Archiving parameters
When the "Electronic Document Management" (EDM) is enabled, you use this function to define meta data to be sent and/or retrieved when submitting a document to the Archiving function. This meta data rely on two main criteria:
- The container code (miscellaneous table no. 81) This code identifies the vault used by the EDM when submitting documents. This is an optional code, which is essentially used when more than one vault is required (e.g. if the folder includes several companies and if for legal reasons, the documents of each company are to be stored separately).
- The document type. This code is used to classify or sort documents. It is defined in miscellaneous table 902 is also used to sort documents linked to a record (Attachments function).
Please note that if the container code is empty, but the container code table is not, this setup should apply to all container codes (except from those which have not been explicitly set up).
This way, a general setup can be used for one type of document and for all container codes, provided exceptions may apply to some container codes.
When validating this setup, the definition of the defined meta data could be sent to the EDM software; if a programming interface is used, the definition of the elements may already be provided in the EDM software.
Prerequisites
Refer to documentation Implementation
Screen management
In this screen, enter the two codes making up the key and enter in a table a list of parameters to be be sent to or retrieved by the EDM when submitting documents.
Entry screen
Fields
The following fields are present on this tab :
Block number 1
| Code identifying the current record. This field corresponds to the document category. Defined by the miscellaneous table 902, it is also used to characterize the attachments linked to the objects. |
| Code identifying the current record. This code identifies the container that is to say the logical storage unit defined in the EDM software. This field can be empty if the setup is generic or if there is only one container. |
| This setup code identifies one of the parameters converted to the EDM software when it was submitted. It is then sent, along with its value, to the EDM software every time the document is submitted. Moreover, in the call context, the software creates a variable whose name corresponds to the code prefixed by G_. Thus, for example, if the parameter identifying the submitted document is called DOC_ID, a variable G_DOC_ID will be available in the calling context, so it will be possible to use this variable in a formula defining a reference for the document to be archived in the software after it submission. |
| Title associated with each criterion. This title can be translated. |
| This value defines the internal type taken by the setup. The G_XXXX variable (where XXXX is the setup code) is declared with this type, even if, in addition, the parameters have been converted to the EDM in a grid of character strings previously formatted. |
| This field is used to know if the setup is only sent to the EDM (when it is equal to By value), or if it also may be returned by the EDM software to the calling program (when it is equal to By address). |
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Error messages
In addition to the generic error messages, the following messages can appear during the entry :
When the EDM interface is set to send the parameters, a control on parameters can also be performed. This control can display an error blocking the recording of these parameters.
For example, this type of error can be the rejection of a modification on the meta data structure as this type of documents already exists in the set up container.