Configuring DMS Connector Billing Lookup and Validation

Billing lookup and validation is not supported in AccuRoute Desktop (ARD) if you use iManage WorkSiteRESTV2 or the NetDocuments connector as part of your DMS workflow configuration. ARD users will not be able to save distributions known as embedded directives or send documents if validation is enabled. In addition, ARD users will not be able to lookup billing values when selecting the Lookup (book) icon in the ARD user interface.

Billing codes set up as metadata in the Server Administrator can be used, if configured, when profiling documents. Administrators must clear the Must be validated against DMS billing codes check box in the Field Properties dialog box in order for the billing metadata to be captured and processed by ARD.

See examples below.

Note: Examples shown are based on a NetDocuments connector/ARD configuration and also apply to iManage WorkSiteRESTV2 connector/ARD configurations.

Example: DMS Properties on the Server > Field Properties dialog box

Example: AccuRoute Desktop > Billing Metadata

How the Billing check box and fields work in AccuRoute Desktop

ARD users will be able to profile billing metadata based on the following parameter selected when configuring the iManage WorkSiteRESTV2 or NetDocuments DMS connector.

• No Billing (the default) - ARD users will not see the billing check box and metadata if this option is selected. No profiling of billing metadata is available.

• Billing Selectable - ARD users will see the Billing check box and can choose to profile or not profile the billing metadata.

• Billing Mandatory - ARD users will see the Billing check box enabled and must complete the billing fields to profile documents.

See To configure DMS connector billing lookup and validation below for more information.

Example: AccuRoute Desktop > Lookup (book) icon next to the Author billing metadata

 

You can configure DMS connector billing lookup and validation by using Connectors in the Server Administrator.

To configure DMS connector billing lookup and validation

1. Start the Server Administrator and expand the tree.
   

2. Select Connectors. The connectors licensed for your environment are listed in the Connectors details pane.

3. Double-click the DMS connector to open the Properties dialog box.

4. Click Advanced.

5. In the Billing section, click on the drop-down list and select one of the following options.

   • No Billing (the default) - If you do not want the connector to support billing codes.

   • Billing Selectable - If you want the connector to support billing, but do not require outbound documents to have billing codes associated with them.

   • Billing Mandatory - If you want the connector to require all outbound documents to have billing codes associated with them.

6. Define the billing fields the DMS connector should validate. For instructions, see Adding or modifying billing fields that need validation.

7. If necessary, reorder the list of fields. The order in this list should match the order in the Upland AccuRoute Desktop.

8. In the DMS Configuration section, click Configure to configure the connector for your DMS. The Configuration wizard appears.

9. Follow the steps in the configuration wizard. The steps vary based on the DMS you are using.

10. Click Finish to save changes.

11. In the Routing Identifier section, enter the value that the server uses internally to identify the connector. The Routing Identifier allows multiple DMS connectors to run simultaneously. It also allows seamless recovery if the connector is accidentally deleted and then recreated.

12. Click OK.

 

You can add or modify billing fields that need validation by using Properties in the Server Administrator.

To add or modify billing fields that need validation

1. Click Add or select an existing field in the list.

2. Click Properties.

3. Go to the General section. In the Display Name text box, enter an appropriate name. (The DMS connector displays the list of billing fields by their names.)

4. In the DMS section, select Must be validated against DMS's billing codes if you want the DMS connector to validate the contents of this field using your company's DMS or document repository. Enter the names of the following fields.

   • validate - Field in the DMS or repository that provides the validation data.

   • lookup - Field in the DMS or document repository where the DMS connector looks up the billing data that requires validation. Frequently, this is the same field as the validate field.

   • parent - Field in the DMS or document repository that is integrally associated with the lookup field. For example, matter data is always associated with client data. Thus, a client field is often the parent field to a matter field. Using this example, the connector needs to validate the client data before it can validate the matter data in the appropriate text boxes.

   Note: When validation is enabled, the connector validates billing data associated with all outbound documents and faxes. When validation fails, the server fails the document or fax.

5. In the Options section, select a minimum or maximum field length. This step is optional. When the data supplied by the user in AccuRoute Desktop is shorter than the minimum field length or longer than the maximum field length configured here, AccuRoute Desktop fails to generate a Routing Sheet.

6. Click OK.

 

To remove a field from billing lookup and validation

1. Select the field.

2. Click Remove.