About WebApps Document Sets

Companies have different documents that are related to specific workflow processes. Administrators can set up the use of document sets for their process owners and contributors. Scan Reservations and Batch Routing Sheets are created by WebApps users based on the document sets configured and used for scanning and delivery of the documents. Document sets can be used in a variety of ways. See examples below.

  • HR New Hire Document Set – all documents related to the hiring process of a new employee

  • Legal Case Document Set – all documents related to a client’s legal matter

  • Loan Document Set – all documents related to a client’s loan application

  • Hospital Patient Document Set – all documents related to a patient’s care

Understanding the Document Sets workflow

Administrators create the rules, job properties, categories and form types associated with a particular document set using the Server Administrator. Document Sets is an internal label that can be renamed to be more descriptive and reflect your specific workflow process.

WebApps users select the categories and form types associated with a particular document set and capture the appropriate properties by creating Scan Reservations or Batch Routing Sheets.

Using the Scan Reservation or Batch Routing Sheets created, WebApps users scan the documents that are delivered by the server based on the workflow rule(s) established by the Administrator.

Note: Scan reservations are considered personal distributions. WebApps users cannot view or execute each other's personal distributions only their own at a device.

Before you begin

Administrators must complete the following tasks.

Prerequisites

Setup

Complete the following tasks after the installation, device, and group configurations are done.

  • Plan Document Set workflows which include the following:

    • Rules related to your workflows

    • Job properties related to form fields and types

    • Determine who will be creating scan reservations or batch routing sheets.

    • Determine who will be scanning documents at a device.

  • Set up Document Sets

    • Create a rule for your workflow.

    • Set up job properties for form fields and types.

    • Add the Document Sets application to a WebApps profile

    • Use default or modify actions

    • Add predefined form fields

    • Use default or add new properties

    • Create categories and form types

    • Choose a Batch Routing Sheet template

Setting up WebApps Document Sets

The Loan Document Set will be used as an example in the next series of steps for illustrative purposes only and may not reflect your specific workflow configuration. Form fields and form type properties can be used to uniquely identify the documents associated with a process.

Note: Document Sets is a flexible tool that can be used in a variety of ways to meet the requirements of your document workflow processes and can be as robust as you need it to be.

Loan Document Set at a Glance

In the Loan Document Set scenario shown above, the Administrator creates a Home Loan category and the following form types.

  • Mortgage Application

  • Credit Report

  • Employment Verification

  • Checking Savings Bank Statement

  • W2 Wages

Categories are created to organize the form types associated with a document set. Form types are placeholders that represent the forms that will be scanned at a device by the Device Client user. The forms are routed by the server based on the rules created by the Administrator. The Scan Reservations or Batch Routing Sheets created by the WebApps user contain the following distribution/destination information.

  • Document Set Category

  • Form Types

  • Form Fields - used to identify and classify the form types.

  • Form Field properties

  • Form Type properties

Properties are used to provide additional information about form fields and form types.

You can create a rule to match the requirements of your document workflow process. For example, route a message and attachments to a folder, queue, document management system or printer. Other scenarios are possible. See About RuleSets for more information.

In the following example, a rule is created to use a Database connector to deliver the Loan document set to a database.

Note: A database connector must be set up before you can create this type of rule. The connector enables the Message Server to route messages to a SQL or ODBC database.

To create a rule

  1. Start the Server Administrator.

  2. Expand RuleSets.

  3. Right-click User. The Properties shortcut menu appears.

  4. Select New > Route to Connector.

  5. Use Email as the Destination type or modify, if necessary. This is the default Recipient type for Document Sets.

  6. Type documentsets in the Matches box. This is the default destination.

Note: You can modify the default destination by using Server Administrator > Configuration > WebApps> Document Sets Application Properties.

  1. Select Next.

  2. Select the appropriate database connector on the Connector drop-down list.

  3. Use the default Format settings or modify, if necessary. The following rule is displayed in the Rule Name box: “If email is “documentsets” then route to connector {PDF via DatabaseName on the Server}.

Note: The actual database name will appear in the { } brackets.

  1. Select Finish.

 

Form fields

You may need to create two job properties if they do not exist or select appropriate predefined System or User properties that will be designated as form fields during the Document Sets configuration. In the following example, the Administrator creates the following job properties that will be used as form fields.

  • Account ID

  • Applicant ID

To set up the Account and Applicant ID job properties

  1. Start the Server Administrator.

  2. Expand Job Properties.

  3. Right-click User. The Properties shortcut menu appears.

  4. Select New > Job Property. The Job Property dialog box appears.

  5. Type a job property name in the Name box, for example, Account ID.

  6. Specify the Prompt UI, Qualify, and Indexing parameters by selecting the appropriate tab, if necessary.

  7. Repeat Steps 3 through 6 for the other job property, for example, Applicant ID.

  8. Select OK.

Setting up validation

You can validate job properties by length, list, database and more.

Note: Validation is optional. There are other parameters in place that will check if form fields and form types have been selected.

In the following example, the Account ID is set up for a length validation.

To set up the Account ID for validation

  1. Start the Server Administrator, if necessary.

  2. Expand Job Properties.

  3. Select User. The job properties created appear in the Details pane.

  4. Select Account ID or any property you want to use for validation.

  5. Select the Qualify tab.

  6. Select Length on the Validation drop-down list.

  7. Select Configure.

  8. Specify the length of the value.

  9. Select OK on the Length Validation dialog box.

  10. Select OK on the Job Property dialog box. The validation parameters appear in the Details pane.

Note: Validation occurs when the WebApps user selects the Scan Reservation or Batch Routing Sheet buttons. An error message is displayed if the validation fails.

Form types

You can create job properties at the form type level during the Document Sets configuration. In the following example, the Administrator creates the following job properties that will be used as Document IDs to identify and track form types.

  • Mortgage Application Doc ID

  • Credit Report Doc ID

  • Employment Verification Doc ID

  • Checking Savings Account Statement Doc ID

  • W2 Wages Doc ID

Note: Job properties are captured when Scan Reservations or Batch Routing Sheets are created.

 

The Document Sets application must be added to a WebApps profile.

To add document sets to a profile

  1. Start the Server Administrator, if necessary.

  2. Expand Configuration.

  3. Select WebApps.

  4. Create new or select a profile, for example, Default in the Profiles details pane. The Profile Properties dialog box appears.

  5. Select the Applications tab.

  6. Select the Add button. The Applications shortcut menu appears.

  7. Select Document Sets. The Documentation Sets Application Properties dialog box appears.

  8. Continue with Using or modify actions.

 

The default actions for Document Sets are Create a scan reservation or Batch routing sheets. The actions appear as buttons for users to select in WebApps. You can use these actions or modify the actions by using the Properties, Add, Remove buttons and Priority arrows available in the Document Sets Application Properties dialog box.

To use or modify actions

  1. Select the Actions tab.

See the Document Sets Application Properties > Actions dialog box example below.

  1. Ensure the following actions are available.

    • Create a scan reservation

    • Create a batch routing sheet

  1. Keep the default actions or modify, if necessary.

  1. Continue with Adding Form Fields.

 

You can designate two form fields for Document Sets users. At least one form field must be specified by the WebApps user. An error message appears if both form fields are left blank. This occurs when the Scan Reservation or Batch Routing Sheet buttons are selected.

To add form fields

  1. Select the Form Fields tab.

  2. Choose the Field 1 Select button. The Select Job Property dialog box appears.

  3. Type the Job Property name in the box, for example, Account ID.

  4. Select OK.

  5. Choose the Field 2 Select button.

  6. Type the Job Property name in the box, for example, Applicant ID.

  7. Select OK.

See the Document Sets Application Properties > Form Fields dialog box example below.

  1. Continue with Using default or adding new properties.

 

The Properties tab is used to set the destination information. The default property values for Document Sets are Recipient Type with a value of zero and Destination with a value of documentsets. You can use these values or modify the values by using the Properties, Add, Remove buttons and Priority arrows available in the Document Sets Application Properties dialog box.

To use default or add new properties

  1. Select the Properties tab.

See the Document Sets Application Properties > Properties dialog box example below.

  1. Ensure the following values are available.

    • Recipient Type, 0. This means that the recipient type is email.

    • Destination, documentsets.

  1. Keep the default values as is or modify, if necessary.

  1. Continue with Creating Categories and Form Types.

 

Document Sets can be organized into different categories. These categories will appear as folders to users in the WebApps UI (User Interface) and at a device when using Scan Reservations. The categories contain the form types that users will need to fulfill their document workflow process. You can also set property values for the form types. The property values are set in the scanned and delivered document.

Note: Categories and form types will not appear on a device’s display when using batch routing sheets. The category and form types and other related information is captured in the batch routing sheets.

In the following example, the Administrator creates the Home Loan form types and applies the appropriate Doc IDs and values.

To create categories and form types

  1. Select the Categories tab.

  2. Select the Add button.

  3. Type the document set category name in the Name box, for example, Home Loan.

  4. Select the Forms tab.

  5. Select the Add button.

  6. Type the form type name in the Name box, for example, Mortgage Application.

  7. Select the Properties tab.

  8. Select the Add button. The Set Job Property dialog box appears.

  9. Type the name of the job property in the Property box or use the Ellipsis (…) button to search, for example, Mortgage Application Doc ID.

  10. Type the value in the Value box, for example, MA123.

  11. Select OK on the Set Job Property dialog box.

  12. Repeat Steps 5 through 11 until you are done.

  13. Select OK on the Forms dialog box.

  14. Select OK on the Categories dialog box.

  15. Select OK on the Default Profile Properties dialog box.

See the Document Sets Application Properties > Categories > Forms dialog box examples below.

 

A Batch Routing Sheet template must be selected for use by WebApps users. In the following example, the Administrator selects the Standard template for the Home Loan document set.

To select a batch routing sheet template

  1. Select the Batch Routing Sheet tab. The Simple Routing Sheet template is the default.

  2. Use the default or choose another routing sheet by using the Routing Sheet drop-down list arrow.

See the Document Sets Application Properties > Batch Routing Sheet dialog box example below.

  1. Select a routing sheet template, for example, Standard.

  2. Select OK on the Document Sets Application Properties dialog box.

  3. Select OK on the Default Profile Properties dialog box.

See the Loan Document Set example in WebApps after setup is complete.

See the Batch Routing Sheet examples for Mortgage Application and Credit Report.

Note: Multiple routing sheets were generated because the WebApps user selected the Mortgage Application and Credit Report form types. The Account ID, form type titles and barcode that contains additional property information like document id appears on the routing sheets.

WebApps users will scan the routing sheets, mortgage application, and credit report forms.

See the Scan Reservation at a device example below.

A device simulator was used to capture a scan reservation at a device for illustrative purposes only and may not reflect your actual device display.

 

See also

Using Document Sets for WebApps Users

Using Document Sets for Device Client Users