Document Class Process Action
Functionality
The document class process action concept (also referred to as
process action configuration) enables configuration of the
system's behavior/actions when executing one of the processes
for a particular document class. Examples of such processes are
VIEW and CHECKOUT (see glossary below for a list and description
of all processes).
The options that you can configure per document class and
process are:
- Macro option - You can configure how macros are going to be
handled for each document class. Possible settings are:
- SelectAndRun - The normal functionality. If there are
macros, the user can chose which one to execute.
- RunIfOnlyOne - If only one macro exists for the file
type/application associated with the connected document
file, it will be run without user intervention.
- NoMacro - If there are macros configured for the
particular file type/application, the user will not be able
to select or execute one. In other words, it effectively
disables macro execution.
- Document types - You can add one or more extra document
types that are to be handled at the same time as the
original/master file. After creating the new document types, you
must connect them to a process action header.
- Name files using option - You can configure how the files
using the process action header will be named. Structure
documents are not affected by the name file using option
configured for each process in document class process
actions. Possible settings are:
- Default to Original File Name - the original file name
will be the default and if the file has an original file
name and is selected the user will be asked to select the
type of file naming, at the time of executing one of the
stated file operations.
- Default to Document Title and Name - the document title
and name will be the default and if the file has an original
file name and is selected the user will be asked to select
the type of file naming, at the time of executing one of the
stated file operations.
- Force Document Title and Name - the user will not be
prompted for a selection, even if the file had an original
name. The file will be named using the standard document
title and name.
- Original File Name - the user will not be prompted for a
selection. The file will be named using the original name
only if it had such a name. Otherwise naming will fall back
to document title and name.
An example, if you have only one macro, you could configure the
system to automatically execute the macro when a user uses, for
instance, the VIEW process
Glossary and Important Terms
Processes
The processes refer to what happens with the document file (and
file reference), not with the document revision record in the
database. For example, the DELETE process is when the user
deletes (removes) the file and file reference connected to the
document revision using the Delete Document File command.
- VIEW - Used when viewing a document or a view copy. Does not
apply to the View with External Viewer command.
- PRINT - Used when printing a document or a view copy.
- CREATENEW - Used when creating a new file reference by
executing the Edit command when no file reference exist
for the document revision.
- CHECKOUT - Similar to CREATENEW, but used when checking out
an existing document.
- CHECKIN - Used when checking in a document.
- UNDOCHECKOUT - Used when executing the Undo Check Out
command.
- SENDBYMAIL – Used when sending a document file by mail.
- COPYFILETO – Used when copying a document to local folder.
- DELETE - Used when deleting the document.
- OTHER - Not used by IFS Applications today, it is reserved
for future use. This reserved process can be used to customize
the application if there is need for an extra process, for
example, when you need a process to create a new revision or to
release a document. This said, you can still use it to configure
both macros and a document class process action configuration,
but again, it will not be executed.
When performing file operations for multiple documents, all
files will be named using the standard document title and name.