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).
This process configuration will override the default functionality for the
three document types: original, view, and redline. If no configuration has been
set up for a class process combination, or if a header has been created for
a class process and document types are not connected, the default document types
will be applicable to the class process. When configuring document types for
a class process, one of the document types must be original.
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 Cloud 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.