case Builder from a supported browser with valid Case Builder URL ( 2. Give valid credentials 3. Once the Manage solutions page is opened, click on 'Add Solution' button 4. Solution creation dialog will be openedenter Solution Name and Solution prefix Figure 1. Create Solution 5. It opens Solution home page. Under Properties tab, create properties which are used by Document Type and Case Type

5 Figure 2. Add Properties 6. Click on Document Type tab and add a Document Type. This document type would be the starting document type for the cases in Run time. Whenever a document gets uploaded to this document type or document class, case instance will be created. Figure 3. Add Document Type

6 7. Add existing properties to the document type. These are the document properties which will be prompted in run time to enter values. Once values are given and document is uploaded these values will be copied to case properties. Figure 4. Add Properties to Document Type 8. Mark required for the properties( by checking the required check box) whose values are mandatory while uploading the document in Workplace XT or FEM admin tool. Sometimes, user might tend to skip the properties values while uploading the document in WorkplaceXT or FEM admin tool. Making the properties as required, will force the user to enter values for the properties which are need to be copied to the case properties. Figure 5. Make properties as Required Figure5

7 9. Create Case type for processing the recruitment related operations. Figure 6: Add Case Type 10. In 'Starting Document type', select the Document Type Resume. This will make the case start by a document filing event of type Resume document type in the repository. Figure 7. Select Initiating Document type

8 11. Once the document type is selected, a check box Map document type properties will appear. Check that box. This will make the values of document properties to be copied to Case properties when Cases are created in Run time. Figure 8. Select Map Document Properties 12. Click Properties in Case type and add the existing properties which are needed for this case type and also properties which are added to Document type. Having the properties at both document type and case type level will allow copying the values in run time. In case if the properties are added under document type and not added to case type the values would not be copied.

9 Figure 9. Add Properties to Case Type 13. Click on Views and add the properties in all three sections of views. This will allow viewing the properties in run time during Case search, Case history and case information widgets. 14. Click on Case Folder to create Folder for storing the Resumes added to the repository. Figure 10. Create Case Folder 15. Create tasks as required per the operations of recruitments. 16. Save and close the solution 17. Deploy the Solution in Case Builder by clicking the deploy link under the Solution Name

10 Figure 11. Deploy Solution 18. Ensure the deployment is successful by checking the deployment status icon which would be a green tick mark Uploading Document to FileNetP8 repository Now, in order to verify the functionality, a document needs to be uploaded to FileNetP8 repository. The document upload can be done through several ways: * Using Workplace XT * Using FileNet Enterprise Manager(FEM) admin tool. * Using some external programs or scripts. In this use case, the document is uploaded using Workplace XT and FileNet Enterprise Manager admin tool. Using Workplace XT: Open Workplace XT using the url ( 1. Enter valid credentials for XT 2. Once logged in to XT select the folder location where the document needs to be uploaded. Make sure the folder has all the permission to view, upload documents. 3. Here, the Case Folder, AddResume is used to store the documents which get uploaded. The folder can be anything. User can create their own folder anywhere under the target object store to store the documents. Our usecase uses the 'AddResume' folder to store the documents. Figure12. Select Folder to add document

11 4. Select AddResume folder and click on Add Doucment at the top Figure 13. Click Add Document 5. Once clicked on Add Document a Window will be opened for selecting and uploading the document. 6. Select a document from local file system or from the repository and click on Next at the bottom the window. Figure 14. Select the Document 7. For the selected document, choose the document class Resume that was created under the HR Management solution and click on OK

12 Figure15. Select the Document Class 8. Document properties will be displayed. The asterisk mark shows the mandatory fields, since it is marked as Required property in ICM Case Builder while designing the solution. Enter appropriate values for the properties

13 Figure 16. Fill Values for document properties 9. Click on Add button at the bottom and then click on OK button. This will upload the document to the Repository. Uploading document using FileNet Enterprise Manager admin tool 1. Open File Net Enterprise Manager tool. Navigate to the Target Object store and open the Solution HR Management under Root Folder/Solution deployments folder. Select the folder Add Resume, which was created in ICM Case Builder. The Add Resume folder is created to store the resumes in a specific folder the folder can be any one under the Target Object store, and is left to the user convenience. Right click the 'AddResume' case folder and click on New Document option. A ' Create New Document wizard' will appear. Browse and select the appropriate document and click on 'Next'.

14 Figure 17. Select folder to add document Figure 18. Document Creation wizard Figure 19. Select Document

15 2. Give name for Document title and click on Next. Select appropriate document and click next. Select the 'Resume' document class for the selected document 'Resume1' Figure20. Select Document class 3. Once the document class 'Resume' is selected, the document class properties get displayed. The properties are shown in bold red as it is marked as Required property in ICM Case builder. Enter values for each property and click finish.

16 Figure 21. Enter values for document properties Verify the functionality in Case Client: 1. Now open IBM Case Manager Case Client with URL( and valid credentials. 2. Select the HR Management solution 3. Click on Cases Tab. Once Case page is opened, at the left side, Search widget is available which will search the cases based on search criteria and displays the relevant Cases. In Search widget select the Candidate Name as search criteria and click on Search. Figure 22. Search for the Case 4. After search button is clicked it will fetch the cases which matches the search criteria

17 Figure 23. Select the Case 5. Click on the Case which is being retrieved and check the case properties values Figure 24. Check the case properties values The case is created automatically and also case Properties values got copied from the Document properties values.

18 Resources: IBM Case Manager Info center link: