OK, it has definitely been a while. Luckily our ‘ECM’ has mainly left us a lone and is functioning very well. Down to some nuts and bolts. Building on previous posts this will show a roll out to one of our plant locations. So, when the document hits the Assembly stage in the batch profile it next heads to the ‘Document Type’
So, it all starts with the green stop light… the next step is it hits a ‘FieldRoute’ the field that we use to route on is ‘Route’ which has been set in the batch step fromthe barcode.
You type in the various possibilities for the outgoing routes (They must match, double check your spelling) and then the module creates an outgoing ‘slot’ that you drag out using the connector tool.
For this particular implementation we also wanted security to persist throughout the entire process. With a little planning we were able to make this happen. The first key was to prepend a plant identifier in front of the name of the route and then make it unique across the repository. Then we use the same active directory groups in content store to secure the documents that secured the access to the document queues in Capture.
Also, our users wanted to receive email alerts when they have a document hit their queue. So, from the field route it splits out to an Alert QSX module. The alert module takes an email server, address, and message and sends an alert as the document crosses its path. (It’s useful to use the mute feature to not overwhelm the users with tons of email alerts) I have this send an email to a mail enabled group, the same group that has access to the queue. (This avoids hardcoding the alert to a single person)
After complete has been pressed the document first hits a StatusRoute. This StatusRoute QSX routes a document based on it’s ‘Status’. A status can be defined globally, or to a specific workflow. In our case we have 3 statuses. Approve, Back To Reception, & Delete (There is also blank which is the default path) If the status of the document is set to ‘Back To Reception’ then the document will head back to a reroute queue. If the status is set to delete it will go to the delete queue. If the status is approved (or left blank) the document will go to the ILINX Approver QSX. The Approver QSX takes the NT user and fills their name in for approver #1.
After the approver name is added, it moves into the General Manager Queue. After complete is pressed it hits another StatusRoute with the same status options as above. And then the Second Approver QSX adds the name to the metadata. At this point there is another FieldRoute. This field route checks the ‘Is Capital Invoice?’ field, if the value is set to YES it moves it to the Capital Queue but if NO it moves it on to the AP Queue.
In the AP queue the user now vouchers the document, then fills in the voucher # into the VOUCHER NUMBER field. By tabbing out of the field it causes a sql lookup that looks up the data from our ERP and allows the user to verify that everything is correct. After hitting complete the document goes to a CheckIndex QSX. This verifies that there is data entered for key fields, if data is missing then it will trigger an alert and go to the Voucher Missing Data Queue. If it makes it through the check then it will hit the Export QSX.
What does that look like?
Next time I’ll talk a little about what happens when it hits content store.