Sending Documents to NetDocuments DMS

In this workflow, a NetDocuments cover sheet is used to send documents to a location in NetDocuments. The cover sheet may be used multiple times to route the documents to a selected NetDocuments cabinet, folder, filter or workspace.

To set up the NetDocuments cover sheet workflow

Create a rule that uses a specific email address or other destination type to route documents to the NetDocuments connector for processing and delivery. See steps below.

1. Start the Server Administrator and expand the tree, if necessary.
2. Go to RuleSets and expand the node, if necessary.
3. Right-click User. The RuleSets shortcut menu appears.
4. Select New > Route to Connector. The Criteria dialog box appears.
5. Select Email or other destination type on the Destination type drop-down list.
6. Click Next.
7. Type the appropriate email address in the Matches box.

8. Click Next. The Deliver dialog box appears.
9. Select the NetDocuments connector on the Connector drop-down list.

10. Click Next. The Rule name appears on the Complete dialog box.
11. Click Finish. The rule appears on the RuleSets details pane as a series of numbers.

• Add the DataExtraction job property to the rule and set the value to 3.

1. Go to Rulesets on the Server Administrator tree and expand the node, if necessary.
2. Right-click the rule you created listed in the RuleSets details pane. The RuleSets > Properties shortcut menu appears.
3. Click Properties. The Rule Properties dialog box appears.
4. Click the Actions tab.
5. Click Start Workflow.
6. Click the Properties button. The Action Properties dialog box appears.
7. Click the Job Properties tab and click Add. The Set Job Property dialog box appears.
8. Type data in the Property text box and select the DataExtraction System job property.
9. Type 3 in the Value box.

10. Click OK on the Set Job Property dialog box.
11. Click OK on the Action Properties dialog box. The Deliver action is added to the Route to Connector workflow tree.
12. Click OK on the Rule Properties dialog box.

Using a NetDocuments cover sheet in Action

After creating the NetDocuments cover sheet rule and applying the DataExtraction system job property to the Start Worfklow action, you can do a test run to ensure jobs submitted to the server are successfully routed to NetDocuments.

To use a NetDocuments cover sheet

1. In NetDocuments, choose a cabinet and select a folder.
2. Select the folder arrow. The folder options appear.
3. Select Printer cover sheet and print.

4. Submit a job to the server using the printer cover sheet and document(s) you want to use for the test run.
5. Address the job to the email address or destination type specified in the rule. The document(s) appear in the appropriate NetDocuments cabinet and folder.

Tip: You can use the Messages> In Process and History folders to check on the processing and delivery status of your job.

 

In this workflow, a NetDocuments paper document (a different type of cover sheet) is used to send documents to a new or existing placeholder in a cabinet, folder, filter or workspace. A paper document used for the first time sends the document to a specific placeholder. The reuse of the paper document sends the document to an existing placeholder thereby creating new versions of the document. In addition, the paper document serves a dual purpose.

1. For scanning purposes - You create a document profile that contains a profile barcode.
2. For identifying a document's location - You create a document profile that contains information about the document's physical location (where it is going to live in NetDocuments).

Note: These paper documents are profiles (placeholders in NetDocuments) that do not have any content. They can also be used multiple times to route the content documents to a selected NetDocuments cabinet, folder, filter or workspace.

To set up the NetDocuments paper document (cover sheet)

Follow the Create a rule steps listed above to create a NetDocuments paper document rule and add the DataExtraction system job property to the Start Workflow action.

Using a NetDocuments paper document (cover sheet) in Action

After creating the NetDocuments paper document rule and applying the DataExtraction system job property to the Start Worfklow action, you can do a test run to ensure jobs submitted to the server are successfully routed to NetDocuments.

To use a NetDocuments paper document

1. In NetDocuments, choose a cabinet and select a folder.
2. Click the + Add button next to the search bar. The + Add options appear.
3. Select Paper document. The Create a Profile for a Paper document page appears.
4. Type a file name in the Document name box.
5. Specify the cabinet and folder where the actual document with content will be stored, if necessary.
6. Select Print profile coversheet.
7. Click OK. A preview of the paper document profile appears.
8. Click Print.

See the Paper Document Profile with details example below.

9. Submit a job to the server using the paper document (cover sheet and document(s) you want to use for the test run.
10. Address the job to the email address or destination type specified in the rule. The document(s) appear in the appropriate NetDocuments cabinet and folder.

 

In this workflow, server user-defined job properties that match NetDocuments profile attributes and other system job properties are used to send documents to a shared workspace. A workspace is based on a profile attribute like Client/Matter and it is presented to users as a web page that shows all items; for example, documents, emails, and other data related to client/matter, project, or account.

For NetDocuments Administrators

You must complete the following tasks.

• Create a workspace(s) and appropriate profile attributes.
• Provide this information to the Upland AccuRoute server administrator.

Note: Refer to NetDocuments Help for information about creating workspaces and profile attributes.

For Upland AccuRoute server administrators

You must complete the following tasks.

• Obtain workspace(s) and profile attributes information from NetDocuments administrator.
• Create user-defined job properties for the profile attributes created in NetDocuments. The job property names must match profile attribute names including any upper or lower case characters used. Names used for job properties and profile attributes are case-sensitive.

To create user-defined job properties

1. Start the Server Administrator.
2. Go to Job Properties on the tree and expand the node.
3. Right-click User. The User Properties shortcut menu appears.
4. Select New Job Property. The Job Property dialog box appears.
5. Specify the name of the job property that matches the profile attribute in the Name box.
6. Ensure the Single-valued property default option is selected.
7. Click OK.

Note: Repeat the same stepsfor additional job properties required for your profile attributes.

• Create workspace rules and apply appropriate user and system job properties to those rules.

To create a workspace rule

Follow the Create a rule steps listed above to create a NetDocuments workspace rule.

To add user and system job properties

Follow the add the DataExtraction system job property to the Start Workflow action steps except in this workflow you are going to add the user-defined properties; for example, Client/Matter or other job properties created for your NetDocuments profile attributes and any of the following DMS system job properties based on your server and NetDocuments configuration.

Note: The DataExtraction systemjob property is not applicable in this workflow since cover sheet and paper document profile barcodes are not being used for data extraction.The user-defined and system job properties are the elements being used for sending documents to the NetDocuments workspace.

See the DMS System Job Property description table below.

DMS System Job Property	Value and/or Description
DMSNetDocsMode	0 - Cover Sheet Mode (Default) 1 - Workspace Mode Required NetDocuments system job property for the Workspace workflow. The server routes the documents to the appropriate workspace.
DMSDocIdentification	Uses the NetDocuments object id for storing documents. This system job property can be applied to Workspace, Folder, or Filter workflows.
DMSLibraryName	Required NetDocuments system job property for the Workspace workflow. Uses the NetDocuments cabinet name for storing documents when DMSNetDocsMode is set to 1.
NetDocs ACL	A list of NetDocuments user ids delimited by a caret (^). Contact the NetDocuments Administrator for user ids to use. Example: VAULT-username1@company.com^VAULT-username2@company.com Provides user ids full access rights to documents stored in NetDocuments.
DMSAddDescriptionStamp	1- Include a date and time stamp A date and time stamp is included at the end of a document'sfilename when delivered to NetDocuments.

See the NetDocuments workspace user and system job property dialog box example below.

Using a NetDocuments workspace in Action

After creating the user-defined job properties for the profile attributes, workspace rule, and applying the user-defined and system job properties to the rule, you can do a test run to ensure jobs submitted to the server are successfully routed to the NetDocuments workspace.

To use a NetDocuments workspace

See the following scenarios below.

Upland AccuRoute Server Administrator > Test Message

In the Server Administrator, create a test message, use the email address specified in the workspace rule as the recipient email address, add a subject (optional), comments (optional), attachments, and select Deliver.

AccuRoute Desktop

In AccuRoute Desktop, select Email Recipient, use the email address specified in the workspace rule, and include any additional information or documents required.

The documents appear in the appropriate workspace.

Note: User-defined or system job properties can be applied to workflows in a variety of ways. Applying job properties to rules was used for illustrative purposes in this Help topic. It is not the only method available for the use of user-defined or system job properties. Contact Technical Support for more information about the application of user-defined and system job properties in your workflows, if necessary.

In addition, documents may take some time to appear in the workspace while being indexed by NetDocuments.