Unisys e-@ction Workflow Solutions e-workflow & Imaging Document Management Plugin Using DOCSFusion User s Guide UNISYS û 2000 Unisys Corporation. All rights reserved. Printed in USA July 2000 0000 0000 000
NO WARRANTIES OF ANY NATURE ARE EXTENDED BY THIS DOCUMENT. Any product or related information described herein is only furnished pursuant and subject to the terms and conditions of a duly executed agreement to purchase or lease equipment or to license software. The only warranties made by Unisys, if any, with respect to the products described in this document are set forth in such agreement. Unisys cannot accept any financial or other responsibility that may be the result of your use of the information in this document or software material, including direct, special, or consequential damages. You should be very careful to ensure that the use of this information and/or software material complies with the laws, rules, and regulations of the jurisdictions with respect to which it is used. The information contained herein is subject to change without notice. Revisions may be issued to advise of such changes and/or additions. Notice to Government End Users: The software and accompanying documentation are delivered and licensed as commercial computer software and commercial computer software documentation as those terms are used in 48 C.F.R. 12.212 and 48 C.F.R. 227.7202-1 through 227.7202-4, as applicable. The Government shall receive only those rights provided in the standard commercial software license, or where applicable, the restricted and limited rights provisions of the contract FAR or DFARS (or equivalent agency) clause. Correspondence regarding this publication can be e-mailed to doc@unisys.com. Unisys is a registered trademark and e-@ction is a trademark of Unisys Corporation. All other marks are acknowledged to be the trademarks or registered trademarks of their respective owners. Unisys Corporation cannot attest to the accuracy of this information.
Contents Section 1. Overview...1 1 Purpose...1 1 Prerequisites...1 2 Implementing DMDocs...1 2 Section 2. Getting Set Up...2 1 Customization...2 1 Forms...2 2 Installing/Configuring DMI Forms...2 2 Saving Forms to the SQL Forms Table...2 3 Form Fields Used for the DMDocs Plugin...2 4 New Database Fields and the Query Module...2 5 Configuring the DM Docs Plugin for Client Work Manager...2 6 Initialization Files...2 7 Configuring Client Work Manager for DMDocs...2 12 Additional Toolbars...2 13 Downloading the DMDocs Item for Viewing...2 14 Section 3. Operation of Modules...3 1 Overview...3 1 The Main Query Program...3 2 Searching...3 2 Document Desktop Features...3 3 Importing Documents for Client Work Manager...3 5 Viewing While on the Client Work Manager Desktop...3 5 The Workflow (User Exit)...3 6 View Only Retrieval...3 6 Retrieving for Changes...3 6 Client Work Manager Operations and DMDocs Plugin Doc Handling...3 7 The Program Workstep...3 7 Error Messages...3 8 Appendix A. Launch and Workflow Charts... A 1 Launch Chart... A 1 Workflow Chart... A 3 0000 0000 000 iii
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Section 1 Overview Purpose This section provides the following information to get you started with Unisys Document Management Plugin using DOCSFusion (DMDocs): A brief description of this document s purpose, audience, and prerequisites A general introduction to the Client Work Manager software and its capabilities Descriptions of the basic Unisys e-workflow & Imaging parameters you must define before designing and creating a desktop Instructions for installing the sample desktop application and using the Wizard to assist you in customizing an application appropriate to your environment The DMDocs Plugin adds an optional extension to the Client Work Manager that supports the desktop integration of the PC DOCS electronic document management system. This product release complements and extends the current Unisys document imaging and workflow suite by providing a means to expand applications to include electronic documents managed by PC DOCS (with version control, history tracking, check-in, checkout, etc.). This enables DMDocs Plugin users to extend their capabilities to include robust workflow all from a single desktop. This document does the following: Provides detailed information about DMDocs Plugin features, the ability to route through prior versions, as well as the setup requirements necessary to use this document management functionality with Client Work Manager. Explains the DMDocs Plugin code and the features available to users. Describes setup procedures, required software, configuration, and customization. Explains details on what is available, and when and how the program is executed through Client Work Manager. Explains several programs can be initiated or run from the desktop once documents are imported to the desktop. Explains the workflow process and security as well as future enhancements of the program. 0000 0000 000 1 1
Prerequisites Prerequisites We advise a prerequisite reading of the Technical Overview Guide. We recommended that you receive initial training on how to use the system. Users of this guide should be familiar with the Windows NT operating system, LAN architecture, the Windows environment, the DBMS used in their implementation, and their computer hardware. Because a number of other hardware and software products may be integrated with the system, you should use this book in conjunction with the documentation for those products. Implementing DMDocs Implementing the DMDocs Plugin is similar to setting up the Desktop GUI and creating a button on the toolbar to access the PC DOCS Library(ies). In addition to adding the basic functionality of DMDocs documents to the desktop, the user may utilize the document management capabilities and perform many desktop features. DMDocs Plugin consists of the following modules: Query module (the main DMDocs desktop) Launcher (enables viewing with a double-click while on the desktop) Import User Exit DLL DMDocs Client Work Manager Import features (History, Version viewing after documents have been imported) End of Workflow Program Workstep DLL 1 2 0000 0000 000
Section 2 Getting Set Up This section provides the instructions for setting up the DMDocs Plugin program. The instructions assume the system environment includes an operating server and communicating clients running Unisys e-workflow & Imaging (UeWI) with Client Work Manager and DMDocs Plugin. Transfer Manager is required for the program workstep to clean up the files at the end of workflow. Customization For DMDocs Plugin to integrate with Client Work Manager, you must create a new import type through the Central Administration Console. 1. Enter the path to the dmi_launch.exe program, as in the following illustration. 0000 0000 000 2 1
Getting Set Up Forms 2. To create the import, and browse for the correct path, locate a file named dmi_launch.exe on the image server. Use the Browse button to specify the Run executable in the Import Class Administration window. This file is required for browsing and locating the file. If the path to dmi_launch.exe is not identical for each client, the plug-in will still function; the host machine will find the program in its registry and will not cause any errors. 3. The extension name must be PDO, which is a unique suffix defined by DM Docs Plugin and added to each client registry. 4. Enter PCDOCS for the import name. The plug-in requires this name to operate successfully. However, when setting up the site s import class, you cannot define a class called PCDOCS. Classes cannot be the same as the project name of an import.dll file on the system. Please refer to UeWI Central Admin Console Help for further details on how to set up the Import Class. Installing/Configuring DMI Forms The DMDocs Plugin has associated forms that must be copied to the same directory referenced by the Fusion Server. These can be easily determined by bringing up the DOCSFusion Server Manager and selecting Forms Location, as the following illustration shows: 2 2 0000 0000 000
Getting Set Up After moving the forms, you can delete them from the client PCs if desired. These forms are prefixed by DMI (for Document Management Interface) and end with.frm, as shown in the following illustration: Saving Forms to the SQL Forms Table You must save in the SQL forms table all forms used for searching (default: dmi_search.frm) or displaying results (default: dmi_results.frm), along with the dmi_prof.frm form. To save these forms in the SQL forms table: 1. Start the Forms Designer application. 2. From the File menu select Open From Disk, then browse and select each form file. 0000 0000 000 2 3
Getting Set Up 3. Save each form under the same name (NOT Save to Disk) - Using Type Document Profile. Note: All of the search/results forms, as well as the dmi_prof.frm, must be stored in the forms table. Any additional forms can also be put in the table, but having them in the fusion directory is also acceptable. Form Fields Used for the DMDocs Plugin To better understand the use of forms, use Notepad to view them. The information in this subsection describes which of the many fields are actually used for DMDocs Plugin. 2 4 0000 0000 000
Getting Set Up Search Forms The Search Forms list contains different sections all with the name [CMSEdit]. Included in these sections are the following fields: Field INFO NAME PROMPT Description The third number in the INFO section is divided by 10 and used for the length. The number is defined in this file as pixels. The NAME field is the SQL Database field name. During production, if these fields are blank, check the values in the NAME field for possible reasons. The PROMPT field is used as the heading for this field. Result Forms The Result Form types contain sections defined with the name [CMSList]. Included in these sections are SQLCol# and Column#. These are the only pairs displayed in the results. Example Column1=Edited Date,92,88,1,0,, SQLCol1=DOCSADM.PROFILE,LAST_EDIT_DATE In the above example, Edited Date is the heading, the numbers are represented in pixels, and calculated to determine the length of the date field. The Last field in the SQLCol# line is used as the SQL Database field name. Other Forms Released and Used Throughout the Programs Several other forms are released and required for the calls to function. Each API call must have a form assigned to it and is hard coded with the form names released with the product. The only form that is for displayable purposes besides the search and results form fields is the profile form (dmi_prof.frm). The other forms can be viewed with the DOCS Designer. New Database Fields and the Query Module If you added fields to the PC DOCS database, or if fields are not being returned in the results as expected, check to see if you should add them to the dmi_searchandresult.frm. This form is used for the API call and must contain all of the database fields added to PC DOCS. To add fields 1. Open the dmi_searchandresults.frm located on the hard drive of the client PC. 2. Add the database field to the form by dragging and dropping the fields. 0000 0000 000 2 5
Getting Set Up 3. Save the form to the same hard drive location from which it was retrieved. Note: This form is NOT displayed to the end user. Configuring the DM Docs Plugin for Client Work Manager Refer to the readme.txt file included with the media for the installation instructions for the DM Docs Plugin. The following subsections detail the information required to configure the plug-in. 2 6 0000 0000 000
Getting Set Up Initialization Files This section explains the Plugin files that you can customize to meet your needs, including the following: Message translation files. Mapping of fields from the e-workflow & Imaging database to the PC DOCS database (for a mirroring effect of the profiling or indexing of documents). Description of the reference file that represents the document being imported to the desktop. Note: Only Reference Information linking to the DMDocs Plugin documents is sent to e-workflow & Imaging. The actual DMDocs documents are never sent. The following sections describe how to use initialization files and where they are defined. Specifying Initialization Files Depending on how much customization is required, the original directory into which the Plugin application was installed can look very different after customizing. It is possible that only one initialization file, called custominis.ini, could be located in the Plugin directory besides the application(s). There are four programs released with this Client Work Manager plug-in that can customize initialization file locations: Program Program Name Description Import (pcdocs.dll.exe) Called during workflow while on the Client Work Manager desktop. Launch A dmi_launch.exe double-click or a right-click view while on Client Work Manager. Main dmi_main.exe The Client Work Manager configured button that brings up the query, desktop, and import features of the DMDocs Plugin. Right-click dmi_rtclick.exe Provides similar functionality to the desktop features of the main right click options, but while the document is on the Client Work Manager desktop. 0000 0000 000 2 7
Getting Set Up The following is a sample of a highly configured custominis.ini file. Having only one pair of program entries located in one directory is initially less complicated. [FILES] MAIN INI FILE = c:\dtm_dmi\pcdocsdef.ini MAIN MSG FILE = c:\dtm_dmi\pcdocsmsg.ini LAUNCH INI FILE = c:\program Files\UeWI\DMDocs\pcdocsdef.ini LAUNCH MSG FILE = c:\program Files\UeWI\DMDocs\pcdocsmsg.ini IMPORT INI FILE = c:\dtm_dmi\pcdocsdll\pcdocsdef.ini IMPORT MSG FILE = c:\dtm_dmi\pcdocsmsg.ini RT CLICK INI FILE = c:\program Files\UeWI\DMDocs\pcdocsdef.ini RT CLICK MSG FILE = c:\program Files\UeWI\DMDocs\pcdocsmsg.ini Definition File The definition initialization file, called pcdocsdef.ini at installation, can be duplicated and renamed to take advantage of different settings for customization. You can define the name and location of the file to be used for each DMDocs Plugin module in the custominis.ini file, or during Client Work Manager button setup procedure (which overrides other settings). Each section is described below for the definition pcdocsdef.ini initialization file: [FORMS] [OBJECT] You must define a search form and a results form. If they are not found, or are not defined, the user is prompted to select a form from the Forms table. The fields can be seen in DOCS Designer, but are not displayed in the same format when performing the query through Client Work Manager. Example [FORMS] Search Form = dmi_search Result Form = dmi_results For the InfoImage Class, specify the document class where the new imported item. We recommended that you create a new class and index form specific for DMDocs Plugin items. The Import Login Lib represents the PC DOCS library the user logs into automatically during workflow once the document has been imported onto Client Work Manager. 2 8 0000 0000 000
Getting Set Up [PATHS] Example OBJECT] InfoImage Class = CLAIM IMPORT LOGIN LIB=CLAIMS The [PATHS] section contains the Downloads entry that defines the holding directory for the files used for viewing, checking out, and modifying files during workflow. Specify a Downloads directory. Specify the length of the default name to use for the DMDocs Plugin document name. Names are truncated to the length you specify. This has the document number and version number following it with periods in between. The maximum length for the import name is 44. It appears on the Client Work Manager desktop. Example [PATHS] Downloads=C:\DTM_DMI\downloads CheckOut Docname Length = 10 [FORM VALUES] The Search Return Max entry represents the number of documents returned by a DMDocs search (This can be modified and stored during program execution). Use the Sort entries to return up to 3 sorts levels using the proper PC DOCS database field names: To search all of the libraries that are valid, set the value of ALL LIBS to 1. If there is only 1 library, SET THIS FLAG to 0 to enhance performance. To search the contents of the profile or the contents of a document, set the Contents Fields entry to Y. If not = to N or n, then the drop-down box and the box to enter a full string of concurrent words or a complete word can then be searched for. Example [FORM VALUES] Search Return Max = 50 Sort1 = DOCNAME Sort2 = DOCNUM Sort3 = ALL LIBS=1 Content Fields = "Y" 0000 0000 000 2 9
Getting Set Up [OPTIONS] Using a previous login code returned for the same user is an efficient way to logon. The program executes faster because the API logon call does not have to be performed. To turn this off is to specifically set the value of Try Last Logon Code to N. You must specify the Workflow Version Option value that determines when to check in new versions/subversions. Set this so the versions can be saved throughout workflow, as determined by the administrator at the site. The options are as follows: Value Description 1 One version per person 2 One new version only saved per document for the entire workflow 3 One new version for each person, subversions continue on every save for person, next person gets new version 4 One new version for workflow, subversions for subsequent saves during workflow The Disable Client Work Manager Retrievals option, when you set it to 1 disables all importing to Client Work Manager. This forces only DMDocs Plugin operations while on the Main Query Screen. Example [OPTIONS] Try Last Logon Code = "Y" Workflow Version Option= 1 Disable Client Work Manager Retrievals = 1 Message File The message file contains the available messages that you can customize and localize, along with the status values that are normally taken from DMDocs Plugin. You can customize or overwrite messages using this file. In addition to warning and error message changes, you can customize Headings Captions DMDocs Plugin status values Activities for the history and storage settings that can be changed The DMDocs Plugin values that are normally taken from DMDocs Plugin 2 10 0000 0000 000
Getting Set Up DMDocs Plugin to Client Work Manager Mapping (Index Prefill) PCINFOMAP.INI must exist in the same directory as the main plug-in program (dmi_main.exe). These represent the fields passed to Client Work Manager and the corresponding fields in the PC DOCS database. The fields on the left side are the index field names on the Client Work Manager index form used to define the Class (defined in the pcdocsdef.ini definition.ini file). The fields on the right side are the equivalent PC DOCS database field names. There is an optional number after the PC DOCS database field. This is sometimes required if truncation of the field must be done to make it a valid field length. CLAIM_LNAME represents an e-workflow & Imaging Index form field, filled in by the first 10 characters of the current value of the abstract field for the document being imported. Example [MAP] doc_type2=type_id POLICY_NO=DOCNAME CLAIM_LNAME=ABSTRACT 10 Client Work Manager to DMDocs Plugin Mapping (Search Prefill) INFOPCMAP.INI must exist in the same directory as the main plug-in program (dmi_main.exe). These represent the fields passed from Client Work Manager. The name on the left side must be a valid PC DOCS database search field found in the Search Form used (defined in the definition.ini file) or it is not used. The fields on the right side must be named the same name as the field on the left side (that is before the value from the Client Work Manager button). It is the value returned that is important. The name is not significant as long as it matches. Example [MAP] LAST_NAME=LASTNAME FIRST_NAME=FIRSTNAME Example of Client Work Manager Button LIBNAME,DOMAIN,pcdocsdef.ini, LASTNAME,[LAST_NAME], FIRSTNAME,[FIRST_NAME] 0000 0000 000 2 11
Getting Set Up Configuring Client Work Manager for DMDocs The following e-workflow & Imaging software must be installed. Client Work Manager version 5.0 DMDocs Plugin version 5.0 Creating a Shortcut on the Desktop Creating a shortcut on the desktop will not pass pre-filled search fields, customized.ini file names, or the DOCSFusion library. The shortcut runs the executable and you manually fill in the criteria. To create a shortcut 1. Positioning the cursor in the area with the other shortcuts. 2. Right click then select Create Application Shortcut. 3. Enter a shortcut name and select the path to the dmi_main.exe file (located in the directory where DMDocs was installed) Adding an Icon to the Toolbar A DM Docs toolbar icon enables the user to select workitems that that have a PCDOCS Import Type and send the internal index values for that item or hard coded values to the DMDocs search screen, in addition to specifying libraries, and customized.ini files. To add an icon to the Client Work Manager toolbar, you must have system administration security access. To create a new toolbar icon: 1. From the Client Work Manager desktop, select Desktop Administration from Administration menu. 2. Open or create a new desktop (.dsk file) 3. Select the Toolbars menu, and then select Edit Toolbars. 4. Select the Tools tab on the Customize Toolbars window. 5. Select the New button to open the Edit Tool. 6. Select options as needed for the Images and Advanced tabs. Selecting options from the Images tab creates an icon for the new tool. Options on the Advanced tab determine display or caption preferences. 2 12 0000 0000 000
Getting Set Up 7. Select options from the General tab to customize the toolbar icon. Define a Caption (Main DMDocs Query) Define the ToolTip text (for my PCDOCS Library on my NTDOMAIN domain) For the Category, select MAIN MENU to always display this icon, or select Workitems to display this icon only when workitems are displayed on the desktop. Select RunProgram for the Function option. For the Program Name, enter the path to a file located in the directory where DMDocs was installed on the PC (default is c:\program files\uewi\dmdocs\dmi_main.exe). Select from the following optional parameters. A comma is required. <library>,<domain>, <definition ini File>, <FIELD1>,<VALUE1>,<FIELD2>,<VALUE2> 8. Drag the new toolbar up to the toolbar area and save the changes. (You may need to log off and log back on. For more information, see the UeWI Client Work Manager Help for customizing toolbars.) Use the down arrow located next to the tools on the menu, the Customize Toolbars to drag the new tool up to the displayed desktop. Additional Toolbars You can define additional toolbars for the Client Work Manager desktop to represent DMDocs functions. Users can then select items on the desktop that have a PCDOCS Import Type and view the versions. Create New Tools on the Toolbar You must be an administrator to use these menu options. To create a new toolbar: 1. From the Client Work Manager Administration menu, select Desktop Administration. 2. Open or create a new desktop (.dsk file). 3. From the Toolbars menu, select Edit Toolbars (to configure the toolbars). 4. Select the Tools tab in the Customize Toolbars window. 5. Select the New button at the bottom of the screen to create a new tool. The Edit Tool opens. 6. Select options as needed on the Images and Advanced tabs. The Images options create an icon for the new tool. The Advanced options display as the icon, or caption preferences. 0000 0000 000 2 13
Getting Set Up 7. Select from the following options on the General tab to customize the icon. Define a Caption (DMDocs Version or DMDocs History for example). Define ToolTip text (viewing versions or viewing History). For the Category, select Workitems to display this icon only when workitems are displayed on the desktop. Select RunProgram for the Function option. For the Program Name, enter the path to a file located in the directory where DMDocs was installed on the PC (default is c:\program files\uewi\dmdocs\dmi_rtclick.exe). Select the VERSIONS parameter to pass for versions, and the HISTORY parameter to pass for histories. 8. Drag the new toolbar up to the toolbar and save the changes. (You may need to log off and log back on.) Use the down arrow located next to the tools on the menu, the Customize Toolbars to drag the new tool up to the desktop. Downloading the DMDocs Item for Viewing. To view a DMDocs item in Client Work Manager Desktop, either double click the import page or click the toolbar icon added to the toolbar as described above. The application name is dmi_launch.exe. 2 14 0000 0000 000
Section 3 Operation of Modules Overview This section details the features included in the DMDocs Plugin and how to use them. DMDocs Plugin assists in the tracking, storage, security, version control, history, and organization of all desktop documents and objects. In addition, it provides an easy importing option to send items into Workflow. Once in Workflow, security, tracking, and version control are handled automatically. Unreserved documents can also be put on the desktop for view-only reference. Logging On/Access Database Every module must first log on to the fusion server. The program attempts this as an invisible operation by using recent login information stored in a MS-Access database. This userlist.mdb database is empty upon installation, and if deleted, not used at all. If not used, the performance downgrades and every operation during workflow or right clicks requires a logon. For other settings and preferences on using the database and on using previous log on information, see the [OPTION] section in the definition initialization section referenced above. When this file is used, it encrypts and stores all logged in information and therefore makes the connections transparent. 0000 0000 000 3 1
Operation of Modules The Main Query Program Searching To search documents in the PC DOCS database, use the search window illustrated below. The search fields can be filled in to narrow the criteria. Use either a % or * as wild card characters. Use drop-down boxes where implemented to aid in the search criteria. Searches can be performed on all of the libraries to which you have access or can be limited to the single library to which you are currently attached. This can be set in the initialization file described earlier. The default is all libraries. Note: If there is only one library, SET THIS FLAG to 0 to enhance performance. Content searching is available and the contents of a document, or its profile, can be searched for any string for which the user would like to search. To take away this option, the Content Fields must be set to N in the initialization file. You can only enable content searching by setting this in the.ini file, not through DOCS Designer. The documents must have been stored to allow content searching and the proper search server must have been activated. See the appropriate Search Server documentation for details. 3 2 0000 0000 000
Operation of Modules If the user does not have the appropriate permission to view a document in a list, that document is not listed. This authority is set up at the DMDocs Plugin level and full security is kept in tact based on the current user. Document Desktop Features Headings for the desktop features are customized in the DMDocs Plugin message file. If the headings for these features are not set (NULL), then the feature becomes disabled for the workstation. Viewing To view a document, select it and then right-click it. A drop-down appears. When you select the View option, the appropriate document is launched and downloaded to the specified temporary hard drive area where the contents can then be displayed and the correct application can be started. Note: The document is Read-Only. Versions By selecting to see all versions created for a particular document (right-click when the document is selected), a new window is displayed. The document versions can be readily viewed along with the author, edit dates, and other pertinent information such as comments that were entered at the creation of each version. When the version screen is displayed, the user can bring a particular version of a document to the desktop and view, check in, check out, lock and unlock the document. Document History By selecting to view all of the recorded histories of a particular document, a new window is displayed. The history data is readily available, sorted by the date the action was performed. This history includes editing that had been done, profile activity, and the checking in and out of documents. Checking Out a Document If a document is available, the option to check out the document is available with the right-click. This allows a user with the correct privileges to check in or simply unlock a document. In either case, the document becomes available to other users. If the group is allowed to check out documents for work away from the office (see group maintenance features in the DOCS Admin. Guide), then this selection can be fully executed. Checking out a document translates to downloading a document to a desired mapped location (usually on your hard drive) and locking the document temporarily so that no other users have access to editing the same document at the same time. The default storage area and length of document name used by default is configured in the.ini file. The comment and return date fields should also be specified. 0000 0000 000 3 3
Operation of Modules Locking a Document Locking a document from other users without downloading an actual copy of the document is performed from the checkout window. Selecting the lock only option internally locks the document and records the user in the logs. Checking In a Document Full check-in functionality is available to users depending on their security profiles. DOCS Supervisors automatically have the right to check in others' documents, while the security level for other users can be set to allow or disallow check-in. A user can overwrite the version that was modified, create a new version, or create a new subversion if a document is checked out or otherwise locked. If a document is not available to check out or lock, the option to check-in the document is available with the right-click. This allows a user with the correct privileges to check in or simply unlock a document. A DMDocs Plugin user can either check in the document that he/she checked out or check in someone else's document. However, the right to check in another user's document must be set up in the features form under System Parameters in the Library Maintenance tool. If the logged-in user has Supervisor privileges, this right is automatic. Users should not use PowerDOCS to check in documents that have been checked out using the DMDocs Plugin for Client Work Manager. The DOCS internal file name will not match the plug-in user-defined file name; you will get an error message indicating the file does not exist. Unlocking a Document To unlock a document that is currently checked out makes the document available again for all users, and the document is no longer checked-out or otherwise locked. This is available for use in clearing up conditions where the document is never going to be checked in again, where the document was manually deleted, or another administrative clean up process. Unlocking a document is done from the check-in window. Note: Unlocking a document or checking in a document should not be done while the document is in workflow. The entire locking/checking out and checking in is done programmatically and should not be overruled in production mode. A warning message is displayed if this is attempted, but with the correct privileges, a user would be capable of doing this in DMDocs Plugin program. Document Profile Modifications to a few major profile fields for the document are available by right clicking when the correct document is selected. This feature allows a user with the correct rights to view and change them. 3 4 0000 0000 000
Operation of Modules Importing Documents for Client Work Manager On the Main Query screen or the Version screen, a document can be retrieved and imported onto the desktop of Client Work Manager by clicking the appropriate buttons at the bottom of the screen. Double-clicking on a document or version entry is equivalent to highlighting the document and then clicking on the Retrieve to Desktop for Viewing button. By selecting to retrieve an item to the Client Work Manager desktop, the user is requesting to create a document on the Desktop. This automatically creates an import type of PCDOCS. The document class must be specified in the.ini file and cannot be PCDOCS. The document class is specified in the.ini file. An index form is automatically generated for the new imported document. Use the Latest Document Version There is a button on the main query screen that enables you to specify using the latest copy of the document throughout workflow. This is an important decision, especially if the import is retrieved for viewing. Those who may have locked the same document may change the document during workflow. If this button is not selected, the latest version at the retrieval time is always displayed. If this button is selected, the newest version at the time of a view is displayed. Retrieve to Desktop for Viewing By selecting to retrieve an item to the Client Work Manager desktop for Viewing, the user is requesting to create a document on the Desktop that is not locked from other DMDocs Plugin users. This document is for reference only as it travels through workflow. (Double clicking a document while in the Query results list also performs this action, unless Disable Client Work Manager Retrievals is set to 1. In this case, the document is viewed.) See Use Latest Document Version for details on setting this before the retrieve. Retrieve to Desktop for Changes By selecting to retrieve an item to the Client Work Manager desktop for changes, the user is requesting to create a document on the Desktop that is locked from other DMDocs Plugin users. The new document is reserved in the system upon completion of the import onto the Desktop. Viewing While on the Client Work Manager Desktop The user can view the document by double-clicking while the cursor is on the actual imported document, or by right clicking and selecting the View option. The document is downloaded (if necessary), the application is launched, and the document opened. 0000 0000 000 3 5
Operation of Modules Viewing a document from the Client Work Manager desktop checks out the document from the PC DOCS database. Otherwise, the document is just reserved and locked from other users, but is not actually checked out. A check out is recorded in the document's history. Since only a reference of the DMDocs Plugin file is on the Client Work Manager desktop, this reference file is updated with the time stamp of the downloaded file. The workflow logic then executes appropriate actions pertaining to the handling of the document. The Workflow (User Exit) When a document is imported onto the desktop from the PC DOCS database, the operator can select to retrieve for viewing only or to retrieve for changes. A reference file is put onto the desktop that refers to a particular document and version of that document. View Only Retrieval When the selection has been made for viewing, there is no record in PC DOCS that shows that this selection was made. A user cannot edit this document. The document that is being viewed is always a read only copy. Retrieving for Changes If the choice is made to put the document on the desktop for changes, the status of the document in DMDocs Plugin becomes a unique number of 100, which makes the document unavailable for another user to change. In the message file, 100 equates to Reserved for Workflow. The document is not locked, just unavailable. This is similar to editing a version selection in PowerDOCS. The only "history" entry for the document at this point is an Edit Profile. The documents on the desktop are reference files linked back to the actual DMDocs Plugin documents. Several Client Work Manager operations cause the pcdocs.dll program to connect to the DMDocs Plugin and update the document or its information. Operations include the following: Unreserve Send to Workflow Send to a non workflow queue Desk Delete These procedures may take longer depending on what has to be done at the DMDocs Plugin end. This.dll must actually log into the system, and possibly check the document(s) back into their appropriate library or libraries. If a document is on the desktop and does not appear to be in the workflow or going into the workflow, an Unreserve or DeskDelete of the document causes it to become a view-only document. This makes it available to other users, but allows you to toggle it back to a reserved state (if still available). 3 6 0000 0000 000
Operation of Modules This view-only is performed because when a document is taken off of the desktop, there is no guarantee that another user will retrieve it to make any other changes; therefore, it must be unlocked in the PC DOCS database at this point. This is also true if a folder is routed and a DMDocs document is contained in this folder. Client Work Manager Operations and DMDocs Plugin Doc Handling Once a send, log off, desk delete, or other clean up procedure occurs, the time stamp of this file is compared with the original time stamp of the file. If edits were made, the document is checked in and deleted off of the hard drive. The following describes the check in preferences each workstation may have set. Workflow Version Option= 1,2,3 or 4 The file is checked in as a new version/subversion or written over (see the definition file details described earlier). The reference file that is imported into Client Work Manager has several fields so that the security, routing, login, and access to the file can be done most effectively. Any error messages are logged to the Client Work Manager message file. The Program Workstep The Document Management Interface Default Program Workstep DLL is called DMI_WKSTEP.DLL and must reside in the Image Server DLL Directory. This program calls DMI_WKSTEP.EXE and uses DMI_WKSTEP.INI, both of which must reside in the Image Server SYS Directory. 0000 0000 000 3 7
Operation of Modules There is an entry in the DMI_WKSTEP.INI file called "SYSDEL DOCS = 1" that deletes from the system the DMDocs Plugin document wrapper and reference (PDO) file that are routed to this workstep even if the document is in a Folder. The following fields must also be customized replacing the commented examples for those fields below. [OBJECT] Import Type=PCDOCS InfoImage Class=LETTER [PGM WORKSTEP] SYSDEL DOCS = 1 [SERVER LOGON] User name = PC DOCS USER FOR LOGON DURING WORKSTEPS' EXECUTION Password = PC DOCS USERS' PASSWORD Domain = IF KNOWN AND APPLICABLE PROVIDE DOMAIN (WORKGROUP) Library = PC DOCS LIBRARY TO LOG INTO The reference files created by the DMDocs Plugin for Client Work Manager need to be deleted from the system eventually. This task is accomplished automatically once the Program Workstep has been created in the route using the Workflow Designer tool. The program workstep must be named DMI_WKSTEP. This Custom Program Workstep can be anywhere in the workflow route where a DMDocs Plugin item is no longer used in the workflow. The Program Workstep must be named DMI_WKSTEP to be identical to the.dll name. Note: Reference files that have been imported should never be retrieved using the File Cabinet/Search into the e-workflow & Imaging Database. There is a strict design scheme and the options in a reference file that was taken out of the File Cabinet may conflict with ongoing document activity elsewhere. A log called dmi_wkstep.dbg is updated and located in the infoimage\sys directory. This file should be deleted from time to time to free up space. It contains messages about the items that went through the program workstep. Error Messages The Transfer Manager will generate error messages whenever a DMDocs Plugin reference file is deleted from the system at the program workstep where DMI_WKSTEP.DLL is called. 3 8 0000 0000 000
Operation of Modules Error messages that may be generated during a SysDelete follows and are displayed in the Transfer Manager debug file. These occur when the system is unable to continue routing an item because it is no longer in the system. These do not cause any known problems: 14:32:38 391: xfm03004: ProcessWorkitem[TID:391]: Failed routing [99147INFO000525] 14:32:38 391: xfm03084: ProcessWorkitem[TID:391]: Failed on user program for 99147INFO000525 with function DefaultUserExit of DMI_WKSTEP DLL. 14:32:38 391: xfm03106: ProcessWorkitem[TID:391]: WorkitemSetToError failed- Workitem is not in the client list. 0000 0000 000 3 9
Appendix A Launch and Workflow Charts This appendix is a useful resource for System Administrators who review workitem events within DMDocs Plugin. Specifically, the following information is identified: What happens when a workitem is launched in Client Work Manager (CWM). For information, see the Launch Chart in this appendix. What happens to workitems with specific statuses (such as 'Unreserve' and 'Send to Queue'). For information, see the Workflow Chart later in this appendix. Launch Chart This table describes the events that occur when a workitem is launched in Client Work Manager (double-clicked to view). The events are determined by a number of workitems characteristics, including the following: Is the workitem reserved? Is the workitem in WIP? Is the workitem modifiable or view-only? Is the workitem locked in DMDocs Plugin? CWM Operation (Workitem Status) Reserved WIP "Original" Retrieve (Changes/ Viewing) Locked in DMDocs Plugin DMDocs Plugin DLL Actions Doubleclick to view Unresvd WIP Locked Prompt to continue Readonly OK/Cancel if message Msg227 not commented out and file is not on drive already. Note 1: It is possible that this version is being edited on this hard drive by another copy. It displays as a modifiable copy even though this is not the exact instance of the document that has the rights to modify. 0000 0000 000 A 1
Launch and Workflow Charts Doubleclick to view Unresvd 0 Locked Prompt to continue Readonly OK/Cancel if message Msg227 not commented out and file is not on drive already Retrieve file locally R/O (see Note 1) Doubleclick to view Doubleclick to view Unresvd WIP Unlocke d Unresvd 0 Unlocke d Retrieve file locally R/O (see Note 1) Retrieve file locally R/O. (see Note 1) Doubleclick to view Resvd WIP Locked Check out file. Retrieve file locally. Note 2: Any local, modifiable copy of this version is updated. Checkout successful message appears if Msg 204 is not commented out. Doubleclick to view Resvd WIP Orig Retrieve = V Unlocke d Retrieve file locally R/O. (see Note 1) Doubleclick to view Resvd WIP Orig Retrieve = C Unlocke d If Available: Check out file, Retrieve file locally. (see Note 1) Set DMDocs Plugin status to Locked in Workflow (if not). Set PDO file to Doc Locked. Doubleclick to view Resvd 0 Locked Check out file. Retrieve file locally. (see Note 1) Doubleclick to view Resvd 0 Orig Retrieve = V Unlocke d Retrieve file locally R/O. (see Note 1) Doubleclick to view Resvd 0 Orig Retrieve = C Unlocke d If Available: Check out file. Retrieve file locally Set DMDocs Plugin status to Locked (if not). Set PDO file to Doc Locked. A 2 0000 0000 000
Launch and Workflow Charts Workflow Chart This table identifies the action that occurs to a workitem in a specific status. The following assumptions should be made: Import User Exit is not called on Reserve operations. Import User Exit is called on ALL Send to Queue operations. On Logoff, if user chooses the Remove Workitems From Desktop option, Client Work Manager calls the Import User Exit with a Desk Delete operation prior to the call with the Logoff operation. Import User Exit processing of Imports contained in documents filed in Folders is not supported. DeskDelete of WIP items is not a supported operation. CWM Operation (Workitem Status) Reserved WIP "Original" Retrieve (Changes/ Viewing) Locked in DMDocs Plugin DMDocs Plugin DLL Actions 1-Unreserve Resvd WIP Locked Check in changes. 2-Unreserve Resvd WIP Unlocked Delete Hard Drive Copy. 3-Unreserve Resvd 0 Orig Retrieve would = C Locked Check-in changes. Unlock in DMDocs Plugin and in.pdo file. 4-Unreserve Resvd 0 Unlocked Delete Hard Drive Copy. 1-Send to Queue (Workflow) 2-Send to Queue (Workflow) Resvd WIP Locked Check in changes. Resvd Locked Check in changes. 3-Send to Queue (Workflow) 4-Send to Queue (Workflow) Resvd WIP Orig Retrieve = C Resvd WIP Orig Retrieve = V Attempt to Lock for this user, in case file cabinet retrieve? Delete Hard Drive Copy. 5-Send to Queue (Workflow) Resvd Orig Retrieve = C Attempt to Lock for this user, in case file cabinet retrieve? 6-Send to Queue (Workflow) Resvd Orig Retrieve = V Delete Hard Drive Copy (view only going into workflow). 0000 0000 000 A 3
Launch and Workflow Charts CWM Operation (Workitem Status) Reserved WIP "Original" Retrieve (Changes/ Viewing) Locked in DMDocs Plugin DMDocs Plugin DLL Actions 7-Send to Queue (Workflow) 8-Send to Queue (Workflow) 9-Send to Queue (Workflow) Unresvd WIP Locked Save/Delete of file was done at Unreserve call, nothing done here. Unresvd WIP Delete Hard Drive Copy (view only). Unresvd Locked Set DMDocs Plugin status = 101 in.pdo file. Save/Delete of file was done at Unreserve call. 10-Send to Queue (Workflow) Unresvd Delete Hard Drive Copy (view only). 11-Send to Queue (Not Workflow) 12-Send to Queue (Not Workflow) Resvd WIP Locked Check in changes. Taking Out of Workflow? Set DMDocs Plugin status = 100 in.pdo file. Resvd Locked Check in changes. 13-Send to Queue (Not Workflow) 14-Send to Queue (Not Workflow) Resvd WIP Orig Retrieve = C Resvd WIP Orig Retrieve = V Taking Out of Workflow? Leave Unlocked. Delete Hard Drive Copy. 15-Send to Queue (Not Workflow) Resvd Orig Retrieve = C Leave Unlocked, no action. 16-Send to Queue (Not Workflow) Resvd Orig Retrieve = V Delete Hard Drive Copy. 17-Send to Queue (Not Workflow) 18-Send to Queue (Not Workflow) 19-Send to Queue (Not Workflow) Unresvd WIP Locked Save/Delete of file was done at Unreserve call. Taking Out of Workflow? Set DMDocs Plugin status = 100 Unresvd WIP Delete Hard Drive Copy (view only). Unresvd Locked Delete Hard Drive Copy. A 4 0000 0000 000
Launch and Workflow Charts CWM Operation (Workitem Status) Reserved WIP "Original" Retrieve (Changes/ Viewing) Locked in DMDocs Plugin DMDocs Plugin DLL Actions 20-Send to Queue (Not Workflow) Unresvd Delete Hard Drive Copy (view only). 1-DeskDelete Resvd WIP Locked N/A Can't Desk Delete WIP item. 2-DeskDelete Resvd WIP N/A Can't Desk Delete WIP item. 3-DeskDelete Resvd Locked Check in changes. Unlock in.pdo and in database. 4-DeskDelete Resvd Delete Hard Drive Copy. 5-DeskDelete Unresvd WIP Locked N/A Can't Desk Delete WIP item. 6-DeskDelete Unresvd WIP N/A Can't Desk Delete WIP item. 7-DeskDelete Unresvd Locked Warning could be returned in next release to reserve first. Desk delete will not be done in version 1.0.x. 8-DeskDelete Unresvd Delete Hard Drive Copy. Note: If user chooses to Remove Workitems from Desktop, a DeskDelete call is first made for each DMDocs Plugin Import that is not WIP 1-Logoff Resvd WIP Locked Check in changes. 2-Logoff Resvd WIP Delete Hard Drive Copy. 3-Logoff Resvd Locked Check in changes. 4-Logoff Resvd Delete Hard Drive Copy. 5-Logoff Unresvd WIP Locked Delete Hard Drive Copy. File cabinet retrieve? 6-Logoff Unresvd WIP Delete Hard Drive Copy. 7-Logoff Unresvd Locked No Action should be left on Desktop return error to Client Work Manager in 1.0.x 8-Logoff Unresvd Delete Hard Drive Copy. 1-Save Resvd WIP Locked Check in changes. 0000 0000 000 A 5
Launch and Workflow Charts CWM Operation (Workitem Status) Reserved WIP "Original" Retrieve (Changes/ Viewing) Locked in DMDocs Plugin DMDocs Plugin DLL Actions 2-Save Resvd WIP No Action (Leave on Hard Drive). 3-Save Resvd Locked Check in changes. 4-Save Resvd No Action (Leave on Hard Drive). 1-SysDelete Resvd WIP Locked Check in changes. Unlock in DMDocs Plugin and.pdo. 2-SysDelete Resvd WIP Delete Hard Drive Copy. 3-SysDelete Resvd Locked Check in changes. Unlock in DMDocs Plugin and.pdo. 4-SysDelete Resvd Delete Hard Drive Copy. 1-Delete Import 2-Delete Import 3-Delete Import Resvd WIP Locked Check in changes. Unlock in DMDocs Plugin and.pdo. Resvd WIP Delete Hard Drive Copy. Resvd Locked Check in changes. Unlock in DMDocs Plugin and.pdo. 4-Delete Import Resvd Delete Hard Drive Copy. A 6 0000 0000 000