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.