CV Setup Document

This article provides information on the following topics:

• •What is the CV Setup Document Action?
• •Creating a CV Setup Document Action

Note: The Actions Quick Reference provides a complete list of actions that you can print for easy reference.

What is the CV Setup Document Action?

The CV Setup Document Action creates a BIF file that contains the information about new documents to be created by the CV Create Document Action or the Automated Data Import.

Creating a CV Setup Document Action

Select the CV Setup Document Action from the Actions list to display the Action Builder.

Enter the Room name () that corresponds to the Contentverse Repository/Room that you would like this Action to be performed against.  This would be the Contentverse Room in which you want the new document(s) created.  The Room can be entered as a static value or the value can contain dynamic data such as a field or variable.  The following is an example of a Room in Contentverse:

Note: Room names are case sensitive and must match the Contentverse Room name as listed in the Contentverse System (i.e. as seen in the Contentverse Client).  In most cases, the Room name will be entered directly into the Room field and will be permanent when creating the action.  If a dynamic method is used to populate the Room field in instances when multiple rooms are used, be sure the case and Room name are exact.

Enter the Document Location () to indicate where the new document(s) will be created in Contentverse.  This field is required and you must use the following syntax:

Contentverse_CabinetName/Contentverse_DrawerName/Contentverse_FolderName

This path must contain a Contentverse Cabinet, Drawer, and Folder at a minimum (Documents can only be stored in folders) and the Cabinet must already exist in Contentverse.  If the Drawer or Folder does not exist, the Create Location option () can be checked to automatically create those locations.

This information can be static or dynamically populated based on fields or variables.  Again, this data is case sensitive.

Note: When the document being setup is created with the CV Create Document Action, the user executing the Action must have permission in the Contentverse Client to create the new Document.

A Setup Document Action can only be executed with a single room or Document Type.  In the Document Type field (), enter the Contentverse Document Type name that the new documents will be assigned.  This name is case sensitive.  The image below shows an example of Document Types that have been setup in Contentverse:

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Next, specify the Source Documents ().  These are the electronic files that will be added into the new Contentverse Document.  Source Documents must include the full path and filename and multiple documents can be added, separated by the pipe (|) character.  The Delete Images () checkbox can be checked to direct the CV Create Document Action or AIP to delete the source files once they are processed.

 

Note: If the Source Document field is left blank, an empty Contentverse Document will be created in the Document Location with the Index Field Values specified.

Along with the Document Type, the Index Field () names that are going to be populated need to be specified.  The Index Field names to be populated need to be entered for the Document Type specified.  The Index Field names should be typed as they appear in Contentverse and are case sensitive.  The image below shows an example of a Document Type called "AP Invoice" along with associated Index Names:

If document indexes values are unique, the Append option () can be checked to allow appending the source files to target Contentverse Documents that already exist.

Note: The Key Index field is the only Index field required.  The other values are optional, unless the Contentverse Index Field has been specified as required in AdminWise.  For example, a Document Type that has Indexes name Order (key), Company, Address, PaymentTerms, Phone - you can use either of the following:
• Order|Company|Address|PaymentTerms|Phone
• Order|Company

For each Index Field specified, an Index Field Value () must be entered.  These values can be static entries or the values can contain dynamic data such as a field or variable.  Enter the Index Field Values for each Index Field, separated using the pipe (|) character.

Note: For the Index Fields specified:
• Order|Company|Address|PaymentTerms|Phone
You can enter the Index Field Values as such:
• [%AcctApp_Order]|[%AcctApp_Company]|[%AcctApp_Address]|Net30|[%AcctApp_Phone]
Where the [%AcctApp_XXXX] is a variable captured from an accounting screen and Net30 is a static value.

Comments () can optionally be included for the Contentverse Document(s) being setup.  Comments can be static or the value can contain dynamic data such as a field or variable.  If Comments are used, a Comment File () is required to store the information.  This file should be a uniquely named text file located in a directory accessible to the user running the Action (e.g. c:\windows\temp\comments.txt).

The BIF File field () will list the destination and BIF filename to write out the new document(s) information to, for later processing by the CV Create Document Action or AIP.  This path should be accessible (create permissions) by the user executing the CV Setup Document Action.  The file name can be static or dynamically created using fields or variables.

Click the OK button to save the Action.