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.