RuleSets is a robust tool used for managing and automating your document workflows. They are folders that contain a collection of routing rules. Each rule has a set of criteria and actions that are applied to inbound and outbound messages to and from the AccuRoute Server. The server checks to see if a new message meets the criteria in the rule(s) and then performs an action, for example, delivery of a message to a specified destination. In addition, rules can be used to perform a variety of actions. Administrators can create and customize their own rules or use the default rules created during the server installation.
RuleSet types
The following RuleSet types are automatically created during installation.
User - The User RuleSets folder contains all user-created and customized rules. The folder is created during installation and is empty by default. You can use the User RuleSets folder to create and store your custom rules or create other RuleSets folders.
Received Faxes - The Received Faxes RuleSets folder lists all the inbound fax rules used by the server to process inbound fax messages.
Default - The Default RuleSets folder lists all the outbound rules used by the server to process outbound messages.
How rules work
A rule functions like a dispatcher, telling a message which path to follow. It acts as an "if then" statement, matching criteria with an action (such as splitting attachments, merging attachments, converting one file format to another, sending to different connectors, and more).
When a message arrives on the server via a connector, the server tries to match the message against existing rules to determine how it should be processed. When the message matches a rule, the server begins processing the message according to the actions associated with that rule. In addition, rule sets and rules can be prioritized so that the server processes certain rule sets and rules first before others.
Accessing RuleSets
You can access rule sets and/or rules by using RuleSets on the Server Administrator tree.
To access RuleSets
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In the Server Administrator, select and expand RuleSets, if necessary.
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Select the appropriate RuleSet type, for example, Default. The rules appear in the Details pane.
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Select a rule to view its properties.
Creating a RuleSet folder for all jobs
You can create your own ruleset folders by using RuleSets on the Server Administrator tree.
To create a ruleset folder that applies to all jobs
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In the Server Administrator, right click RuleSets. The RuleSets shortcut menu appears.
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Select New > RuleSet. The New RuleSet dialog box appears.
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Type a ruleset folder name in the Name box.
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Use the following default option: This RuleSet applies to all jobs.
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Ensure the Enable this RuleSet check box is selected.
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Select OK. The RuleSet folder appears at the bottom of the list ready for you to add your custom routing rules.
Note: AccuRoute recommends that you disable a RuleSet for testing purposes and when the rules are no longer applicable to your workflows instead of deleting them.
Creating a RuleSet folder for jobs matching certain criteria
You can also set up RuleSet folders to apply to jobs matching certain criteria by selecting the following option: This RuleSet applies only to jobs matching and using the Insert button to specify system or user-defined job properties that meet your document workflow requirements.
Anatomy of a Rule
Rules consists of templates, system or user-defined job properties and values formulated into criteria and actions which are prioritized. Rules can be configured to use templates or job properties.
Let us take a look at the “Deliver to MyFiles” rule located in the Default RuleSets folder. This rule is used as an example for illustrative purposes and may not be applicable to your unique workflow requirements.
The MyFiles folder is a personal folder that a user scans and convert documents to and from the
Deliver to MyFiles Rule at a Glance
Understanding the Deliver to MyFiles rule
Rules in the Default RuleSets folder are automatically created for you during the server installation based on your workflow configuration. The Route to Connector template is used as the foundation for the Deliver to MyFiles rule. The template contains the preliminary job properties and actions needed for the rule.
The Recipient Type and Destination job properties are included in the rule and shown in the Criteria Expression window with the appropriate syntax and values. The AND/OR operators are used in the expression to include additional parameters and values as needed.
The Actions tree is a visual representation of the template’s workflow, and it includes the following tags and actions. The actions are process steps that take place during the routing of a message prior to and after delivery.
Note: Some of the actions may initiate other processes based on your workflow requirements.
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Start Workflow
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Compound File – Zipped files are unzipped, extracted, and then compounded.
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File Verification – The original file format; for example, PDF, is verified that the format remains intact.
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Compose – The original file format is converted to a different format if required.
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Data Extractor – Bar-coded data is extracted during this action step if used.
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Deliver {PDF via MyFiles on the Server} – The PDF is delivered to a user’s MyFiles folder.
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Complete Workflow
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Notifications – Standard or custom notifications are sent based on Client applications and user requirements.
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Billing – For configurations that use the Billing component only. The Billing component initiates a billing process based on a company’s requirements.
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Maintenance – This action takes place if Archiving is configured. The job is archived to specified locations, for example, a folder, database, or both.
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See the Route to Connector Flowchart example below.
Modifying the Actions tree
Rule configurations have several entry points in the Server Administrator. You can use the Actions tree to modify any of the actions listed.
To modify an action using the Actions tree
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Select an action on the Actions tree, for example, Compose. The Action Properties dialog box appears.
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Select the appropriate tab.
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Select the appropriate options and parameters as needed.
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Select OK on the Action Properties dialog box.
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Select OK on the Rule Properties dialog box.
Adding more actions to the Actions tree
You can also add more actions to the tree if necessary.
To add more actions
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Select Actions on the Actions tree.
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Select the Add button.
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Select a template, for example, Route to Failure. The template-related actions appear on the Actions tree.
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Select an action you want to modify. The Action Properties dialog box appears.
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Select the appropriate tab.
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Select the appropriate options and parameters as needed.
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Select OK on the Action Properties dialog box.
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Select OK on the Rule Properties dialog box.
Note: Contact Technical Support if you need assistance.
See also
About Received Faxes and Default RuleSets
Prioritizing RuleSets and Rules