Document Flow Manager Setup

This program lets you add, configure and delete contracts for the Document Flow Manager.

Exploring

Things you can do in this program include:

  • Add new contracts.
  • Maintain and delete existing contracts.
  • Disable contracts.
  • Disable all contracts for a company.
  • Configure SMTP settings for email notifications.

This program is accessed from the Program List pane of the SYSPRO menu:

  • Program List > Administration > Document Flow Manager

Overview topic

Document Flow Manager

Services

SYSPRO 8 Document Flow Manager Folder Poller

SYSPRO 8 Document Flow Manager Queue Poller

PDF and Video Resources

Install Guides

Feature Guides

Starting

  • The Document Flow Manager services must be running:

    •  SYSPRO 8 Document Flow Manager Folder Poller
    •  SYSPRO 8 Document Flow Manager Queue Poller

    These services are installed using the SYSPRO Installer.

    • If the Document Flow Manager is required to poll a folder on another machine on the network (not a mapped drive environment) then the DFM services user must have permission to access that folder (i.e. read and write).

    • Although Document Flow Manager can process contracts for any company id (regardless of the company used to create the service) a contract created within one SYSPRO company is, however, specific to that company. All companies with active contracts must be licensed to use the DFM. If you have more than one SYSPRO company and is licensed to use Document Flow Manager, you must import the license.xml file for each company.

    Solving

    This warning message is displayed if you selected the Company disabled option from the Document Flow Manager Setup program toolbar.

    You can disable all contracts for the selected company by clicking OK or keep the contracts enabled by clicking Cancel.

    You can configure how SYSPRO processes incoming, outgoing and failed XML files using the XML Document Control program (Program List > Business-to-Business Trading).

    The following configuration can be defined:

    • Queue type for which you want to keep history.
    • Number of days you want to retain historic documents.
    • Number of days you want to retain failed documents (actioned and unactioned).
    • History path for all documents.
    • Destination paths where historic customer and supplier documents are stored.
    • Destination path of failed documents.

    Incoming and outgoing files that aren't in the required format must be transformed using XSLT.

    You can define the transformation detail at the Transform XML document section of the Document Flow Manager Setup program.

    You can specify the XSLT file that must be used to transform the file before it passes to the business object.

    You can also specify that the outgoing file from the business object must be transformed before it is saved to the Outgoing folder.

    Using

    • Create the DFM folder structure before adding new contracts.
    • Columns in a list view are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the list view). Select and drag the required column to a position in the list view header.
    • Press Ctrl+F1 within a list view or form to view a complete list of functions available.

    Referencing

    Field Description

    File

     

    Exit

    This exits the program.

    Edit

     

    Add

    This adds a new data record.

    The Add New Contract wizard is displayed and takes you through the steps to create a new contract.
    Change This lets you change details for the highlighted data record.

    Delete

    This deletes the data record currently displayed.

    View

     

    SMTP Options Setup

    This configures the SYSPRO settings required if you want to use email for Document Flow Manager.
    Display

     

    Structured view

    Select this to view a list of contracts in a treeview style.

    The list is sorted by:

    • Company
    • Business object class
    • Method name
    • Invoked business object

    Flat view

    Select this to view a list of contracts in a list view style.
    Refresh view This refreshes the list of contracts in the Documents pane.
    Company disabled

    This disables the DFM functionality for the company, which stops all DFM transactions from being processed.
    Column Description
    Documents

    This indicates the document name.

    In Structured view mode, the company, business object class, method name and invoked business object is also displayed.

    Program This indicates the business object that is invoked.
    Action

    This lets you enable or disable a contract.

    Select Disable to disable the contract or selected Enable link to enable the contract.
    Contract disabled

    This indicates whether the contract is disabled.
    Company disabled

    This indicates whether the company is disabled.

    When a company is enabled or disabled, all contracts for that company are automatically enabled or disabled.
    Operator This displays the operator code of the operator saved against the DFM contract.
    Folder to poll This displays the folder that is polled for documents.

    This is displayed when you select the SMTP Options Setup from the View menu.

    Fields in the wizard may be pre-populated depending on the e.net business object class.

    Field Description

    User company settings

    Tick the User company SMTP details field if you want to enforce the company SMTP details.

    SMTP server IP address

    Enter the IP address of the SMTP server from which you want to forward outgoing email.

    This only applies if you selected to send response emails on the contract.

    Default Email address

    This is the default email address to which messages are sent.

    This email address is used when a contract stipulates that an email should be sent, but no email address has been specified on the contract.

    This address is used if emails are being sent from an SMTP server. Alternatively, you can use this address to identify the smart host through which all outgoing messages for remote domains must be routed (instead of sending them directly to the domain).

    This allows messages to be routed over a connection that may be more direct or less costly than other routes.

    Enclose the IP address in brackets [ ] to increase system performance. The brackets identify the value as an IP address and because Microsoft SMTP service checks for a name before checking for an IP address, the DNS look-up is bypassed.

    The smart host is similar to the route domain option for remote domains. The difference is that once a smart host is designated, all outgoing messages are routed to that server. With a route domain, only messages for the remote domain are routed to a specific server. If a smart host has been configured, then you can still designate a different route for a remote domain. The route domain setting overrides the smart host setting.

    Username

    Enter the domain username (used to authenticate the SMTP server).

    Password

    Enter the password for the domain username.

    Server port

    Enter the SMTP server port.

    This wizard is launched when you select to add a new contract and helps you create a new contract between a document type and the Document Flow Manager.

    The contract is saved in the DfmQueueDetail table with a unique QueueID.

    Field Description
    Contract details  
    Contract name Enter the contract name that will be used to identify the contract.
    Business Object class

    Indicate the type of business object that is used for this contract.

    Adds a business object to the contract that is used to perform builds.

    Adds a business object to the contract that is used to perform queries.

    Adds a business object to the contract that is used for creating, changing and deleting semi-static information.

    You can select the method at the Method name field.

    Adds a business object to the contract that is used to change transactions that occur against the items created using the Setup class.

    You can select the method at the Method name field.

    Business Object name

    		 Select the business object you want to use for this contract.
    Business Object to invoke

    This displays the description of the business object invoked for this contract.

    This depends on the business object selected and can't be edited.
    Method name

    Select the method you want to use when invoking the business object.

    The following methods are only available for Setup and Transaction business object classes:

    This adds information to the relevant tables using the selected business object.

    This updates existing information on the relevant tables using the selected business object.

    This deletes information from the relevant tables using the selected business object.

    You can't select the method for the Build and Query business object classes, as these are configured by default and can't be changed.
    Operator to log in as details  
    Operator code

    Enter the SYSPRO operator code to use when the contract is run. This can be any operator (with or without specific securities applied) and doesn't need to be the same operator code used by the DFM services.

    The operator code entered here is displayed against the transaction in the XML Document Query program.
    Disable this contract  
    Disable contract This disables the contract (i.e. the files and folders are no longer monitored).
    Polling folder  
    Folder to poll

    Indicate the folder that must be monitored and require polling.

    A valid folder or file must be entered before you can continue.

    The folder can reside on the SYSPRO application server or a different server.

    The SYSPRO 8 Document Flow Manager Folder Poller service must have permission to read and delete the file in the specified folder.
    File type Indicate the type of file that must be polled for this contract.
    Please enter the XML parameters for Business Object

    This lets you enter XML parameters that indicate how the document should be processed.

    The XML parameters are applied to each document that arrives in the queue.

    Select Load File to load a sample file with XML parameters.

    Select View Schema to display the scheme document which specifies the parameters that can be used.

    This screen is only displayed for Setup and Transaction business object classes.
    Notify operator when transaction occurs  
    Inbox message required

    Enable this option to specify that a message should be sent to an operator's Inbox within SYSPRO.

    Operator to notify Indicate the code of the SYSPRO operator to whom you want to send the message.
    Program to call

    Optionally enter the program to run when the operator opens the message.
    Inbox message Enter the message you want to send to the operator.
    Set up response Email messages  
    Send response Email

    Enable this option to indicate that a response email message should be sent to an operator's inbox, notifying them of the status of the process.

    No response email message is sent.

    A response email message is sent for every failed contract.

    A response email message is sent for every successfully completed contract.

    A response email message is sent for both completed and failed contracts.
    Add success message

    Select Configure to enter the message you want to send to the operator, indicating that the process completed successfully.

    This lets you select the priority rating for the email message.

    Enter the email address of the sender.

    Enter the email address of the person who will receive the success message.

    Multiple email addresses can be entered if separated by a semi-colon (;) as a delimiter.

    Enter an appropriate subject line for the email message.

    Create an appropriate message for the email.

    A document resulting from the business object will be attached to the email.
    Add fail message

    Select Configure to enter the message you want to send to the operator, indicating that the process failed.

    This lets you select the priority rating for the email message.

    Enter the email address of the sender.

    Enter the email address of the person who will receive the success message.

    Multiple email addresses can be entered if separated by a semi-colon (;) as a delimiter.

    Enter an appropriate subject line for the email message.

    Create an appropriate message for the email.

    A document resulting from the business object will be attached to the email.
    Keep history of XML documents  
    XML history required

    This lets you specify which historical XML documents must be retained.

    You can specify the location of historic XML documents in the XML Document Control program.

    No historical XML documents are retained.

    All incoming XML documents are retained.

    Only outgoing XML documents are retained.

    Both incoming and outgoing XML documents are retained.
    Save Business Object output XML  
    Save documents

    This lets you indicate whether the results from the business object should be written out to a folder where it can be accessed by another application such as Microsoft's BizTalk server.

    The name allocated to the output file depends on whether you are retaining history.

    If you are retaining history, the file name is constructed of the company id followed by DO (i.e. Document Out) and then the next number to use. The suffix is .XML unless you are performing an XSLT transformation on the file.
    Outgoing folder Enter the folder to which the document must be saved.
    Transform XML documents

    This section applies to documents that aren't in the format required by the business object and need to be transformed using XSLT. Incoming and/or outgoing files can be transformed.
    XSL transform required

    Enable this option to indicate that the XML documents must be transformed.

    No file transformation is required.

    All incoming files must be transformed.

    All outgoing files must be transformed.

    Both incoming and outgoing files must be transformed.
    Incoming XSL filename Select this to perform the transformation of the incoming document before it's processed by the business object.
    Outgoing XSL filename Select this to perform the transformation of the outgoing document (i.e. the result from the business object).
    Outgoing file extension This lets you indicate the extension of the outgoing XSL file.
    Test XSL transform Select Test XSL transform to test the transform process against the XSL.
    Folder poller service  
    Service name

    As more than one poller can be installed, this lets you indicate the specific poller service that monitors the folder.
    Server name This is the name of the server where the folder is located (i.e. the folder can reside on the SYSPRO application server or a different server).

    Contract type

    		This lets you select the order in which the contracts are processed.
    Queue type

    This polls files in chronological order (i.e. the previous contract must be successfully processed before the next one is started).

    The dependent queue information is saved in the DfmQueueDetail and DfmQueueDep table using the same QueueID in both tables.

    This polls files in any order (i.e. the next contract is started even if the previous one has failed).

    The non-dependent queue information is saved in the DfmQueueDetail and DfmQueueNonDep table using the same QueueID in both tables.