Exports from Central & Imports to Content

Background

The Etrieve product by Softdocs is composed of two parts; Etrieve Central where forms and workflows are created, and Etrieve Content were completed forms are filed as documents. In order to convert approved forms to documents, it is necessary to setup both an export to a holding area on our Hybrid Server, as well as an import from that same location into Content. This document will provide step-by-step instructions on how to setup these Imports and Exports.

Setting up the Export

The export can be defined within any "End Step" element in the workflow, as highlighted in yellow in the image below. If a workflow has multiple End steps, e.g. an approval step and a rejection step, we can configure whether the form is exported on denial, on approval, or both.

The next image shows the menu for configuring the export. If multiple forms are configured to use the same import, you can create custom configurations for each form. In the cast below, all 3 forms are using the same configuration. Each configuration has the following elements:

1. File Export Location: This is a directory on the Hybrid Server. It usually has the structure W:\Softdocs\Imports\Central\[Area]\[Document Type]
2. Document Type Name: This is the name of the document type being exported, and must have a corresponding document type in Etrieve Content
3. Include History: Appends an audit history of all approvals and actions taken on the form. Always enabled.
4. Include Attachments: Appends an attachments as pdfs to the end of the form. Always enabled.
5. Keyfields: This section allows you to specify the order of keyfields that document will be indexed by. If they are not defined, the order of Green fields defined in the form Input tab will determine the index number. More details will be provided in the "Setting up the Import Section". The first four fields are always:
   1. Image Source
   2. Document Type Name (defined above)
   3. Package ID
   4. Date of Export

NOTE: Export fields will only be visible in the dropdown if they are defined in the Input tab of the form. If the input fields have been updated, but are not visible in the workflow, try to leave the workflow menu and re-enter to load the new content.

Setting up the Import

Imports can be accessed by navigating to the Admin Settings tab in Etrieve Content. This tab is symbolized by a gear icon, and has three sections

1. System: Useful for managing document types and Key Fields.
2. Data: Useful for defining Imports, and viewing Import History

Imports should be prefixed to determine the type of Import, the department they belong to, and the document type being imported.

• AF - 2-6-7-9-16 [FA RRAAREQ]: Autofile Import for the RRAAREQ document type for Financial Aid
• CEN - AR - Dependent Waiver: Central Import for the Dependent Waiver for Accounts Receivable
• EC - FA Documents: Email Capture Import for Financial Aid Documents
• Lookup - Department: Lookup Import Type for defining list of Departments Keyfield Lookup
• zMigration - APDOCS: Legacy lookups that were used to migrate Accounts Payable documents from Oracle Stellent into Etrieve Content

For the purpose of this Instruction, we will focus on Central Imports, which should have the following structure CEN - [Department Prefix] - [Document Type]

Steps for Setting up a new Import

1. Select "Create New Import Configuration", and provide a Name, Import Type (Document), and Area.
2. Under Configuration
   1. Write a brief description of the Import, and enter your Initials and Date
   2. Enable "Send Failure Notifications", and configure it to send them to its-appadmins@uidaho.edu
   3. Do not enable the Delete Import/Image File options
3. Under Data Source
   1. Leave Monitor as False until you have tested the import. Non-monitored Inputs can be run manually
   2. Specify the UNC Path, this will be the same path as the "File Export Location" defined in the Workflow Export configuration
   3. Specify *.txt as the File Filter
   4. Specify _bkup as the Backup Path
   5. Ignore all other options, configurations such as Record Delimiter and Field Delimiter will be handled automatically
4. Field Mapping
   1. Create a Field Mapping that corresponds to the key Fields defined in the Workflow Export Configuration, and map to the Key Fields of the Document type being Imported.

Example 1: Old Keyfield Process for Faculty Summer Contract

Input fields defined within Form:

Export Configuration with no Keyfields selected:

Import Configuration Field Mapping

Note that Image Source, Document Type, and Document Date are always the 1st, 2nd, and 4th elements of the index file. Since Key fields weren't defined in the Workflow Export step, the Values of these Fields in the Import Field Mapping correspond to their order in the Form Input tab. This is not best practice because its possible to add/remove fields from the Form Input tab, without updating the Input field mapping. Fortunately, there is a better way to configure these fields as shown in the second example below.

Example 2: New Keyfield Process

Input fields defined within Form:

Export configuration with Keyfields selected:

Import Configuration Field Mapping

Note that Image Source, Document Type, and Document Date are still the 1st, 2nd, and 4th elements of the index file. However, since Key fields were defined in the Workflow Export step, the Values of these Fields in the Import Field Mapping correspond to their order in the Export configuration, not the Form Input tab. If the order of fields in the Form Input tab, it will not affect the import configuration.