Perceptive Nolij Web. Administrator Guide. Version: 6.8.x

Transcription

1 Perceptive Nolij Web Administrator Guide Version: 6.8.x Written by: Product Knowledge, R&D Date: June 2018

2 Copyright Hyland Software, Inc. and its affiliates..

3 Table of Contents Introduction Starting and logging in to Nolij Web Understanding the administrator interface Changing your role Customizing displays Working with the Communication Window Collaborating with Nolij Web users Viewing collaboration history Viewing Console Messages Viewing debug messages Viewing server logs Rebranding Nolij Web Configuring the Enterprise Hierarchy Creating the Enterprise Hierarchy Configuring Organizations Adding Organizations Renaming Organizations Deleting Organizations Configuring Divisions Adding Divisions Configuring Divisions Renaming Divisions Deleting Divisions Configuring Departments Adding Departments Configuring Department Properties Configuring Settings for Departments Renaming Departments Deleting Departments Configuring Roles Page 3 of 305

4 Adding Roles Renaming Roles Adding Administrator Flags to Roles Removing Administrator Flags from Roles Deleting Roles Configuring Users Adding Users Deleting Users Configuring Permissions Configuring General Permissions Configuring Reporting Permissions Configuring Form Permissions Configuring Stamp Permissions Configuring Document Permissions Configuring Workflow Permissions Configuring Department Administrator Permissions Configuring User Settings Configuring Subfolders Scheduling OCR Processing Configuring Document Types Supported File Types Adding System Document Types Adding New System Document Types Adding Shared System Document Types Adding Custom Document Types Adding New Custom Document Types Adding Shared Custom Document Types Modifying Document Type Properties Automatically Indexing Custom Document Types Understanding Automatic Indexing Configuring Automatic Indexing for Custom Document Types Configuring Document Type Location Settings Page 4 of 305

5 Configuring Template Documents Configuring OCR on Document Types Enabling OCR on Document Types Disabling OCR on Document Types Configuring Global Document Types Enabling Global Document Types Disabling Global Document Types Configuring Default Document Types Deleting Document Types Adding Nolij Web Custom Properties Configuring Lists of Values for Nolij Web Custom Properties Deleting Nolij Web Custom Properties Associating Custom Properties with Custom Document Types Using Nolij Web with ImageNow Integrating Nolij Web with ImageNow Configuring Departments to Use ImageNow as the Storage Repository Associating Nolij Web Folders With ImageNow Drawers Configuring Workflow Permissions for ImageNow Configuring ImageNow Document Types Deleting ImageNow Document Indexes Using Nolij Web with ImageNow Workflows Using Nolij Web with ImageNow Document Views Using Nolij Web with ImageNow Folder Views Using Nolij Web with ImageNow Task Views Configuring Queries Viewing the Query Summary Adding Queries Configuring Queries for IBM DB Adding Query Fields Adding SQL Query Fields Manually Adding SQL Query Fields Adding Advanced Query Fields Page 5 of 305

6 Joining Tables for SQL Queries Viewing and Configuring Query Properties Viewing and Configuring SQL Query Properties Viewing and Configuring Advanced Query Properties Modifying Query Names for SQL and Advanced Queries Specifying the Number of Rows Returned From SQL and Advanced Queries Specifying the Filter Threshold for SQL and Advanced Queries Specifying If Queries Return One Row or Multiple Rows for SQL Queries Creating and Specifying Stored Procedures for SQL Queries Updating Stored Procedures for SQL Queries Deleting Stored Procedures for SQL Queries Enabling Context Search for SQL Queries Enabling Context Search for Advanced Queries Linking to Custom Indexes for SQL Queries Configuring Query Folder Labels for SQL Queries Ordering the Query Results for SQL and Advanced Queries Adding WHERE Clauses for SQL Queries Modifying WHERE Clauses for SQL Queries Modifying FROM Clauses for SQL Queries Modifying Query Fields Modifying SQL Query Fields Specifying Colors for Query Labels and Fields for SQL Queries Modifying Advanced Query Fields Configuring Web Services for Advanced Queries Testing Web Services for Advanced Queries Testing SQL and Advanced Queries Exporting Queries Importing Queries Assigning Queries to Workflows Adding and Configuring Batch Queries Adding and Configuring Subindex Queries Adding and Configuring Subindex Queries Using Views Page 6 of 305

7 Configuring Workflows Understanding Workflows Understanding Simple and Complex Workflows Understanding Simple Workflows Understanding Complex Workflows Understanding Inboxes Understanding Conditions and Rules Understanding Complete Steps Simple Workflow Example Complex Workflow Example Complex Workflow Example Using Conditions Complex Workflow Example Using Rules Cyclical Workflow Example Adding Workflows Setting Workflow Views Setting Folder Hold Configurations Setting Lock Levels Specifying Inbox Displays Customizing Workflow Statuses Configuring SMTP Settings Configuring Inboxes Adding Inboxes Adding Recycled Inboxes Configuring Settings for Inboxes Removing Configurations Renaming Inboxes Deleting Inboxes Configuring Folder Retention Configuring Complete Step Actions Adding Complete Step Actions Deleting Complete Step Actions Configuring Rules Page 7 of 305

8 Adding Rules Configuring Rule Properties Editing Stored Procedures and Functions for Rules Configuring Web Services for Workflow Rules Testing Web Services for Workflow Rules Testing Rules Renaming Rules Deleting Rules Configuring Conditions Adding Conditions Configuring Condition Properties Editing Stored Procedures and Functions for Conditions Configuring Web Services for Workflow Conditions Testing Web Services for Workflow Conditions Testing Conditions Renaming Conditions Deleting Conditions Configuring Stored Procedures Creating Stored Procedures Understanding Syntax for Rules Stored Procedure Example for a Rule Understanding Syntax for Conditions Stored Procedure Example for a Condition Passing Additional Parameters Associating Workflows With Queries Exporting Workflows Importing Workflows Renaming Workflows Deleting Workflows Configuring Forms Adding Forms Configuring Form Default Properties Page 8 of 305

9 Configuring Form Properties Configuring Form Objects Understanding Form Objects Understanding Groups Understanding Labels Understanding Text Boxes Understanding Date Boxes Understanding Date Choosers Understanding Combo Boxes Understanding List Views Understanding Refresh Buttons Understanding Save Buttons Understanding Formula Buttons Adding Form Objects Adding Labels and Controls Simultaneously Configuring Form Object Properties Configuring Group Properties Configuring Label Properties Configuring Text Box Properties Configuring Date Box Properties Configuring Date Chooser Properties Configuring Combo Box Properties Configuring List View Properties Configuring Button Properties Copying Form Objects Copying Groups Copying Controls and Buttons Aligning (Snapping) Groups and Controls to the Grid Aligning Form Objects Nudging Form Objects Dragging and Dropping Form Objects Deleting Form Objects Page 9 of 305

10 Deleting Groups Deleting Controls and Buttons Deleting Multiple Groups and Controls Configuring Button Code Configuring Refresh Button Code Understanding Syntax For Refresh Buttons Displaying Information in Text Boxes Displaying Information in Combo Boxes Displaying Information in Date Boxes Displaying Information in Date Choosers Displaying Information in List Views Configuring Save Button Code Understanding Code Syntax For Save Buttons Saving Information in Text Boxes Saving Information in Combo Boxes Saving Information in Date Boxes Saving Information in Date Choosers Saving Information in List Views Configuring Display Control Commands Configuring Web Services for Forms Testing Web Services for Forms Configuring Formula Button Code Testing Forms Assigning Forms to Users Exporting Forms Importing Forms Renaming Forms Deleting Forms Configuring Reports Creating Reports Viewing the Report Summary Adding Reports Page 10 of 305

11 Configuring Reports Creating the Report Query Exporting Report Results to a Text File Exporting Report Results to a Microsoft Excel File Exporting Reports Importing Reports Deleting Reports Creating Advanced Reports Adding Advanced Reports Renaming Advanced Reports Configuring Advanced Reports Exporting Advanced Report Results to a Text File Exporting Advanced Report Results to a Microsoft Excel File Deleting Advanced Reports Creating Custom Text and Image Stamps Viewing the Stamp Summary Adding Stamps Configuring Text Stamps Configuring Image Stamps Exporting Stamps Importing Stamps Renaming Stamps Deleting Stamps Migrating Documents Migrating Documents Using Auto Import Formatting XML Descriptor Files Adding and Modifying Rules Adding and Modifying XML Rules Adding and Modifying Batch Rules Adding and Modifying Batch File Range Rules Running Rules Page 11 of 305

12 Deleting Rules Viewing the Run Summary Viewing the Document History Exporting Rules Importing Rules Appendix A: Enabling Keyword Searches For Documents Enabling Keyword Searches For Documents Appendix B: Example Reports Scanned Images by User Indexed Images by User Batch Image Summary Indexed Document Summary Folders Within a Batch Social Security Numbers For a Storage Location Indexed Documents for PERS_ID and Department Fully Qualified Paths for Documents By Social Security Number Workflow Inbox Summary Appendix C: Example Nolij Web Workflows Creating the Workflow Adding the Master Inbox Adding the Complete Step Action Adding the Condition Adding the Rule Adding the Recycled Inbox Creating the Stored Procedure for the Condition Configuring Condition Properties Creating the Stored Procedure for the Rule Configuring Rule Properties Appendix D: Example Query Adding the Query Adding the Query Field for the Query Folder ID Configuring the Query Results Labels Page 12 of 305

13 Ordering the Query Results Modifying Query Fields Testing the Query Appendix E: Example Form Adding the Form Adding the Name Group Configuring the Name Group Properties Adding the First Name Text Box to the Name Group Configuring the First Name Text Box Properties Adding the First Name Label to the First Name Text Box Configuring the First Name Label Properties Adding and Configuring the Last Name Text Box Adding and Configuring the Last Name Label Adding the Refresh Button to the Name Group Configuring the Refresh Button Code in the Name Group Adding the Save Button to the Name Group Configuring the Save Button Code in the Name Group Adding and Configuring the Address Group Adding the Address List View to the Address Group Configuring the Address List View Properties Adding and Configuring the Refresh Button in the Address Group Adding and Configuring the Save Button in the Address Group Appendix F: Example Stored Procedures and Functions Increase Employee Salary Finding Staff Members in Lower Tiers Passing Initial Values Salary Out-of-Range Function Factorial of a Positive Integer Function Looping Function Appendix G: Writing RESTFUL Services for Integration with Nolij Web Understanding Basic Searches Understanding Detailed Results Page 13 of 305

14 Understanding Plain Text Document Search (Context Search) Understanding Web Services for Workflow Index Page 14 of 305

15 Introduction Perceptive Nolij Web is a web-based document imaging and management solution for higher education institutions. Nolij Web provides an automatic, integrated workflow process that enhances the flow of information between departments and individuals, significantly increasing productivity. Nolij Web provides a variety of other features, such as reporting, instant messaging, and content management. Based fully on Java, Nolij Web works with all leading higher education Student Information System (SIS) software, integrates with all leading Enterprise Resource Planning (ERP) databases, and is supported on most browser and server platforms. Refer to the following topics before you begin using Nolij Web: Starting and logging in to Nolij Web on page 16. Understanding the administrator interface on page 17. Changing your role on page 19. Customizing displays on page 20. Working with the Communication Window on page 20. Viewing server logs on page 22. Rebranding Nolij Web on page 23. You can also use Nolij Web with ImageNow in the following ways. You can use ImageNow as the document storage repository. Users can perform all tasks with documents in the ImageNow repository as with any other repository. The superadministrator must have configured Nolij Web to work with ImageNow (refer to Perceptive Nolij Web Installation and Upgrade Guide for more information). You must perform certain steps to integrate Nolij Web with ImageNow. Refer to Using Nolij Web with ImageNow on page 77 for more information. You can allow users to work with ImageNow workflows and views using Nolij Web. All tasks that users perform in ImageNow workflows and views occur in ImageNow, although the users performs such tasks using Nolij Web. The superadministrator must have configured Nolij Web to work with ImageNow (refer to Perceptive Nolij Web Installation and Upgrade Guide for more information). You configure user permissions to enable users to use ImageNow workflows and views. Refer to Configuring the Enterprise Hierarchy on page 24 for more information. Page 15 of 305

16 Starting and logging in to Nolij Web To start and log in to Nolij Web, complete the following steps. Note If logging in is unsuccessful, check the Nolij Web server log to verify that the Nolij Web license is valid. You cannot log in to the application with an invalid license. For more information about the server logs, refer to Viewing server logs on page Start the application by completing one of the following steps. Open a web browser, and then type the Nolij Web location. You can type the location in your browser address bar, or you can open it from the browser by selecting File > Open from the browser menu. Double-click the Nolij Web shortcut icon; then, in Microsoft Windows, right-click it and select Open, or, in Apple Mac and Linux, control-click it and select Open. By default, there is no shortcut icon. You can create a desktop shortcut or bookmark the startup page to quickly access it when you subsequently log in to the application. To add a shortcut onto your desktop, do one of the following: In the browser toolbar, click the browser icon that appears to the left of the Nolij Web URL; then, drag and drop it to the desktop. In Microsoft Internet Explorer, select, from the menu bar, File > Send > Link to Desktop. In Google Chrome, click and select Create application shortcuts. To bookmark the page, do one of the following: In Internet Explorer, select Favorites > Add to Favorites... from the menu bar. Then, specify the name and location of the bookmark. In Mozilla Firefox, either select Bookmarks > Bookmark This Page from the menu bar or click in the address bar. Then, specify the name and location of the bookmark. In Apple Safari, click + in the address bar. Then, specify the name and location of the bookmark. In Chrome, click in the address bar. Then, specify the name and location of the bookmark. The log in screen appears. 2. In the Username field, type your user name. 3. In the Password field, type your password. 4. Click Log in. 5. Depending on your configuration, a usage disclaimer dialog box may appear; the usage text is configured by the administrator at the department level. It may appear only one time when you log in and when you change roles or it may appear every time you log in or change roles. Note Each user role must accept the disclaimer separately, even if the roles are in the same Page 16 of 305

17 department. 6. To accept the disclaimer text, select the I accept check box and click OK. If you do not accept the disclaimer, you must click Logout; you cannot log in to Nolij Web. 7. If the disclaimer is configured to allow you to choose if you want to display the dialog box to appear only once when you log in or change roles, the Do not show this again check box appears; select this check box if you do not want it to be displayed again when you log in or change roles. You are logged in to Nolij Web, and the application starts. Note After 20 minutes of inactivity, you are prompted that you will be logged out within five minutes of further inactivity. Understanding the administrator interface Refer to the following figure and table for a list of administrator interface elements and descriptions. Page 17 of 305

18 Figure 1: Administrator Interface Elements and Descriptions Page 18 of 305

19 Table 1: Administrator Interface Elements and Descriptions Callout No. Element Description 1 toolbar Contains the following options: Perceptive button: Contains the following options: About: Displays information about Nolij Web. Open User s Guide: Provides access to the PDF of the user guide. Open Administrator s Guide: Provides access to the PDF version of the administrator guide. Communication Window: Opens the Communication Window, which you can use to communicate with Nolij Web users and to view informational messages. Refer to Working with the Communication Window on page 20 for more information. Role drop-down box: Displays the roles you belong to in Nolij Web and allows you to select the role in which you want to work. Refer to Changing your role on page 19 for more information. Logout button: Logs you out of the application. 2 navigation bar Displays the navigational path that shows your location within the application. 3 working pane Area in which you perform application tasks. Most working panes for each Nolij Web function contain a Save button and a Cancel button. Changes you make in any area are not saved until you click the Save button in this pane. You can discard any unsaved changes by clicking Cancel. 4 navigation pane Tree that contains Nolij Web features (nodes) that you can access. Department administrators may not be able to refer to all nodes in the Navigation pane, depending on their permissions. For more information, refer to Configuring Department Administrator Permissions on page 44. Changing your role To change your role, complete the following steps. 1. Select the role in which you want to work from the Role drop-down box in the toolbar. The dropdown box contains all of the roles to which you belong. 2. Depending on your configuration, a usage disclaimer dialog box may appear; the usage text is configured by the administrator at the department level. It may appear only one time when you log in and when you change roles, or it may appear every time you log in or change roles. Note Each user role must accept the disclaimer separately, even if the roles are in the same department. Page 19 of 305

20 3. To accept the disclaimer text, select the I accept check box and click OK. If you do not accept the disclaimer, you must click Logout; you cannot log in to Nolij Web. 4. If the disclaimer is configured to allow you to choose if you want to display the dialog box to appear only once when you log in or change roles, the Do not show this again check box appears; select this check box if you do not want it to be displayed again when you log in or change roles. The application refreshes, and the user interface for the role in which you are working appears. Customizing displays For Nolij Web dialog boxes or windows that contain tables of information, you can choose the columns of information you want to view or hide, sort information alphabetically, and resize the width of columns. To select the columns that are displayed and to sort columns: 1. In the dialog box, point your mouse to the edge of a column and click. 2. Click Sort Ascending to sort information alphabetically in a high to low sequence (A to Z). 3. Click Sort Descending to sort information alphabetically in a low to high sequence (Z to A). 4. Click Columns. 5. Select the check box for the column you want to display. To resize the width of a column, point your mouse over the edge of a column until the mouse pointer changes to ; then, drag and drop your mouse to the desired location to resize the column. Working with the Communication Window You can communicate with other Nolij Web users and view informational and debug messages in the Communication Window. Refer to these topics for more information: Collaborating with Nolij Web users on page 21. Viewing collaboration history on page 22. Viewing Console Messages on page 22. Viewing debug messages on page 22. Page 20 of 305

21 Figure 2: Communication Window Collaborating with Nolij Web users Note You can communicate with only other users who have permission to use the collaboration tool. For information on specifying permissions for the collaboration tool, refer to Configuring General Permissions on page 34. To collaborate with other users, complete the following steps. 1. Click the Perceptive button. 2. Select Communication Window from the menu. 3. In the Communication dialog box, click the Collaboration tab to view all Nolij Web users and their corresponding roles. Initially, you can view only users who are online or who have been online since you logged in. To see all users in a role, both online and offline, double-click the role. The names of users who are offline appear in italics. Page 21 of 305

22 4. Double-click the user with whom you want to communicate. A dialog box appears in which you type the desired text. You can send messages to offline users. An offline user receives the message the next time he or she logs in. The message you send contains the time and date that you sent it. Note You cannot see messages sent to you unless you are logged in using the role to which messages were sent. For example, if a user sent a message to your Administrator role, you must be logged in using your Administrator role to view the message. 5. Click Send to send the message to the user. Viewing collaboration history To view all messages you have sent to and received from another user, complete the following steps. 1. Click in the collaboration dialog box. 2. Click Show All History. All messages exchanged between you and the other user are displayed. Viewing Console Messages In the Collaboration Window, click the Console tab to view informational messages, such as the number of results returned from a query. To clear messages, click and click Clear. Viewing debug messages If errors related to the interface occur, the Debug tab appears in the Communication Window; click it to view debug messages. Viewing server logs You can view a list of server log messages, view the contents of each message, and download messages in either ZIP or native format by completing the following steps. Note You must be logged in as the Nolij Web superadministrator to view server logs. 1. In the Navigation pane, click Server Logs. The Server Logs pane displays the following information in the Files tab. File Name: Name of the server log file. Size: Size, in Kb, of the log file. Last Modified: Date and time on which the file was last modified. Page 22 of 305

23 2. To view the contents of a file, select the file you want to view. To select multiple files: Click a file and press and hold the CTRL key as you click each file with your mouse. Click a file and press and hold the SHIFT key as you click another file to select contiguous files. Right-click the file you want to view and select View. The contents of each file opens in a separate tab. 3. To download the file in.zip format, select the file you want to download. To select multiple files: Click a file and press and hold the CTRL key as you click each file with your mouse. Click a file and press and hold the SHIFT key as you click another file to select contiguous files. Right-click the file and select Download as Zip; then, select the location where you want to save the file. When you download multiple files, one ZIP file is created that contains all the log files you selected. 4. To download the file in the application format in which it was authored, select the file you want to download. To select multiple files: Click a file and press and hold the CTRL key as you click each file with your mouse. Click a file and press and hold the SHIFT key as you click another file to select contiguous files. Right-click the file and select Download/Open; then, you are either prompted to either open the file or to select the location where you want to save the file. 5. To refresh a file, select the file you want to refresh, To select multiple files: Click a file and press and hold the CTRL key as you click each file with your mouse. Click a file and press and hold the SHIFT key as you click another file to select contiguous files. Right-click the file you want to refresh and select Refresh. The contents of each file refreshes. Note You can easily navigate to the last logs with the help of the horizontal scroll bar available in the Server Logs section. Rebranding Nolij Web You can rebrand Nolij Web to use a new name and logo images. For information about configuring rebranding, refer to Perceptive Nolij Web Installation and Upgrade Guide. Page 23 of 305

24 Configuring the Enterprise Hierarchy An enterprise hierarchy is a graphical representation of an institution s organization. In Navigation > Enterprise Hierarchy, you can: Define the structure of the institution. Configure permissions for users to enable or disable the features they can use. Define the document types that departments can use. Specify documents on which Nolij Web performs an Optical Character Recognition (OCR). Refer to these topics for more information: Creating the Enterprise Hierarchy on page 24. Configuring Permissions on page 33. Configuring User Settings on page 47. Configuring Subfolders on page 48. Scheduling OCR Processing on page 50. For more information about configuring document types, refer to Configuring Document Types on page 51. Creating the Enterprise Hierarchy The Nolij Web enterprise hierarchy comprises five categories: Organization: Foundation of the enterprise, which is typically the name of the institution. Division: Functional area of an organization, such as Finance or Human Resources. Department: Subdivision within a division (for example, Accounts Payable within Finance). Role: Group of users who perform a similar job function, such as Counselors and Clerks. User: Individual associated with a role. Creating an enterprise hierarchy consists of the following steps: 1. Adding an organization. Refer to Adding Organizations on page Adding a division. Refer to Adding Divisions on page Adding a department. Refer to Adding Departments on page Adding a role. Refer to Adding Roles on page Adding a user. Refer to Adding Users on page 32. Page 24 of 305

25 Configuring Organizations Refer to these topics for more information: Adding Organizations on page 25. Renaming Organizations on page 25. Deleting Organizations on page 25. Adding Organizations To add an organization, complete the following steps. 1. In the Navigation pane, right-click Enterprise Hierarchy. 2. From the pop-up menu, select Add Organization. 3. In the Add Organization dialog box, type the name of the organization. 4. Click OK. The organization is created and appears in Navigation > Enterprise Hierarchy. 5. Add a division under the organization. Refer to Adding Divisions on page 26 for more information. Renaming Organizations To rename an organization, complete the following steps. 1. In the Navigation pane, right-click the organization you want to rename. 2. From the pop-up menu, click Rename Organization_Name. 3. In the Rename Node dialog box, type the name of the organization. 4. Click OK. The organization is renamed. Deleting Organizations Note You can delete only the lowest-level node in the hierarchy tree. For example, if you want to delete a department that has roles and users configured for it, you must first delete all users, then all roles, before you can delete the department. Note To delete an organization, complete the following steps. 1. In the Navigation pane, right-click the organization you want to delete. 2. From the pop-up menu, click Delete Organization_Name. A dialog box appears, prompting you to confirm that you want to delete the organization. 3. Click Yes to delete the organization. The organization is deleted, and it is removed from the Navigation pane. Page 25 of 305

26 Configuring Divisions Refer to these topics for more information: Adding Divisions on page 26. Configuring Divisions on page 26. Renaming Divisions on page 27. Deleting Divisions on page 27. Adding Divisions To add a division, complete the following steps. 1. In the Navigation pane, right-click the organization under which you want to add a division. 2. From the pop-up menu, click Add Division. 3. In the Add Division dialog box, type he name of the division (for example, Finance). 4. Click OK. The division is created and appears in Navigation > Enterprise Hierarchy. 5. Configure division properties. Refer to Configuring Divisions on page Add a department under the division. Refer to Adding Divisions on page 26 for more information. Configuring Divisions To configure a division, complete the following steps. 1. In the Navigation pane, click the division. 2. In the Division Name field, type a name for the division to rename it. 3. In the Division Description field, provide descriptive text about the division. 4. The Date Created field displays the date and time on which the division was created. You cannot modify this field. 5. The Date Last Modified field displays the date and time on which the division was modified. You cannot modify this field. 6. The Last Modified by field displays the username of the user who last modified the division. You cannot modify this field. 7. Click Save to save your changes. Page 26 of 305

27 Renaming Divisions To rename a division, complete the following steps. 1. In the Navigation pane, right-click the division you want to rename. 2. From the pop-up menu, click Rename Division_Name. 3. In the Rename Node dialog box, type the name of the division. 4. Click OK. The division is renamed. Note You can also rename a division in the Division Editor. Refer to Configuring Divisions on page 26. Deleting Divisions Note You can delete only the lowest-level node in the hierarchy tree. For example, if you want to delete a department that has roles and users configured for it, you must first delete all users, then delete all roles, before you can delete the department. To delete a division,complete the following steps. 1. In the Navigation pane, right-click the division you want to delete. 2. From the pop-up menu, click Delete Division_Name. A dialog box appears, prompting you to confirm that you want to delete the division. 3. Click Yes to delete the division. The division is deleted, and it is removed from the Navigation pane. Configuring Departments Refer to these topics for more information: Adding Departments on page 28. Configuring Department Properties on page 28. Configuring Settings for Departments on page 29. Renaming Departments on page 30. Deleting Departments on page 30. Page 27 of 305

28 Adding Departments To add a department, complete the following steps. 1. In the Navigation pane, right-click the division under which you want to add a department. 2. From the pop-up menu, click Add Department. 3. In the Add Department dialog box, type the name of the department (for example, Accounts Payable). 4. Select the Using ImageNow as Storage check box to use ImageNow as the document storage repository for the department. Note You cannot change this setting after you add the department. For more information about configuring Nolij Web to use ImageNow as the storage repository, refer to Using Nolij Web with ImageNow on page If you are using Nolij Web with ImageNow as the document storage repository, select the Using ImageNow Annotations check box to allow users to configure ImageNow annotations on documents instead of Nolij Web annotations. If you select this check box, Nolij Web annotations cannot be configured and any annotations previously created in Nolij Web are removed from documents in this department. Users can add ImageNow annotations to BMP, GIF, JPG, PNG, and TIFF files. 6. Click OK. The department is created and appears in Navigation > Enterprise Hierarchy. The Roles, System Documents, and Custom Documents options appear under the department. 7. Configure department properties. Refer to Configuring Department Properties on page You can configure department permissions, which specify the tasks that the department can perform. When you configure permissions at the department level, these permissions are also applied to the users and roles that belong to the department. For more information, refer to Configuring Permissions on page Add a user under the role. Refer to Adding Users on page 32 for more information. 10. Add documents types, as appropriate. Refer to Adding System Document Types on page 55 and Adding Custom Document Types on page 58. Configuring Department Properties To configure a department, complete the following steps. 1. In the Navigation pane, click the department. 2. In the Department Name field, type a name for the department to rename it. 3. In the Department Description field, provide descriptive text about the department. Page 28 of 305

29 4. In the Session Timeout (mins) field, type the number of minutes during which a user is inactive before Nolij Web informs the user he or she is being logged out after a further five minutes of inactivity. The default value is 20. The Date Created field displays the date and time on which the department was created. You cannot modify this field. The Date Last Modified field displays the date and time on which the department was modified. You cannot modify this field. The Use ImageNow as Storage check box is selected if the department uses ImageNow to store documents. This setting is configured when departments are added; you cannot modify this field. The Last Modified by field displays the username of the user who last modified the department. You cannot modify this field. 5. Click Save to save your changes. In the Usage Disclaimer Configuration pane, you can configure system usage disclaimer text, presented to the user when he or she logs in. If the user accepts the disclaimer, the acknowledgment is logged as an auditable action. If the user does not accept the disclaimer, the user must log out of Nolij Web. Do the following. 1. In the Usage Disclaimer Text field, type the disclaimer text to display to the user. 2. Select the Enable usage disclaimer at login to display the disclaimer text to users when the log in to Nolij Web or when they change roles. 3. Select the Enable option to not show disclaimer after user accepts once check box to allow the user to decide whether to display the disclaimer after accepting it once. Configuring Settings for Departments You can enable users to documents or secure links from which to download documents in the Folder Objects pane context menu. You must first configure the SMTP host. To configure SMTP settings, complete the following steps. 1. In Navigation > Enterprise Hierarchy, right-click the department for which you want to configure settings. 2. From the pop-up menu, select Edit Config. 3. In the Configuration dialog box, in the Days before expiration field, type the number of days, after which the is sent, that document download link expires. The default value is In the Hours before expiration after first click field, type the number of hours after which the document download link, when first clicked, expires. The default value is In the Maximum number of clicks field, type the number of times that a document download link, in an , can be clicked before it expires. The default value is In the Configuration Name field, type the configuration name. Page 29 of 305

30 7. In the Host IP field, type the IP address of the SMTP server. For example: In the Host Port field, type the port number of the SMTP server. For example: If the SMTP server requires a username, type the user name in the User Name field. 10. If the SMTP server requires a password, type the password in the Password field. 11. To save your changes and close the dialog box, click Save Changes. Renaming Departments To rename a department, complete the following steps. 1. In the Navigation pane, right-click the department you want to rename. 2. From the pop-up menu, click Rename Department_Name. 3. In the Rename Node dialog box, type the name of the department. 4. Click OK. The department is renamed. Note You can also rename a department in the Department Editor. Refer to Configuring Department Properties on page 28. Deleting Departments Note You can delete only the lowest-level node in the hierarchy tree. For example, if you want to delete a department that has roles and users configured for it, you must first delete all users, then delete all roles, before you can delete the department. To delete a department, complete the following steps. 1. In the Navigation pane, right-click the department you want to delete. 2. From the pop-up menu, click Delete Department_Name A dialog box appears, prompting you to confirm that you want to delete the department. 3. Click Yes to delete the department. The department is deleted, and it is removed from the Navigation pane. Page 30 of 305

31 Configuring Roles Refer to these topics for more information: Adding Roles on page 31. Renaming Roles on page 31. Adding Administrator Flags to Roles on page 32. Removing Administrator Flags from Roles on page 32. Deleting Roles on page 32. Adding Roles To add a role, complete the following steps. 1. In the Navigation pane, right-click Department Roles under the department to which you want to add a role. 2. From the pop-up menu, click Add Department Role. 3. In the Add Department Roles dialog box, type the name of the role (for example, Clerk). 4. Click OK. The role is created and appears in Navigation > Enterprise Hierarchy. 5. You can configure role permissions, which specify the tasks that the role can perform. When you configure permissions at the role level, these permissions are also applied to the users that belong to the role. For more information, refer to Configuring Permissions on page Add a user under the role. Refer to Adding Users on page 32 for more information. Renaming Roles To rename a role, complete the following steps. 1. In the Navigation pane, right-click the role you want to rename. 2. From the pop-up menu, click Rename Role_Name. 3. In the Rename Node dialog box, type the name of the role. 4. Click OK. The role is renamed. Page 31 of 305

32 Adding Administrator Flags to Roles You can add an administrator flag to department role. This flag prevents subadministrators from adding users to this role unless they have the Create Users in Administrative Roles privilege; refer to Configuring Department Administrator Permissions on page In the Navigation pane, right-click the appropriate role. 2. From the pop-up menu, click Add Admin-Role Flag. The flag is added to the role. Removing Administrator Flags from Roles To remove an administrator flag from a role, complete the following steps. 1. In the Navigation pane, right-click the appropriate role. 2. From the pop-up menu, click Remove Admin-Role Flag. The flag is removed from the role. Deleting Roles Note You can delete only the lowest-level node in the hierarchy tree. For example, if you want to delete a department that has roles and users configured for it, you must first delete all users, then all roles, before you can delete the department. To delete a role, complete the following steps. 1. In Navigation > Enterprise Hierarchy, right-click the role you want to delete. 2. From the pop-up menu, click Delete Role_Name. A dialog box appears, prompting you to confirm that you want to delete the role. 3. To delete the role, click Yes. The role is deleted and removed from Navigation > Enterprise Hierarchy. Configuring Users Refer to these topics for more information: Adding Users on page 32. Deleting Users on page 33. Adding Users To add a user, complete the following steps. 1. In Navigation > Enterprise Hierarchy, right-click the role under which you want to add a user. 2. From the pop-up menu, click Add User. Page 32 of 305

33 3. In the Add User dialog box, type the name of the user. 4. Click OK. The user is added and appears in Navigation > Enterprise Hierarchy. 5. You can configure user permissions, which specify the tasks that the user can perform. For more information, refer to Configuring Permissions on page 33. To make a role a user s default role, right-click the user and select Set Default. This is the default role for the user. When the user logs in to Nolij Web, he or she is logged in using that role. Deleting Users To delete a user, complete the following steps. 1. In Navigation > Enterprise Hierarchy, right-click the user you want to delete. 2. From the pop-up menu, click Delete User_Name. A dialog box appears, prompting you to confirm that you want to delete the user. 3. To delete the user, click Yes. The user is deleted and removed from Navigation > Enterprise Hierarchy. Configuring Permissions You can configure permissions for a department, role, or user. When you configure permissions for a department, those permissions apply to the department and all the roles and users in the department. When you configure permissions for a role, those permissions apply to the role and to all users who belong to the role. You can configure the following types of permissions: Table 2: Permission Types and Descriptions Permission Type General Reporting Advanced Reporting Forms Description Provides access to the file explorer and collaboration (instant messaging). Refer to Configuring General Permissions on page 34 for more information. Provides access to configured reports. Refer to Configuring Reporting Permissions on page 35 for more information. Provides access to configured advanced reports. Refer to Configuring Reporting Permissions on page 35 for more information. Provides access to configured forms. Refer to Configuring Form Permissions on page 36 for more information. Page 33 of 305

34 Table 2: Permission Types and Descriptions (Continued) Permission Type Stamps Documents Workflows ImageNow Workflows ImageNow Document Views ImageNow Folder Views ImageNow Task Views Department Admin Description Provides access to configured stamps. Refer to Configuring Stamp Permissions on page 36 for more information. Provides access to which system, custom, and indexable custom documents a department, role, or user can view. Refer to Configuring Document Permissions on page 37 for more information. Provides access to configured workflows. Associates queries with workflows. Provides access to workflow inboxes and to the permissions that you can configure on inboxes. Enables the department, role, or user to perform a context search on the query. Enables users to identify keywords on documents for documents they automatically index. Refer to Configuring Workflow Permissions on page 38 for more information. Provides access to ImageNow workflows, allows users to add and modify annotations and redactions, and enables the Related Document feature. Refer to Using Nolij Web with ImageNow Workflows on page 82 for more information. Provides access to ImageNow document views and also allows users to add and modify annotations and redactions. Refer to Using Nolij Web with ImageNow Document Views on page 84 for more information. Provides access to ImageNow folder views and also allows users to view contents of a folder, add a folder to an ImageNow workflow, or delete a folder. Refer to Using Nolij Web with ImageNow Workflows on page 82. Provides access to ImageNow task views. Refer to Using Nolij Web with ImageNow Task Views on page 86. Provides access to various functions for the department administrator. Refer to Configuring Department Administrator Permissions on page 44 for more information. Configuring General Permissions To configure general permissions, complete the following steps. 1. In Navigation > Enterprise Hierarchy, select the department (by clicking Department Roles for the department), role, or user for which you want to configure permissions. 2. Click the Permissions tab. Page 34 of 305

35 3. Click next to General to display the general permissions options. 4. Select the check box for each option to give permissions for the option. General: Enables permissions for the file explorer, collaboration, address change, and document recovery. File Explorer: Enables the department, role, or user to view the file explorer (which displays folders and files on users computers or network drives in the File Explorer pane) in the Nolij Web user interface. Collaboration: Enables the department, role, or user to use the collaboration tool (instant messaging) in the Nolij Web user interface. Recover Documents: Enables the department, role, or user to recover deleted files. Change Address: Enables the department, role, or user to change the assigned address when they send s from the Folder Objects pane. Note You must also ensure that the nolijweb.properties file includes the public_enablerecovery=true line so that users can recover documents. The Recover Documents option is not displayed if this line does not appear. Refer to Perceptive Web Installation and Upgrade Guide for more information. Import: Enables the department, role, or user to import s into Nolij Web. Note You must also ensure that the importdefaultserver property in the nolijweb.properties file specifies the import server so that users can import s. Refer to Perceptive Nolij Web Installation and Upgrade Guide for more information. 5. For a department, select the Apply changed (red) items to children on save check box to apply your changes to the department s roles and users. This check box is selected by default. For a role, select this check box to apply your changes to the role s users. When users are added to the role, these settings are applied to the users. 6. To save your changes, click Save. Configuring Reporting Permissions To select the reports that departments, roles, and users can view, complete the following steps. 1. In Navigation > Enterprise Hierarchy, select the department (by clicking Department Roles for the department), role, or user for which you want to configure permissions. 2. Click the Permissions tab. 3. Click next to Reporting to display all the reports configured in Nolij Web. 4. Select the check box for each report to allow the department, role, or user to view that report in Nolij Web. You can select multiple reports. Page 35 of 305

36 5. For a department, select the Apply changed (red) items to children on save check box to apply your changes to the department s roles and users. This check box is selected by default. For a role, select this check box to apply your changes to the role s users. When users are added to the role, these settings are applied to the users. 6. To save your changes, click Save. For more information about reports, refer to Configuring Reports on page 220. Configuring Form Permissions To select the form that departments, roles, and users can view, complete the following steps. 1. In Navigation > Enterprise Hierarchy, select the department (by clicking Department Roles for the department), role, or user for which you want to configure permissions. 2. Click the Permissions tab. 3. Click next to Forms to display all the forms configured in Nolij Web. 4. Select the check box for the form that the department, role, or user has permissions to view. You can select multiple forms. 5. For a department, select the Apply changed (red) items to children on save check box to apply your changes to the department s roles and users. This check box is selected by default. For a role, select this check box to apply your changes to the role s users. When users are added to the role, these settings are applied to the users. 6. To save your changes, click Save. For more information about forms, refer to Configuring Forms on page 174. Configuring Stamp Permissions To configure which stamps departments, roles, and users can view, complete the following steps. 1. In Navigation > Enterprise Hierarchy, select the department (by clicking Department Roles for the department), role, or user for which you want to configure permissions. 2. Click the Permissions tab. 3. Click next to Stamps to display all stamps configured in Nolij Web. 4. Select the check box for the stamp that the department, role, or user has permissions to view and use. Page 36 of 305

37 5. For a department, select the Apply changed (red) items to children on save check box to apply your changes to the department s roles and users. This check box is selected by default. For a role, select this check box to apply your changes to the role s users. When users are added to the role, these settings are applied to the users. 6. To save your changes, click Save. For more information about stamps, refer to Creating Custom Text and Image Stamps on page 228. Configuring Document Permissions To configure which documents departments, roles, and users can view, complete the following steps. 1. In Navigation > Enterprise Hierarchy, select the department (by clicking Department Roles for the department), role, or user for which you want to configure permissions. 2. Click the Permissions tab. 3. Click next to Documents to display all the document permissions options. 4. Select the check box for each option to give permissions for the option. Table 3: Document Permissions Options Check Box Documents Viewable System Docs Viewable Custom Docs Description Enables all document permissions. For more information about documents, refer to Configuring Permissions on page 33. Defines the system document types that the department, role, or user can view. You can select this check box to select all system documents, or you can click to view the system documents types configured in Nolij Web. Then, select the check box for each system document that the department, role, or user can view. Defines which custom document types that the department, role, or user can view. You can select this check box to select all custom documents, or you can click to view the custom documents configured in Nolij Web. Then, select the check box for each system document that the department, role, or user can view. Page 37 of 305

38 Table 3: Document Permissions Options (Continued) Check Box Indexable Custom Docs Usable System Templates Usable Custom Templates Description Allows the department, role, or user to index documents to custom document types. You can select this check box to select all custom documents, or you can click to view the custom documents configured in Nolij Web. Then, select the check box for each system document that the department, role, or user can view. The selected custom document types appear as the index options when a user right-clicks a document in the Folder Objects pane. Allows the department, role, or user to use document templates for system document types. You can select this check box to select all document templates, or you can click to view the templates configured in Nolij Web. Then, select the check box for each template that the department, role, or user can use. Allows the department, role, or user to use document templates for custom document types. You can select this check box to select all document templates, or you can click to view the templates configured in Nolij Web. Then, select the check box for each template that the department, role, or user can use. 5. For a department, select the Apply changed (red) items to children on save check box to apply your changes to the department s roles and users. This check box is selected by default. For a role, select this check box to apply your changes to the role s users. When users are added to the role, these settings are applied to the users. To save your changes, click Save. Configuring Workflow Permissions When you configure workflow permissions, you can complete the following steps. Associate a workflow with the appropriate query. Assign workflows to departments, roles, and users. Assign inboxes to departments, roles, and users. Configure permissions on inboxes, which allows users to: Own the inbox. Manually override the configured workflow process by routing information to another inbox, which may not be the inbox specified by the workflow. Allow users to do the following with documents in the assigned inbox: View documents. Edit documents. Edit document annotations. Page 38 of 305

39 Scan documents. Drag and drop local documents in to Nolij Web. Delete documents and shared documents. Rename documents. Print documents. documents. View documents in the application specified to open such documents when users double-click documents. Lock query folders to allow users to edit documents in the folder. Create copies of template documents. Use custom statuses for folders in an inbox. Remove folders from a workflow. Modify custom document properties. Use ImageNow document indexes. You must associate a workflow with its corresponding query. The query accesses and retrieves the appropriate information, and the records of information returned move through the associated workflow. Note You can associate one query to multiple workflows; however, you cannot associate the same query to two different workflows that are assigned to the same user. You can create a copy of the query and assign one to each workflow. 1. In Navigation > Enterprise Hierarchy, select the department (by clicking Department Roles for the department), role, or user for which you want to configure permissions. 2. Click the Permissions tab. 3. Click next to Workflow to display all the workflows configured in Nolij Web. 4. Associate a query with the workflow. 1. Right-click the workflow and select Query from the pop-up menu. 2. From the pop-up menu, select the query that you want to associate with the workflow. The query is associated with the workflow, and the check box for the workflow is selected to indicate that the workflow is assigned to the department, role, or user. 5. To set the workflow as the default workflow, right-click the workflow and select Default from the popup menu. When you are configuring permissions either for the first time or for a single workflow with no other workflows configured, this workflow is set as the default. The default workflow is the workflow that is active for a user when the user logs in to Nolij Web. The permissions for the workflow s inboxes are applied and Nolij Web displays the inboxes, which the user owns and can access, for the default workflow. Page 39 of 305

40 6. To configure the workflow as an active workflow, click Activate from the pop-up menu. Note You can activate any number of workflows; therefore, the default query is activated automatically. Typically, you do not activate a workflow if the workflow does not route any folders. When the active workflow s associated query is run, the inbox permissions for the active workflow are applied; Nolij Web displays all the owned and accessible workflow inboxes for a user for this workflow. If you do not select this check box for a workflow, the inbox permissions for the workflow are not applied when its associated query is run and components are not displayed in Nolij Web. Instead, the default workflow s permissions are applied and the appropriate inboxes for the default workflow are displayed in Nolij Web. 7. To enable context search on the query, right-click the workflow associated with the query and select Context Search from the pop-up menu. This option allows users to search for documents using captured text from documents on which Nolij Web has performed an OCR. For information about how to allow users to perform keyword searches, refer to Enabling Keyword Searches For Documents on page To enable users to see the graphical workflow, select Graphical Workflow from the pop-up menu. 9. To enable users to identify keywords in documents that they can automatically index, select the Training check box. For more information about automatically indexing documents, refer to Automatically Indexing Custom Document Types on page For departments that are using ImageNow as the document storage repository, you must associate the appropriate ImageNow document index to the workflow used by the department. This index associates Nolij Web folders (folder IDs) with ImageNow drawers and specifies the information to retrieve and save to ImageNow when documents are added. Right-click the workflow, select ImageNow Document Index, and click the appropriate ImageNow index to associate with the workflow. For more information about using ImageNow as the storage repository, refer to Using Nolij Web with ImageNow on page You can configure permissions on each inbox (workflow step) by doing the following: 1. Click next to each workflow node to display its inboxes. 2. Select the check box for the inboxes that the user can access. Nolij Web displays a drop-down box, which contains a list of inboxes that users own and can access. Inboxes that users own appear in the Workflow area in Nolij Web. These inboxes contain the folders that hold the documents with which users can perform work. Select the inboxes that users own and specify that they own them from the right-click pop-up menu (see the following table for more information). Page 40 of 305

41 Figure 3: Owned Inboxes in the Workflow Area If users can override the workflow process and manually route documents to other inboxes, click the inboxes that the user can access. A user can select these inboxes from the Workflow dropdown box in Nolij Web. 3. Right-click the inbox to open a pop-up menu from which you can enable inbox permissions. 4. Select the appropriate check box to give inbox permissions. Table 4: Inbox Permissions Options Check Box Select All Unselect All Copy Permission Settings Paste Permission Settings Inbox Ownership Description Selects all permissions. Deselects all permissions. Copies the permission settings from this inbox. Copies the permission settings to this inbox from another inbox. Designates the workflow step as the inbox owned by the department, role, or user. The inbox is the area in which folders are routed. Users can send folders to other inboxes and receive folders in their own inboxes. Multiple users can own the inbox, which allows them to share folders in the inbox. Owned inboxes appear in the Workflow area in Nolij Web and contain the folders of documents with which the owners can work. Route From Route To View Documents Edit Documents Allows users to circumvent workflow rules and manually route folders from this inbox. Allows users to circumvent workflow rules and manually route folders to this inbox. Allows users to view documents in the folders within the inbox. Allows users to create versions of documents. You must also select Lock Folder and View Documents. Edit Annotations Allows users to add, save, and edit annotations. Users can add ImageNow annotations to single-page TIFF files only. You must also select Lock Folder and View Documents. Page 41 of 305

42 Table 4: Inbox Permissions Options (Continued) Check Box Edit Redactions Description Allows users to add, save, and edit redactions on documents. If users do not have this permission, annotations already on the document are imprinted and cannot be modified. You must also select Lock Folder, Edit Annotations, and View Documents. Scan Import Allows users to scan documents into Nolij Web. You must also select Lock Folder. You must add a TIFF document type to the department so that the department can scan documents and can view scanned documents. For more information, refer to Adding System Document Types on page 55. You must also enable users to view and use the TIFF document type. Refer to Configuring Document Permissions on page 37. Drag/Drop Allows users to drag and drop documents from either their local computers or the Nolij Web File Explorer pane to Nolij Web folders. You must also select Lock Folder and View Documents. Users can drag and drop only those documents that their department can access. Create from Template Allows users to create copies of a template document. Refer to Configuring Template Documents on page 68 for information about configuring document templates. Delete Documents Allows users to delete documents from Nolij Web. Users can delete only those documents that their department can access. You must also select Lock Folder and View Documents. Delete Shared Documents Allows users to delete shared documents from Nolij Web. You must also select Lock Folder and View Documents. Rename Documents Allows users to rename documents. You must also select Lock Folder and View Documents. Print Documents Allows users to print a document using Nolij Web. You must also select View Documents. Page 42 of 305

43 Table 4: Inbox Permissions Options (Continued) Check Box Download Link Description Allows users to URL from which the document can be downloaded. You must also select View Documents. You must also provide an address for the users from which they send s. Refer to Configuring User Settings on page 47. Attachment Allows users to documents with document annotations. You must also select View Documents. You must also provide an address for the users from which they send s. Refer to Configuring User Settings on page 47. Original Document Allows users to documents as attachments. Annotations are not included. You must also select View Documents. You must also provide an address for the users from which they send s. Refer to Configuring User Settings on page 47. App Activate Documents Allows users to double-click a document and to open it in the application configured to open the document type. For example, if HTML documents are configured to open in Mozilla Firefox, when a user double-clicks an HTML document, it opens in Firefox. You must also select View Documents. Lock Folder Allows users to lock a query folder. When a user selects a folder that is not locked by another user, the folder is locked for that user, who can edit the contents of the folder. Other users can see folder contents but cannot make any changes. If a user selects a folder locked by another user, Nolij Web displays a message stating that the folder is locked and changes cannot be made. Remove from Workflow Custom Status Edit Custom Properties Allows users to remove the folders in the inbox from the workflow. Allows users to apply custom workflow statuses to a folder in the inbox. Refer to Customizing Workflow Statuses on page 146 for information about creating custom workflow statuses that users can apply to inbox folders. Allows users to modify custom properties. You must also select View Documents. 12. For a department, select the Apply changed (red) items to children on save check box to apply your changes to the department s roles and users. This check box is selected by default. Page 43 of 305

44 For a role, select this check box to apply your changes to the role s users. When users are added to the role, these settings are applied to the users. 13. To save your changes, click Save. For more information about workflows, refer to Configuring Workflows on page 134. Configuring Department Administrator Permissions Department administrators are users who have limited administrative rights and typically perform basic system maintenance tasks for their departments. You can define the permissions that the department administrator has. If one department administrator option is enabled for a user, the user is a department administrator. A user who has department administrative permissions logs in to the administrator interface, not the user interface. To configure department administrator permissions, complete the following steps. 1. In Navigation > Enterprise Hierarchy, select the department (by clicking Department Roles for the department), role, or user for which you want to configure permissions. 2. Click the Permissions tab. 3. Click next to Department Admin to display all the department administrator options. 4. Select the check box for each option to give permissions for the option. Clear the check box to disable the permission. Page 44 of 305

45 Table 5: Department Admin Options Check Box Edit Enterprise Hierarchy Create Users in Administrative Roles Documents Workflow Description Select to allow department administrators to edit enterprise hierarchy information for their departments only. This option enables department administrators to add, delete, and rename roles; it also allows them to add and delete users. Select to allow department administrators to create other department administrators. If you want department administrators to be able to create a department administrator that cannot create more department administrators, add an administrator flag to the administrators roles. Refer to Adding Administrator Flags to Roles on page 32. Select to select all options under documents. The documents check box contains the following options: System Documents: Allows department administrators to see system documents in Navigation > Enterprise Hierarchy. Custom Documents: Allows department administrators to see custom documents in Navigation > Enterprise Hierarchy. Purge and Retention: This option is not applicable in this release. Configure Template: Allows department administrators to configure document templates. For more information about documents, refer to Configuring Permissions on page 33. Select to allow department administrators to view the Workflow node in the Navigation pane. If you clear this check box, department administrators cannot perform any tasks for workflows. Selecting this check box selects all options under Workflow. The Workflow check box contains the following options: Add Workflow: Allows department administrators to add workflows. Remove Workflow: Allows department administrator to remove workflows. For more information about workflows, refer to Configuring Workflows on page 134. Queries Select to allow department administrators to view the Queries node in the Navigation pane. If you clear this check box, department administrators cannot perform any tasks for queries. Selecting this check box selects all options under Queries.The Queries check box contains the following options: Edit Query: Allows department administrators to edit queries. Delete Query: Allows department administrators to delete queries. For more information about queries, refer to Configuring Queries on page 88. Page 45 of 305

46 Table 5: Department Admin Options (Continued) Check Box Document Storage Description Select to allow department administrators to view storage location information for documents. Selecting this check box selects all options under Document Storage. The Document Storage check box contains the following options: Add Document Storage Location: Allows department administrators to add a new location where documents are stored. Update Document Storage Location: Allows department administrators to edit the location where documents are stored. For more information about configuring document storage locations, refer to Modifying Document Type Properties on page 60. Permissions Select to allow department administrators to view the Permissions tab for departments, roles, and users. Selecting this check box selects all options under Permissions. Select each Permissions check box to allow department administrators to view the permission type in the Permissions tab. Options are: General Workflow Document Department Admin Reporting Forms Stamps Sub Folders Select to allow department administrators to configure subfolders. If this option is unchecked, department administrators cannot view the option for configuring subfolders when they right-click a department or role. For more information about configuring subfolders, refer to Configuring Subfolders on page 48. Reporting Select to allow department administrators to view the Reports node in the Navigation pane. If you clear this check box, department administrators cannot perform any tasks for reports. For more information about reports, refer to Configuring Reports on page 220. Collaboration Select to allow department administrators to view and use the Collaboration window. Page 46 of 305

47 Table 5: Department Admin Options (Continued) Check Box Forms Description Select to allow department administrators to view the Forms node in the Navigation pane. If you clear this check box, department administrators cannot perform any tasks for forms. Selecting this check box selects all options under Forms. The Forms check box contains the following option: Add/Update Save button: Allows department administrators to add new forms, edit forms, and save their changes. For more information, refer to Configuring Forms on page 174. Document Migration Select to allow department administrators to view the Document Migration node in the Navigation pane. If you uncheck this check box, department administrators cannot perform any tasks for document migration. For more information about migrating documents, refer to Migrating Documents on page 233. Stamps Management Import Select to allow department administrators to view the Stamps node in the Navigation pane. If you clear this check box, department administrators cannot perform any tasks for stamps. Select to allow department administrators to view the Import node in the Navigation pane. If you clear this check box, department administrators cannot import any exported queries, workflows, forms, reports, or stamps. 5. For a department, select the Apply changed (red) items to children on save check box to apply your changes to the department s roles and users. This check box is selected by default. For a role, select this check box to apply your changes to the role s users. When users are added to the role, these settings are applied to the users. 6. To save your changes, click Save. Configuring User Settings To configure the address for users, which is used as the sender address when users send s from the Folder Objects pane, complete the following steps. 1. In Navigation > Enterprise Hierarchy, click the user for whom you want to configure settings. 2. Click the User Settings tab. 3. Type a description for the user in the User Description field. Page 47 of 305

48 4. Type the address for the user in the User Address field. 5. Click Save to save your changes. To allow users to change their addresses, set the appropriate permission; refer to Configuring General Permissions on page 34. Configuring Subfolders You can create subfolders within query folders for a department or a role. Subfolders are not associated with a query. For example, a department may want to organize documents by year, and you can create subfolders for each year. Subfolders appear as tabs within a folder in the Folder Objects pane. 1. In Navigation > Enterprise Hierarchy, right-click the role or department for which to configure subfolders. A dialog box appears in which you can configure subfolders. 2. In the Select a Table pane, expand the database and navigate to the table that contains the field by which you want to sort documents. 3. Click the appropriate table to select it. 4. Specify the appropriate information in the Configure Subfolders pane. Table 6: Configure Subfolders Pane GUI Element Use subfolders check box Action Select to enable the use of subfolders. You can clear this check box if you want to disable the use of a configured subfolder. Connection field Database field Table field Name of the database connection for the table. You cannot modify this field. Name of the database. You cannot modify this field. Name of the table whose information is used to label subfolder tabs. You cannot modify this field. Filter on drop-down box Label with drop-down box Select the table field on which to filter. Select the table field by which to label the subfolder tabs. For example, if you label tabs with the field YEAR, the tabs are labeled with data from the YEAR field: for example 2009, 2008, and so on. Order by drop-down box Select the column by which to order the tabs. Page 48 of 305

49 Table 6: Configure Subfolders Pane (Continued) GUI Element Reverse Order check box Start With # drop-down box Include # of rows drop-down box Default to # drop-down box Action Select this check box to reverse the order of the tabs. Type or select the record number, returned from the table, from which to start creating subfolder tabs. Type or select the number of tabs to include in the subfolder. Type or select the number of the tab that is active for a user who logs in. Nolij Web automatically creates the All tab, which displays all documents in the subfolder. The number of the All tab is 1; the first tab Nolij Web generates from the specified table is In the Preview pane, you can preview how the subfolders will look in the Folder Objects pane. Click the Preview button to view how the subfolders will look. 6. Click OK to save your changes and close the dialog box. Figure 4: Subfolders in the Folder Objects Pane To edit a subfolder at any time, right-click the role or department for which the subfolder is configured and select Edit Subfolders from the pop-up menu. Page 49 of 305

50 Subfolder configurations are dynamic. If there are changes to the table used to configure subfolders, the subfolder is updated with those changes. For example, subfolder tabs can be configured using values from the YEAR field, which contain years 2008, 2009, and If a field for the year 2011 is added to the table, a new tab for the year 2011 is automatically added to the subfolder. Scheduling OCR Processing You can schedule when Nolij Web performs Optical Character Recognition (OCR) processing on batch documents by doing the following: 1. In the Navigation pane, click Enterprise Hierarchy. 2. From the Process OCR Deletions daily at drop-down box, select the time that Nolij Web begins OCR processing. The drop-down box contains time selections for every thirty minutes of one day. 3. Click Save to save your changes. Page 50 of 305

51 Configuring Document Types You can add system document types to a department. Users cannot view or work with documents unless you add those document types to their department. You can also specify the document storage location, configure Optical Character Recognition (OCR), and specify global and default document types. Note This section provides information about configuring Nolij Web system and custom document types. For information about configuring ImageNow document types if you are using ImageNow as your storage repository refer to Using Nolij Web with ImageNow on page 77. Refer to these topics for more information: Supported File Types on page 51. Adding System Document Types on page 55. Adding Custom Document Types on page 58. Modifying Document Type Properties on page 60. Automatically Indexing Custom Document Types on page 62. Configuring Document Type Location Settings on page 66. Configuring Template Documents on page 68. Configuring OCR on Document Types on page 70. Configuring Global Document Types on page 72. Configuring Default Document Types on page 73. Deleting Document Types on page 74. Supported File Types Nolij Web supports the following file types. Word Processor Formats ODF Text Document (*.odt) ODF Text Document Template (*.ott) OpenOffice.org 1.0 Text Document (*.swx) OpenOffice.org 1.0 Text Document Template (*.swx) Microsoft Word 97, 2000, XP (*.doc) Microsoft Word 97, 2000, XP Template (*.dot) Microsoft Word 6.0, 95 (*.doc) Microsoft Word 95 Template (*.dot) Rich Text Format (*.rtf) StarWriter 3.0 to 5.0 (*.sdw) Page 51 of 305

52 StarWriter 3.0 to 5.0 Templates (*.vor) Text (*.txt) Text Encoded (*.txt) HTML Document (*.html; *.htm) AportisDoc (Palm) (*.pdb) DocBook (*.xml) Microsoft WinWord 5 (*.doc) Microsoft Word 2003 XML (*.xml) Microsoft Word 2007 XML (*.docx; *.docm) Microsoft Word 2007 XML Template (*.dotx; *.dotm) Pocket Word (*.psw) StarWriter 1.0 (*.sdw) StarWriter 2.0 (*.sdw) StarWriter DOS (*.txt) T602 Document (*.602; *.txt) Unified Office Format Text (*.uot; *.uof) WordPerfect Document (*.wpd) Hangul WP 97 (*.hwp) Spreadsheets ODF Spreadsheet (*.ods) ODF Spreadsheet Template (*.ots) OpenOffice.org 1.0 Spreadsheet (*.sxc) OpenOffice.org 1.0 Spreadsheet Template (*.stc) Data Interchange Format (*.dif) dbase (*.dbf) Microsoft Excel 97, 2000, XP (*.xls; *.xlc; *.xlm; *.xlw) Microsoft Excel 97, 2000, XP Template (*.xlt) Microsoft Excel 4.x to 5.0, 95 (*.xls; *.xlc; *.xlm; *.xlw) Microsoft Excel 4.x to 5.0, 95 Templates (*.xlt) Rich Text Format (OpenOffice.org Calc) (*.rtf) StarCalc 3.0 to 5.0 (*.sdc) StarCalc 3.0 to 5.0 Templates (*.vor) Page 52 of 305

53 StarCalc 1.0 (*.sdc) SYLK (*.slk) Text CSV (*.csv; *.txt; *.xls) Microsoft Excel 2007 Binary (*.xlsb) Microsoft Excel 2007 XML (*.xlsm; *.xlsx) Microsoft Excel 2007 XML Template (*.xltm, *.xltx) IBM Lotus (*.wk1; *.wks; *.123) Microsoft Excel 2003 XML (*.xml) Pocket XML (*.pxl) Unified Office Format spreadsheet (*.uos; *.uof) Presentation Formats ODF Presentation (*.odp) ODF Presentation Template (*.otp) OpenOffice.org 1.0 Presentation (*.sxi) OpenOffice.org 1.0 Presentation Template (*.sti) Microsoft PowerPoint 97, 200, XP (*.ppt; *.pps) Microsoft PowerPoint 97, 2000, XP Template (*.pot) OpenOffice.org 1.0 Drawing (OpenOffice.org Impress) (.sxd) StarDraw 3.0, 5.0 (StarImpress) (*.sda; *.sdd) StarImpress 4.0, 5.0 (*.sdd; *.sdp) StarImpress 4.0, 5.0 (*.vor) CGM - Computer Graphics Metafile (*.cgm) Microsoft PowerPoint 2007 XML (*.pptm; *.pptx) Microsoft PowerPoint 2007 XML Template (*.potm; *.potx) Unified Office Format presntation (*.uop; *.uof) ODF Drawing (Impress) (*.odg) Drawing/Image Formats ODF Drawing (*.odg) ODF Drawing Template (*.otg) OpenOffice.org 1.0 Drawing (*.sxd) OpenOffice.org 1.0 Drawing Template (*.std) StarDraw 3.0, 5.0 Templates (*.vor) Page 53 of 305

54 PDF - Portable Document Format (. pdf) SVM - StarView Metafile (. svm) WMF - Windows Metafile ( wmf) BMP - Windows Bitmap ( bmp) GIF - Graphics Interchange Format ( gif) JPEG - Joint Photographic Experts Group ( jpg; jpeg; jfif; jif; jpe) PBM - Portable Bitmap ( pbm) PCX - Zsoft Paintbrush ( pcx) PGM - Portable Greymap ( pgm) PNG - Portable Network Graphic ( png) PPM - Portable Pixelmap ( ppm) PSD - Adobe Photoshop ( psd) RAS - Sun Raster Image ( ras) TGA - Truevision Targa ( tga) TIFF - Tagged Image File Format ( tif; tiff) XBM - X Bitmap ( xbm) XPM - X PixMap ( xpm) PCD - Kodak Photo CD (768x512)( pcd) PCD - Kodak Photo CD (192x128)( pcd) PCD - Kodak Photo CD (384x256)( pcd) Mail Messages MSG Microsoft Exchange Message Format ( msg) TXT Encoded text mail message ( eml; txt) Web Pages MHT Microsoft Archived Web Format ( mht) HTML - Hypertext Markup Language ( html; hml) Matematical Notation ODF Formula ( odf) OpenOffice.org 1.0 Formula ( sxm) StarMath 2.0 to 5.0 ( smf) MathML 1.01 ( mml) Page 54 of 305

55 Adding System Document Types System document types are those that are authored in computer applications and are stored on any computer. Microsoft Office Word, PDF, HTML, and JPEG files are examples of system document types. Refer to these topics for more information: Adding New System Document Types on page 55. Adding Shared System Document Types on page 57. Adding New System Document Types When you add system document types to a department, the department can perform work with those document types. Note You must add a TIFF document type to the department so that the department can scan documents and view scanned documents. Note You must configure the appropriate privileges to ensure that users can see document types. Refer to Configuring Permissions on page In Navigation > Enterprise Hierarchy > Organization > Division > Department, right-click System Documents. 2. From the pop-up menu, select Add System Document. The Add Document Types dialog box, which contains a list of configured document types, appears. Page 55 of 305

56 Figure 5: Add Document Types Dialog Box 3. Click the Document Types tab. 4. To add a system document type that is already configured in Nolij Web, click the object in the Common Types table. The Properties pane displays its properties, which you can edit. You can add a new document type that is not displayed in the Common Object Types table by specifying its properties in the Properties pane. 5. In the Name field, type the name of the document type. 6. In the Document Extension field, type the document filename extension. The extension is the suffix of the filename, and it defines which program opens it. For example, the extension rtf denotes a document in Rich Text Format. 7. Type descriptive text in the Document Description field. 8. To add the document type, click Add. The system document is added and is displayed in the Navigation > Enterprise Hierarchy. Page 56 of 305

57 Figure 6: Label for New Document Additionally, Nolij Web automatically assigns a numeric code to the document type, which you can view by hovering your mouse over the document type to open a tooltip that displays the code. 9. Specify the location where the document types are stored. Refer to Configuring Document Type Location Settings on page 66. When you first add a document type, or if you do not configure a storage location, the document type uses the location used by the default document type. Refer to Configuring Default Document Types on page 73 for more information on default document types. Note You cannot configure locations if you are using ImageNow as the document storage repository. For more information about using ImageNow as the storage repository, refer to Using Nolij Web with ImageNow on page Configure permissions so that the appropriate users can access specific document types. You can configure permissions for departments, roles, and users. For more information, refer to Configuring Permissions on page 33. Adding Shared System Document Types Shared document types are those that one department can create and that other departments can view. Departments that cannot create shared documents can only delete, , or duplicate shared documents. Only users in departments that created the shared document type can index documents to that document type; departments that can view the shared document type cannot index documents to that document type. To allow a department to view a shared document type that another department created, add the shared document type to the department. Note You must configure the appropriate privileges to ensure that users can see documents. Refer to Configuring Permissions on page In Navigation > Enterprise Hierarchy > Organization > Division > Department, right-click System Documents. 2. From the pop-up menu, select Add System Document. The Add Document Types dialog box, which contains a list of configured document types, appears. 3. Click the Shared Types tab. 4. In the Common Object Types table, click the document type you want to add. The Properties pane displays its properties. Document Name: Name of the document. Page 57 of 305

58 Document Extension: Document filename extension. The extension is the suffix of the filename, and it defines which program opens it. For example, the extension rtf denotes a document in Rich Text Format. Document Description: Descriptive text about the document. Department: Name of the department that can create the shared document type. 5. To add the document type, click Add. The shared document type is added and is displayed in Navigation > Enterprise Hierarchy. Shared document types are labeled green, and (Shared) is appended to the document type name. Figure 7: Label for Shared Document Type Additionally, Nolij Web automatically assigns a numeric code to the document type, which you can view by hovering your mouse over the document type to open a tooltip that displays the code. 6. Configure permissions so that the appropriate users can access specific document types. You can configure permissions for departments, roles, and users. For more information, refer to Configuring Permissions on page 33. Adding Custom Document Types Custom document types are those whose names provide more detailed information to a user about the document s content, without regard for its file format. For example, a custom document type can be named Application, to which file types of PDF and TIFF can be associated. A custom document type does not need to have its file format specified in its filename. When you add custom document types for a department, users in that department can view custom document types in the Folder Objects pane context menu, and they can index documents to these custom types. Adding New Custom Document Types When you add custom document types to a department, the department can perform work with those document types. Note You must configure the appropriate privileges to ensure that users can see documents. Refer to Configuring Permissions on page In Navigation > Enterprise Hierarchy > Organization > Division > Department, right-click Custom Documents. 2. From the pop-up menu, select Add Custom Document. The Add Document Types dialog box appears. 3. Click the Document Types tab. Page 58 of 305

59 4. To add a custom document type that is already configured in Nolij Web, click the document type in the Common Types table. The Properties pane displays its properties, which you can edit. You can add a new document type that is not displayed in the Common Object Types table by specifying its properties in the Properties pane. 5. In the Name field, type the name of the document type (for example, Application). 6. Type descriptive text in the Document Description field. 7. To add the document type, click Add. The custom document type is added and is displayed in the Navigation > Enterprise Hierarchy. Figure 8: Label for New Document Type Additionally, Nolij Web automatically assigns a numeric code to the document type, which you can view by hovering your mouse over the document type to open a tooltip that displays the code. 8. Specify the location where the document types are located. Refer to Configuring Document Type Location Settings on page 66. Note If you are using ImageNow as your storage repository, you cannot configure location settings. When you first add a document type, or if you do not specify a storage location, the document type uses the location used by the default document type. Refer to Configuring Default Document Types on page 73 for more information about default document types. 9. If you are using ImageNow as your storage repository, configure ImageNow document properties. Refer to For more information about using ImageNow as the storage repository, refer to Using Nolij Web with ImageNow on page Configure permissions so that the appropriate users can access specific document types. You can configure permissions for departments, roles, and users. For more information, refer to Configuring Permissions on page 33. Adding Shared Custom Document Types Shared document types are those that one department can create and that other departments can view. Departments that cannot create shared documents can only delete, , or duplicate shared documents. Only users in departments that created the shared document type can index documents to that document type; departments that can view the shared document type cannot index documents to that document type. Page 59 of 305

60 To allow one department to view a shared document type owned by another department, add the shared document to that department. Note You must configure the appropriate privileges to ensure that users can see documents. Refer to Configuring Permissions on page In Navigation > Enterprise Hierarchy > Organization > Division > Department, right-click Custom Document. 2. From the pop-up menu, select Add Custom Document. The Add Document Types dialog box, which contains a list of configured document types, appears. 3. Click the Shared Types tab. 4. In the Common Object Types table, click the document you want to add. The Properties pane displays its properties. Name: Name of the document. Document Description: Descriptive text about the document. Department: Name of the department that can create the shared document type. 5. To add the document type, click Save. The shared custom document type is added and is displayed in the Enterprise pane. Shared document types are labeled green, and (Shared) is appended to the document type name. Figure 9: Label for Shared Document Type Additionally, Nolij Web automatically assigns a numeric code to the document type, which you can view by hovering your mouse over the document type to open a tooltip that displays the code. 6. Configure permissions so that the appropriate users can access specific document types. You can configure permissions for departments, roles, and users. For more information, refer to Configuring Permissions on page 33. Modifying Document Type Properties Note You cannot configure any properties for shared document types that belong to another department; you can only view them. To modify properties for a document type, do the following: 1. In Navigation > Enterprise Hierarchy > Organization > Division > Department > System Documents or Custom Documents, click the system or custom document type to select it. 2. Click the Properties tab. Perceptive Nolij Web Administrator Guide Page 60 of 305

61 3. In the Document Type field, type the name of the document type. This field is required and cannot be empty. For example, you can type Tagged Image File Format for a system document type or Resume for a custom document type. 4. In the Document Extension field, type the document filename extension, which is the suffix appended to a filename that denotes the program that opens a file of that type for example, tif. You do not need to place a period (. ) before the extension. This field appears for system document types only. 5. In the Document Description field, enter descriptive text for the document type. This field is required and cannot be empty. 6. Check the Global Document checkbox to set the document type as a global document. For more information, refer to Configuring Global Document Types on page Check the Default Document checkbox to set the document type as the default document. For more information, refer to Configuring Default Document Types on page Check the OCR Enabled checkbox to enable OCR on the document type. For more information, refer to Configuring OCR on Document Types on page If you checked the OCR Enabled checkbox, you can type the pass percentage for OCR, which is the percentage of words captured in documents of that document type, in the OCR Pass Percent field. If you do not set a value, the default percentage value, 85%, is used. When Nolij Web performs an OCR on a document, Nolij Web checks the words in a document against the Nolij Web dictionary. Nolij Web recognizes words that the Nolij Web dictionary contains. If Nolij Web does not recognize a word, the word is not associated with the document for a keyword search (end users cannot use this word to search for the document); Nolij Web excludes this word. If Nolij Web captures fewer words than the percentage specified, the document is flagged as not passing the OCR value. The end user can remove the flag from the document. 10. Click the Upload Template button to use a template for the document type. For more information, refer to Configuring Template Documents on page Check the Versioning Enabled checkbox to enable versioning for this document type. You can enable versioning for any editable document type. When you enable document versioning, users can create versions of documents, view versions of documents, modify versions of documents, and revert changes to document versions. When users select documents in the Folder Objects pane and create and edit document versions, documents are checked out. Users open and edit documents in the native editor, which is installed on their computers, for the selected document type, and they save changes to documents. Changes are saved to Nolij Web, and new versions are created. Documents can only be checked out for as long as the session timeout (refer to Configuring Department Properties on page 28 for more information). Users must have a native editor for the selected document type installed on their computers. You must also set the Edit Documents permission so that users can create and modify versions of documents in their inboxes. Refer to Configuring Workflow Permissions on page 38. Page 61 of 305

62 12. For custom document types, in the Auto Indexing/Routing pane, you can automatically index documents based on key words. Refer to Configuring Automatic Indexing for Custom Document Types on page For custom document types, if you are not using ImageNow as your storage repository, the Custom Properties pane appears; in this pane, you can select the custom properties to apply to the document type by checking the checkbox for the selected property. For more information about custom properties, refer to Configuring Lists of Values for Nolij Web Custom Properties on page 75. This pane does not appear if the department uses ImageNow as the document storage repository. The ImageNow tab appears from which you configure the appropriate information. For more information about using ImageNow as the storage repository, refer to Using Nolij Web with ImageNow on page Click Save to save your changes. Automatically Indexing Custom Document Types You can configure custom document types that end users can automatically index to a document type, document name, and document owner, based on the OCR results from a document. Refer to the following topics for more information: Understanding Automatic Indexing on page 62. Configuring Automatic Indexing for Custom Document Types on page 64. Understanding Automatic Indexing Documents on which OCR is configured can be automatically indexed to their associated document types. You must specify the OCR keywords that a document contains so that Nolij Web can automatically index the document. After Nolij Web finds matches for the OCR keywords, Nolij Web attempts to find specific words in a specified location, defined as an Item of Interest (IOI) on the document. Nolij Web uses the item of interest to automatically index a document to a document type and folder. You can configure Nolij Web to search in a fixed location or in a specified zone in a document. Note OCR must be enabled on the custom document type and the system document type on which it is based. For example, for the custom document type Application, which is in JPEG format, you must enable OCR on both Application (custom document type) and the JPEG system document type. Refer to Configuring OCR on Document Types on page 70. You can configure custom documents to be automatically indexed by one or more of the following methods: Zonal recognition: Nolji Web searches for zonal keywords anywhere in the OCR text and then performs a proximity search for a regular expression around this word. It is recommended you use zonal recognition for documents whose layouts change or for freeform documents. For zonal recognition, you define: OCR keywords that Nolij Web must find on the document. Item of Interest (IOI), which is data extracted from the document. Page 62 of 305

63 Regular expressions, configured on the IOI, for which Nolij Web searches in proximity to zonal keywords. Zonal keywords around which Nolij Web searches the regular expression. The area (percentage) of the document and the direction of the document in which to search for the regular expression. Multiple IOIs, each configured with a zonal keyword, expression, or both, can be used to index the document. Layout pattern recognition: Nolij Web searches for an IOI in a specific location on a document. You define the IOI in the administrator interface but configure layout pattern recognition in the user interface. Refer to User Guide for Nolij Web Release 6.5.x for more information. Manual recognition: If Nolij Web cannot find the appropriate information using either template or recognition and therefore cannot index a document, you can manually provide this information. You can configure Nolij Web to use one or more methods. For multiple methods, Nolij Web attempts to index documents first using layout pattern recognition, next using zonal recognition, and finally using manual input from Nolij Web end users. 1. Nolij Web scans the OCR contents of the document; Nolij Web determines the document type to which to index the document if OCR keywords are found in the document that matches the OCR keywords defined in Nolij Web. If no OCR keyword matches are found, the document is not processed further. Nolij Web end users can configure identifiers and IOIs on documents. If the OCR keywords match, Nolij Web uses layout pattern recognition. 2. Nolij Web uses layout pattern recognition on the document. Nolij Web first searches for the identifiers. If a template match is found, Nolij Web searches for the configured IOIs by searching for intersected OCR words. If no templates match, Nolij Web performs a zonal recognition, if it is configured. 3. Nolij Web uses zonal recognition to scan an area of the document for OCR words, recognized in the document, within the specified zone. If a regular expression and a zonal keyword are configured, each OCR word in the zonal area is compared against the regular expression. If a regular expression is not configured, but a zonal keyword is, Nolij Web searches in the specified direction next to the zonal keyword and extracts the word it finds. If both a zonal keyword and a regular expression are configured, Nolij Web searches for matches for the regular expression in the specified area around the zonal keyword. 4. After Nolij Web finds the configured IOIs, it attempts to apply a custom name to the document, if it is configured. If a custom name is configured it is applied to the document. If a custom name is not configured, no custom name is applied. Page 63 of 305

64 5. After Nolij Web attempts to apply a custom name, it attempts to index the document to a specified folder, if configured. If a folder is configured, Nolij Web indexes the document to the appropriate location. If a folder is not configured, Nolij Web does not index the document to a folder. Configuring Automatic Indexing for Custom Document Types To configure automatic indexing for custom document types, do the following: 1. In Navigation > Enterprise Hierarchy > Organization > Division > Department > Custom Documents, click the custom document type to select it. 2. Click the Properties tab. 3. Check the Auto Indexing Enabled checkbox to enable automatic indexing on the document type. 4. In the Keywords field, type the OCR keywords that a document must contain so that it is indexed as that document type. Separate multiple words with a space. Note You cannot use an OCR keyword for multiple document types; you must provide different keywords for each document type. Note After you add an IOI, its identifier is automatically generated and assigned to the IOI; it is an automatically incremented number into which values are substituted, such as document names, document ownership values, and values returned from queries. The first IOI is assigned the identifier {0}, the second IOI added is assigned the identifier {1}, and so on. 5. To add an IOI, do the following: 1. Below the Index Variables table, click the Add button. The Index Variable Editor appears. 2. In the Name field, type the name of the IOI. This field is required. 3. For zonal recognition, in the Keyword field, type the word around which a proximity search for the regular expression is performed. This field is optional. 4. For zonal recognition, in the Expression field, type the regular expression for which Nolij Web searches. Nolij Web searches for this expression proximal to all instances of the anchor word, defined in the Keyword field in the dialog box. This field is optional. 5. For zonal recognition, in the Zone Percent field, type the percentage of the document that Nolij Web considers as the zone that surrounds the zonal keyword word, provided in the Keyword field. This value is optional; provide a percentage only if you provided a value in the Keyword field. If you do not provide a value, Nolij Web searches for only words that intersect. 6. For zonal recognition, in the Direction field, specify the direction in which Nolij Web searches for the regular expression. This value is optional; provide a direction only if you provided a value in the Anchor word field. The default direction is right. Page 64 of 305

65 For example, if you search for the [0-9] regular expression around the keyword invoice in a zone of 10 % in the right direction, Nolij Web will search for a match of a single digit number between 0 (zero) and nine in an area of 10% to the right of the word invoice. 7. From the Query drop-down box, optionally select the query that you want to use to convert the value of the regular expression into another value. Create this query in Nolij Web, and then select it from the drop-down box. All Nolij Web queries are displayed in this drop-down box. For more information about creating queries, refer to Configuring Queries on page Click OK. The IOI is added, and its information is added to the Items of Interest table. The identifier is automatically generated and assigned to the IOI. 6. In the Custom Name field, optionally type the name suffix that is added to the document type name after it has been successfully auto-indexed. You can provide any combination and number of constants and keyword substitution flags. For example, type PO to append PO to the end of a custom document name. If you type PO {0}, PO is appended in addition to the value supplied by the {0} identifier. If the {0} identifier has a value of 12345, the text PO is appended to the custom document name. 7. In the Folder ID field, optionally type the method by which to index documents to the document owner. You can provide any combination and number of constants and substitution flags. For example, if you type {1}, the document is moved to the folder, specified by the value supplied by the {1} identifier. If the {1} identifier has a value of 5678, the document is moved the folder If the folder does not exist, Nolij Web creates it. 8. In the Query field, type a query or stored procedure to run after autoindexing has successfully completed. Use IOIs, using the {0} notation, to indicate a document ID (which uses the {docid} notation). For example, for a stored procedure: call testautoindex('{0}', '{docid}') For example, for a query: insert into testtable values )'Invoice number: {0}, Docid: {docid}') 9. Click Save to save your changes. Page 65 of 305

66 10. For a user to be able to automatically index documents, you must also check the Workspace checkbox in the Query Editor for the query associated with the user s workflow. 1. In Navigation > Queries > SQL Queries, click the query associated with the user s workflow to select it. 2. Check the Workspace checkbox. 3. Click Save to save your changes. 11. For a user to be able to identify anchor words and IOIs in documents, you must also enable the Training permission for the user s workflow. For more information about configuring workflow permissions, refer to Configuring Workflow Permissions on page In Navigation > Enterprise Hierarchy, navigate to the appropriate user. 2. Click the Permissions tab. 3. Click next to Workflow to display all the workflows configured in Nolij Web. 4. Right-click the appropriate workflow and select Training. 5. Click Save to save your changes. 12. For layout pattern recognition, anchor words and IOIs must be configured in the Nolij Web user interface. Refer to Perceptive Nolij Web User Guide for more information. Configuring Document Type Location Settings Note You cannot configure any properties for shared document types that belong to another department; you can only view them. Note You cannot configure document location settings for system or custom document types if you are using ImageNow as your storage repository. For more information about using ImageNow as the storage repository, refer to Using Nolij Web with ImageNow on page In Navigation > Enterprise Hierarchy > Organization > Division > Department > System Documents or Custom Documents, click the system or custom document type to select it. 2. Click Location. Note If you are using ImageNow as your storage repository, this tab does not appear for custom documents. 3. Check the Default Document checkbox to set the document type as the default. Refer to Configuring Default Document Types on page 73 for more information on default documents. 4. Check the Define Storage Location checkbox to create a new storage location for the document type. Next, specify the location of the folder in which document types are stored. Page 66 of 305

67 If you do not create a new storage location, the document types are stored in the path specified for the default document type. For more information about the default document type, refer to Configuring Default Document Types on page 73. Note It is recommended that you create storage paths by using descriptive text; for example, include the division and department names in the pathname. 1. If you are using NolijDocServer 5.9.x with Nolij Connect, Nolij Auto Import Server, or the Purge and Retention Module, you must specify, in the Server field, the NolijDocServer URL. 2. In the Root field, type the root directory, which is one level above the path. This field is required and cannot be empty. For example, to store documents in the location /home/nolij Storage/Admissions/Application, the root is /home. 3. In the Path field, type the lowest-level path in which files are stored. This field is required and cannot be empty. For example, to store documents in the location /home/nolij Storage/Admissions/Application, the path is /Nolij Storage/Admissions/Application. For folders on which automatic folder incrementing is configured, it is recommended that you create a path that repeats the lowest-level subdirectory. For example: Nolij Storage/Admissions/Application/Application. When incremental folders are created, those folders are contained in the same folder. For example, if you specify that incremental folders are created on the path Nolij Storage/ Admissions/Application/Application, the paths for the folders are: Nolij Storage/Admissions/Application/Application Nolij Storage/Admissions/Application/Application (00002) Nolij Storage/Admissions/Application/Application (00003) 5. Check the Increment Folder Location checkbox to automatically create additional, incremental folders when the folder exceeds a certain file size or when its entries exceed a certain number. Use this option for document types that you anticipate will increase over time. The pane expands; type the appropriate information. 1. In the Folder Size on Disk (MB) field, type the maximum size, in megabytes, of the folder. 2. In the Number of Files in Folder field, type the maximum number of files that the folder can contain. Note It is recommended that you create incremental folders by using the Number of Files in Folder field and that you specify a value of in this field. Page 67 of 305

68 3. In the Until Date field, type or select the date on which an incremental folder is created. After the folder exceeds its maximum size or after its entries exceed the specified number, no other documents are stored in it. A folder with the same name is created, and a number, which corresponds to the order in which it was created, is appended to it. For the first folder incrementally created, (00002) is appended, and the value increases sequentially by 1 for each additional folder. For example, if you specify that the maximum size of folder Transcripts is 1 MB, after it reaches that size, a new folder named Transcripts (00002) is created. Documents are stored in Transcripts (00002), and if that folder s size exceeds 1 MB, a folder named Transcripts(00003) is created. 6. You can click the Refresh Statistics button so that Nolij Web recalculates the folder size and the number of files contained within a folder for all folders in the Folder List table. 7. You can view the document storage locations for the document type in the Folder List table, which displays information about all incremental folders in which the document type is stored. The first row displays the location that the document type is currently using. The table displays the following information: Table 7: Folder List Table Columns and Descriptions Column Folder Path Size on Disk Description Location of the folder. Size, in MB, of the folder. # of Files Number of files that the folder contains. Date Ended Folder # Locnval Code The date on which files stopped being added to the folder and a new incremental folder was created. The number of the incrementally created folder. For example, the first folder created incrementally has a folder number of 1. The unique LOCNVAL entry in the database for this folder increment. 8. Click Save to save your changes. Configuring Template Documents You can upload a template document of which users, who have the appropriate permissions, can make copies in folders. The document type must have a storage location assigned. 1. In Navigation > Enterprise Hierarchy > Organization > Division > Department > System Documents or Custom Documents, click the system or custom document type to select it. 2. Click the Properties tab. Page 68 of 305

69 3. Click the Upload Template button. The Upload Template dialog box appears. 4. In the Template field, type the path in which the document template is located, or click Browse... and navigate to the location. 5. Click OK. 6. Click Save to save your changes. 7. Give permissions to users to use the template document; refer to Configuring Document Permissions on page Give permissions to users to create copies of template documents; refer to Configuring Workflow Permissions on page You can allow users to send an to a specified address with a copy of the template document. Do the following: 1. In Navigation > Queries, select the appropriate query. 2. In the Advanced Details pane, select the table field that contains the address to use. When users right-click a template document in the Folder Objects pane or right-click a query result in the Query Results pane, Nolij Web displays the Create and menu option that allows users to send the template document as an to the recipient specified in the query. 10. You can merge data from queries into template documents (mail merge) for Microsoft Office Word 2007 or later templates only by using query tags for the appropriate query. When a user adds a document using this template, these tags are replaced with values returned by the query for the folder ID of the selected document. An example query tag is: {12:PERSON.PERSON_LAST_NAME} where 12 is the query SPMA_CODE, and PERSON.PERSON_LAST_NAME is TABLE.FIELD for the field in the return results that you want to replace. You can specify the current date with the tag: {date} To parse the query tags correctly, they must not be separated inside Microsoft Office Word. Tags can be separated when you edit text inside of a query tag and Microsoft Office Word s splits the text into multiple XML elements in the backend, even though the text is displayed as one word or sentence. When tags are separated, they are ignored inside the document. To resolve the issue, cut the tag from the Microsoft Office Word document and then paste it into Microsoft Notepad; next, cut the tag from Microsoft Notepad and then paste it into Microsoft Office Word. Page 69 of 305

70 An example Microsoft Office Word 2007 template is: {date} To: {12:PERSON.PERSON_LAST_NAME}, {12:PERSON.PERSON_FIRST_NAME} {12:PERSON.PERSON_MI} {12:ADDRESS.ADDRESS_CITY}, {12:ADDRESS.ADDRESS_STATE} {12:ADDRESS.ADDRESS_ZIP} Dear {12:PERSON.PERSON_FIRST_NAME}, Welcome to Nolij University. We hope you are enjoying your senior year in {12:ADDRESS.ADDRESS_CITY}. Congratulations on your acceptance to Nolij University. Your Student ID is {12:PERSON.PERSON_PERS_ID}. Nolij University Configuring OCR on Document Types Nolij Web can perform optical character recognition (OCR) on specified document types. Nolij Web captures text from these document types, and users can perform a search for keywords by using the text within them. Note A minimum resolution of 200 dpi is required for OCR; 240 dpi is recommended. For information about how to allow users to perform keyword searches, refer to Enabling Keyword Searches For Documents on page 245. Note You cannot configure OCR on shared document types. When you configure or remove OCR on a document type, OCR is not configured on or removed from any documents in Nolij Web that are already indexed to a document type. OCR is configured for new documents in these ways: When OCR is enabled for a custom document type, OCR is applied to documents that are indexed to the custom document type. When OCR is enabled for a system document type, OCR is applied to system documents that are added to Nolij Web through scanning or the File Explorer pane in Nolij Web. Enabling OCR on Document Types To enable OCR on one document type, do the following: 1. In Navigation > Enterprise Hierarchy > Organization > Division > Department > System Documents or Custom Documents, click the document type on which you want to enable OCR. 2. Click the Properties tab. Page 70 of 305

71 3. Check the OCR Enabled checkbox. 4. Click Save. You can also set the OCR pass percentage value, which is the percentage of words captured in documents of that document type, in the OCR Pass Percent field. If you do not provide a value, the default value, 85%, is used. When Nolij Web performs an OCR on a document, Nolij Web checks the words in a document against the Nolij Web dictionary. Nolij Web recognizes words that the Nolij Web dictionary contains. If Nolij Web does not recognize a word, the word is not associated with the document for a keyword search (end users cannot use this word to search for the document); Nolij Web excludes this word. If Nolij Web captures fewer words than the percentage specified, the document is flagged as not passing the OCR value. The end user can remove the flag from the document. Nolij Web is configured to perform an OCR on the document type, and (OCR) is appended to the document name in Navigation > Enterprise Hierarchy. Figure 10: OCR Document Label To specify that Nolij Web perform an OCR on all document types in a department, do the following: 1. In Navigation > Enterprise Hierarchy > Organization > Division, right-click the department that contains the document types on which you want to perform an OCR. 2. From the pop-up menu, select Set OCR on All. The OCR process is configured for all document types in the department, and (OCR) is appended to the document name. Disabling OCR on Document Types To remove the OCR process from a document type, do the following: 1. In Navigation > Enterprise Hierarchy > Organization > Division > Department > System Documents or Custom Documents, click the document type. 2. Click the Properties tab. 3. Uncheck the Enable OCR checkbox in the Properties pane of the Document Editor. 4. Click Save. To remove the OCR process from all documents in a department, right-click the department and select Remove OCR from All. For information about how to allow users to perform keyword searches, refer to Enabling Keyword Searches For Documents on page 245. Page 71 of 305

72 Configuring Global Document Types Global document types are those that all Nolij Web users can see. A department can create a global document type, and all other departments can view it. You cannot set shared document types as global document type. After users index a document as a global document type, it cannot be indexed to any other index. Also, users can only , delete, and duplicate global document types (this information applies to all roles both those that can create global documents and those who cannot). Enabling Global Document Types To set a document type as global, do the following: 1. In Navigation > Enterprise Hierarchy > Organization > Division > Department > System Documents or Custom Documents, click the document type you want to set as a global document. 2. Click the Properties tab. 3. Check the Global Document checkbox in the Properties pane of the Document Editor. 4. Click Save. The document type is set as a global document. (Global) is appended to the document name in Navigation > Enterprise Hierarchy, and the label changes to bold font. Figure 11: Global Document Label Disabling Global Document Types To reconfigure a global document type as a local one, do the following: 1. In Navigation > Enterprise Hierarchy > Organization > Division > Department > System Documents or Custom Documents, click the document type. 2. Click the Properties tab. 3. Uncheck the Enable Global checkbox in the properties pane of the Document Editor. 4. Click Save. Page 72 of 305

73 Configuring Default Document Types The default document type contains the default storage location. Note the following about default document types: The storage location of the default document type is assigned to a document type that does not have a configured storage location. If no storage locations are configured for any document type, the first document type to which you assign a storage location becomes the default document type. If there is no default document type configured, document types that you add later do not have a storage location unless or until you assign a storage location. Without a storage location, users cannot upload or index documents of these types. You cannot set a document type as the default if its storage location is not specified. Refer to Configuring Document Type Location Settings on page 66 for information on configuring document type storage locations. You cannot set a shared document type as the default document type. If you are using ImageNow as your storage repository, you cannot set custom document types as default document types. To set a document type as the default, do the following: 1. In Navigation > Enterprise Hierarchy > Organization > Division > Department > System Documents or Custom Documents, click the document type that you want to set as the default. 2. Click the Locations tab. Note This tab does not appear for custom documents if you are using ImageNow as your storage repository. 3. Do one of the following: If the document type is already the default, the Default Document checkbox is checked and dimmed (unavailable). If the document type has a storage location but is not the default document type, you can check the Default Document checkbox to set it as the default. After you check the checkbox, it is dimmed and unavailable. If you click Cancel, the document type is set to its original status. If the document type does not have a storage location, the Default Document checkbox is unchecked and dimmed (unavailable). A document type must have a storage location assigned to it to be configured as the default type. Refer to Configuring Document Type Location Settings on page 66 for information on configuring document type storage locations. Click Save to save your changes. Page 73 of 305

74 The document type is set as the default, and its label changes to blue font, and (Default) is appended to the document name in Navigation > Enterprise Hierarchy. Figure 12: Default Document Label If you do not want a document type to be the default, you must set another document type as the default. Deleting Document Types You cannot delete a document type if documents within Nolij Web are indexed to that document type. You receive an error message if you try to delete document types to which documents in Nolij Web are associated. To delete a document, do the following: 1. In Navigation > Enterprise Hierarchy > Organization > Division > Department > System Documents or Custom Documents, right-click the custom or system document you want to delete. 2. From the pop-up menu, select Delete File_Name. A dialog box appears, prompting you to confirm that you want to delete the document. 3. To delete the document, click Yes. The document is deleted and is removed from Navigation > Enterprise Hierarchy. Adding Nolij Web Custom Properties You can add custom properties to be associated with custom document types. You can configure a custom property with a list of values that can be associated with a document, or you can configure a property for which users define their own text. For example, custom properties can be names of document authors, subject information, and categories. When you provide a list of values, users can select one of those values and apply it to a document; users can provide any information for a document when you allow them to type their own text for the document property. You associate a custom property with a custom document type, and users can configure the property on that document type. To associate a property with a document type, refer to Associating Custom Properties with Custom Document Types on page 76. To add a custom property, do the following: 1. In the Navigation pane, right-click Custom Properties. 2. Select Add Custom Property. The Add Custom Property dialog box appears. Page 74 of 305

75 3. Type a name in the dialog box and click OK. A dialog box appears from which you select the property type. 4. From the Property Type drop-down box, select the property type (List of Values or Free Text). For a list of values, you configure the custom property with all of the words that a document can contain; users can select which of these values to apply to the associated document type in the Folder Objects pane. For free text, users can provide any text to associate to the document type. 5. Click OK. The custom property is added and appears in Navigation > Custom Properties. Configuring Lists of Values for Nolij Web Custom Properties To configure a list of possible values for a custom property, do the following: 1. In Navigation > Custom Document Attributes, click the custom property that you want to configure. 2. In the Custom Property pane, in the Possible Values field, click the Add button to add values for the property. The Add Possible Value dialog box appears. 3. Type a value for the custom property and click OK. The value is added to the Possible Values field. You can continue to add values by repeating steps 2 through To delete a value, select the value from the Possible Values field and click Delete; the value is removed from the property. Users can select any of the values that you have configured and apply it to the associated document type in the Folder Objects pane. Deleting Nolij Web Custom Properties To delete a custom property, do the following: 1. In Navigation > Custom Properties, right-click the custom property you want to delete. 2. Select Delete Custom_Document_Property. A dialog box appears, prompting you to confirm that you want to remove the property. 3. Click Yes to delete the property. The property is deleted and is removed from Navigation > Custom Properties. Page 75 of 305

76 Associating Custom Properties with Custom Document Types To associate a custom property with a custom document type, do the following: 1. In Navigation > Enterprise Hierarchy, navigate to the custom document type to which you want to apply the property. 2. Click the custom document type to select it. 3. In the Custom Document Editor, in the Properties tab, check the appropriate checkbox in the Custom Properties pane to select the property to apply to the document type. Users can apply the custom property to documents associated with this document type in the Folder Objects pane. Note This pane does not appear if the department uses ImageNow as the document storage repository. 4. Click Save to save your changes. Page 76 of 305

77 Using Nolij Web with ImageNow You can use Nolij Web with ImageNow in the following ways. You can use fully integrate Nolij Web with ImageNow, using ImageNow as the document storage repository. Users can perform all Nolij Web tasks with tasks with ImageNow documents. Refer to Integrating Nolij Web with ImageNow on page 77. You can allow users to work with ImageNow workflows in which they can perform a number of tasks with ImageNow documents in those workflows. Refer to Using Nolij Web with ImageNow Workflows on page 82. You can allow users to work with ImageNow document views. Refer to Using Nolij Web with ImageNow Document Views on page 84. You can allow users to work with ImageNow folder views. Refer to Using Nolij Web with ImageNow Folder Views on page 85. You can allow users to work with ImageNow task views. Refer to Using Nolij Web with ImageNow Task Views on page 86. Integrating Nolij Web with ImageNow You can fully integrate Nolij Web with ImageNow so that users can perform all Nolij Web tasks with ImageNow documents in the ImageNow document storage repository. Users can work with these documents in the same way in which they work with documents in any other storage repository (for example, move documents within workflows, perform queries, documents, and annotate documents in the Document Viewer). You can also configure forms to display the ImageNow five field information if you are using ImageNow as the document storage repository when users click on ImageNow documents in the user interface. Note The Nolij Web superadministrator must have configured Nolij Web to work with ImageNow during the Nolij Web installation. To integrate Nolij Web with ImageNow, complete the following steps. 1. Add a department and specify that it uses ImageNow as the document storage repository. Refer to Configuring Departments to Use ImageNow as the Storage Repository on page Create an ImageNow document index, which associates Nolij Web folders (folder IDs) with ImageNow drawers. Refer to Associating Nolij Web Folders With ImageNow Drawers on page Assign the ImageNow document index to the workflow and query used by the department using ImageNow as the storage repository. Refer to Configuring Workflow Permissions for ImageNow on page Add and configure ImageNow documents types in Nolij Web. Configuring ImageNow Document Types on page 81. Page 77 of 305

78 Configuring Departments to Use ImageNow as the Storage Repository When you add departments to the Enterprise Hierarchy, you specify if you want the department to use ImageNow as the storage repository. For more information about creating the enterprise hierarchy, refer to Configuring the Enterprise Hierarchy on page 24. Note You can specify if a department uses ImageNow only when you add it; after you add a department, you cannot change whether a department uses ImageNow or Nolij Web as the storage repository. To add a department and specify that it uses ImageNow as the storage repository, complete the following steps. 1. In the Navigation pane, right-click the division under which you want to add a department. 2. From the pop-up menu, click Add Department. 3. In the Add Department dialog box, type the name of the department (for example, Accounts Payable). 4. Select the Use ImageNow as Storage check box to use ImageNow as the document storage repository for the department. Note You cannot change this setting after you add the department. 5. If you are using Nolij Web with ImageNow as the document storage repository, you can select the Using ImageNow Annotations check box to allow users to configure ImageNow annotations on documents instead of Nolij Web annotations. If you select this check box, Nolij Web annotations cannot be configured, and any annotations previously created in Nolij Web are not displayed on documents in this department. Users can add annotations to TIFF files or to the TIFF portion of a composite document only. 6. Click OK. The department is created and appears in Navigation > Enterprise Hierarchy. The Roles, System Documents, and Custom Documents options appear under the department. For more information about adding departments, refer to Configuring Departments on page Create an ImageNow document index, which associate Nolij Web folders (folder IDs) with ImageNow drawers. Refer to Associating Nolij Web Folders With ImageNow Drawers on page 78. Associating Nolij Web Folders With ImageNow Drawers Nolij Web uses folders to store documents; ImageNow uses drawers. You must associate Nolj Web workflows with ImageNow drawers so that, when files are added to Nolij Web, they are also added to the ImageNow storage repository. You must configure a query in Nolij Web, associated with an ImageNow drawer, that retrieves information about the document when it is added to Nolij Web; you specify which information the query returns to display in the five fields in ImageNow. Page 78 of 305

79 For information on configuring queries, refer to Configuring Queries on page In the Navigation pane, click ImageNow Document Index. The ImageNow Document Index pane displays the following information. Name: Name of the document index. Drawer: ImageNow drawer associated with this index; this information is retrieved from ImageNow. Lookup Query: Query used to display the information in the Field columns. Folder Id: Name of the field in which the folder ID will be stored. Field: Contains an expression to indicate what return value from the lookup query is placed into the field. You can use 1 through 5 fields; however, one of the fields is the field in which the folder ID is stored. Modified By: Name of the user who modified the index. 2. Complete one of the following actions. To add a new index, click New. To modify an index, select the appropriate entry in the table and click Edit. 3. In the ImageNow Document Index dialog box, in the Name field, type the name of the index for the document. 4. From the Drawer drop-down box, select the ImageNow drawer associated with the index. 5. From the Folder ID Field drop-down box, select the field in which the folder ID is stored. You define the fields in the Field fields in this dialog box. Note If you do not specify a folder ID, users cannot view documents, stored in ImageNow, in Nolij Web. Note If a folder ID field is cleared in ImageNow, the document cannot be accessed in Nolij Web when Nolij Web first detects the document. After the document enters Nolij Web, it is associated with the ImageNow document ID, replacing the need to associate folder IDs with documents. 6. If you have not already done so, create a query that retrieves the information stored in the fields. For information on configuring queries, refer to Configuring Queries on page From the Metadata Query drop-down box, select the query that retrieves the information stored in the fields. 8. In the Field 1 through Field 5 fields, define one of the fields as the field used to store the folder ID. Do not provide a value in this field; instead, select this field from the Folder ID Field drop-down box. In the other fields, define the expressions used to indicate what return values from the lookup query are placed into the fields. For example, if you type {1} in the Field 2 field, you are returning the value from the first field of the query and displaying it Field Select the Use Unique Field check box to disable content models. Page 79 of 305

80 Document names (or name fields) are used to enable ImageNow content models, which are used for folders in ImageNow. If document names are not used to ensure that documents are different, the combined document keys (ImageNow five fields) must be unique. By using the unique field feature, the name is left empty, and a GUID (globally unique ID) is automatically inserted into one of the ImageNow five fields when a document is added to ImageNow to ensure that the document is unique. 10. To test an index, complete the following substeps. 1. Click Test. 2. In the Test dialog box, type a folder ID, which is used by the query to return values to the appropriate fields. 3. Click OK. A dialog box appears and displays the results of the text. The field you configured as the field in which the folder ID is stored (Folder ID Field) displays the folder ID you provided for the test. The other fields display the information retrieved from the query as defined by the expression used in the fields. 4. Click Close to close the dialog box. 11. Click OK. Configuring Workflow Permissions for ImageNow You must associate the ImageNow document index with the workflow used by the department. For detailed information about configuring workflow permissions, refer to Configuring Workflow Permissions on page 38. For more information about configuring all permissions and the enterprise hierarchy, refer to Configuring the Enterprise Hierarchy on page In Navigation > Enterprise Hierarchy, select the department (by clicking Department Roles for the department), role, or user for which you want to configure permissions. 2. Click the Permissions tab. 3. Click next to Workflow to display all the workflows configured in Nolij Web. 4. For departments that are using ImageNow as the document storage repository, you must associate the appropriate ImageNow document index to the workflow used by the department. Right-click the workflow, select ImageNow Document Index, and click the appropriate ImageNow index to associate with the workflow. 5. Configure other workflow permissions, as appropriate. Refer to Configuring Workflow Permissions on page Assign the ImageNow document index to the workflow and query used by the department using ImageNow as the storage repository. Refer to Configuring Workflow Permissions for ImageNow on page 80. Page 80 of 305

81 Configuring ImageNow Document Types If you are using ImageNow as your storage repository, you can add ImageNow document types as Nolij Web system or custom document types. You associate the Nolij Web document type with the corresponding ImageNow document type that is configured in ImageNow. Note To verify that a department is using ImageNow as the storage repository, select the department in the Enterprise Hierarchy and verify that the Use ImageNow as Storage check box is selected. If the document type has ImageNow custom attributes, you can configure Nolij Web to run a query that retrieves values and maps them to custom document attributes. 1. Do one of the following. To add a new document, in Navigation > Enterprise Hierarchy > Organization > Division > Department, right-click System Documents or Custom Documents. Add documents, as appropriate. For detailed information about adding Adding System Document Types on page 55 and Adding Custom Document Types on page 58. To modify an ImageNow document, in Navigation > Enterprise Hierarchy > Organization > Division > Department > System Documents or Custom Documents, click the ImageNow document type to select it. 2. Click the ImageNow tab. 3. From the ImageNow Type drop-down box, select the ImageNow document type, defined in ImageNow, to which to map the Nolij Web custom document type. The drop-down box displays all ImageNow document types that are configured in ImageNow. For custom documents, if the ImageNow document type has custom properties associated with it (configured in ImageNow), the Custom Properties table displays the custom properties. You can define a query and regular expressions to retrieve query values and map those values to the custom document properties. Note Custom properties are assigned to document types. The folder ID you use must be consistent across the department. 4. For custom document types, if you have not already done so, create a query that retrieves the information about the ImageNow document type. For information on configuring queries, refer to Configuring Queries on page From the Query drop-down box, select the query that retrieves information about the ImageNow document type. 6. For custom document types, select a custom property from the table and press the Edit button. A dialog box appears in which you can edit or add the expression used to indicate which return values are mapped to the document type. 7. Select a custom property from the table and press the Edit button. A dialog box appears in which you can edit or add the expression used to indicate the document type. When users index a document as this ImageNow document type, the query that you specified is run against the folder in which the document resides. The value for the query fields, that you defined with the expression, are mapped to the custom properties. Page 81 of 305

82 For example, for the ImageNow document type Application, you want to associate the custom property BIRTHDATE with a value returned from a query. The fifth field of information returned by the query is the birthdate. If you type {4} in the Expression field from the BIRTHDATE property, you specify that you want to return the value from the fifth field of the query and use it as the value for the BIRTHDATE custom property. When a user indexes a document as the ImageNow document type Application, the query that you specified is run. The value that you returned for the fifth query field is mapped to the BIRTHDATE property. Note If the custom property configured on a document type is a string, date or a number, users can provide almost any value when they configure custom properties in the Folder Objects pane. However, if the custom property is a list, user group, or flag, if users provide values that are not defined for the property in ImageNow, when the document is indexed, the property is not set on the document. For example, for lists, users must provide a value predefined for the list custom property. If they do not, the value they specify is not applied to the list custom property. 8. Configure other document type properties, as appropriate. Refer to Configuring Document Types on page 51. Note You cannot configure location settings for documents if you use ImageNow as the document storage repository. 9. Add and configure ImageNow documents types in Nolij Web. Configuring ImageNow Document Types on page 81. Deleting ImageNow Document Indexes To delete an index, complete the following steps. 1. In the Navigation pane, click ImageNow Document Index. 2. Select the index you want to delete and click the Delete button. Using Nolij Web with ImageNow Workflows You can allow users to work with the ImageNow workflows. All work that users perform in ImageNow workflows occurs in ImageNow; users only use the Nolij Web interface to access ImageNow workflows. There are several prerequisites you must complete before you can use Nolij Web with ImageNow workflows. Configure other permissions, as appropriate. Refer to Refer to Configuring the Enterprise Hierarchy on page 24. Users must also have the appropriate permissions in ImageNow to work with the selected workflows. The Nolij Web superadministrator must have configured Nolij Web to work with ImageNow during Nolij Web installation. Page 82 of 305

83 1. In Navigation > Enterprise Hierarchy, select the department (by clicking Department Roles for the department), role, or user for which you want to configure permissions. 2. Click the Permissions tab. 3. Click next to Workflow to display all the workflows configured in Nolij Web. 4. Select the check box for the ImageNow workflow that the department, role, or user has permissions to workflow. You can select multiple workflows. 5. To allow users to add and modify Nolij Web annotations in ImageNow workflows, right-click the workflow and select Edit Annotations. If this permission is not enabled, users can view annotations but not add or modify them. Note Nolij Web annotations cannot be viewed on the document in ImageNow. 6. To allow users to add and modify Nolij Web redactions, right-click the workflow and select Edit Redactions. If this permission is not enabled, users can view redactions but not add or modify them. Note Nolij Web redactions cannot be viewed on the document in ImageNow. 7. To allow users to print documents in the Document Viewer, right-click the workflow and select Print Documents. 8. To allow users to view supplemental ImageNow eforms for the workflow, right-click the workflow and select Supplemental eforms. 9. To allow users to documents as an attachment, right-click the workflow and select Attachment. 10. To enable the Related Document feature, right-click the workflow and select Related Document View; then, in the pop-up dialog box, select the field index to use for the relationship from the Linking Field drop-down box. When users select documents in a workflow on which this feature is enabled, the Related Document view associated with the workflow appears in the Nolij Web interface and displays the documents related to the selected document. Note You must have a workflow in ImageNow configured to return only document types identified in the Related Document feature. 11. For a department, select the Apply changed (red) items to children on save check box to apply your changes to the department s roles and users. This check box is selected by default. For a role, select this check box to apply your changes to the role s users. When users are added to the role, these settings are applied to the users. 12. To save your changes, click Save. 13. Configure other permissions, as appropriate. Refer to Configuring the Enterprise Hierarchy on page 24. Page 83 of 305

84 Using Nolij Web with ImageNow Document Views There are several prerequisites you must complete before you can use Nolij Web with ImageNow document views. Configure other permissions, as appropriate. Refer to Refer to Configuring the Enterprise Hierarchy on page 24. Users must also have the appropriate permissions in ImageNow to work with the selected document views. The Nolij Web superadministrator must have configured Nolij Web to work with ImageNow during Nolij Web installation. To select the ImageNow document views that users can use, complete the following steps. 1. In Navigation > Enterprise Hierarchy, select the department (by clicking Department Roles for the department), role, or user for which you want to configure permissions. 2. Click the Permissions tab. 3. Click next to ImageNow Document Views to display all ImageNow document views. 4. Select the check box for the ImageNow document view that the department, role, or user has permissions to view. You can select multiple views. 5. For a department, select the Apply changed (red) items to children on save check box to apply your changes to the department s roles and users. This check box is selected by default. For a role, select this check box to apply your changes to the role s users. When users are added to the role, these settings are applied to the users. 6. To allow users to add and modify Nolij Web annotations in ImageNow document views, right-click the document view and select Edit Annotations. If this permission is not enabled, users can view annotations but not add or modify them. Note Nolij Web annotations cannot be viewed on the document in ImageNow. 7. To allow users to add and modify Nolij Web redactions, right-click the view and select Edit Redactions. If this permission is not enabled, users can view redactions but not add or modify them. Note Nolij Web redactions cannot be viewed on the document in ImageNow. 8. To allow users to print documents in the Document Viewer, right-click the document view and select Print Documents. 9. To allow users to view supplemental ImageNow eforms for the document view, right-click the document view and select Supplemental eforms. 10. To allow users to documents as an attachment, right-click the document view and select Attachment. 11. To enable the Related Document feature, right-click the document view and select Related Document View; then, in the pop-up dialog box, select the field index to use for the relationship from the Linking Field drop-down box. Page 84 of 305

85 When users select documents in a document view on which this feature is enabled, the Related Document view associated with the document view appears in the Nolij Web interface and displays the documents related to the selected document. Note You must have a document view in ImageNow configured to return only document types identified in the Related Document feature. 12. To save your changes, click Save. 13. Configure other permissions, as appropriate. Refer to Configuring the Enterprise Hierarchy on page 24. Using Nolij Web with ImageNow Folder Views There are several prerequisites you must complete before you can use Nolij Web with ImageNow folder views. Configure other permissions, as appropriate. Refer to Refer to Configuring the Enterprise Hierarchy on page 24. Users must also have the appropriate permissions in ImageNow to work with the selected folder views. The Nolij Web superadministrator must have configured Nolij Web to work with ImageNow during Nolij Web installation. To select the ImageNow folder views that users can use, complete the following steps. 1. In Navigation > Enterprise Hierarchy, select the department (by clicking Department Roles for the department), role, or user for which you want to configure permissions. 2. Click the Permissions tab. 3. Click next to ImageNow Folder Views to display all ImageNow folder views. 4. Select the check box for the ImageNow folder view that the department, role, or user has permissions to view. You can select multiple folder views. 5. For a department, select the Apply changed (red) items to children on save check box to apply your changes to the department s roles and users. This check box is selected by default. For a role, select this check box to apply your changes to the role s users. When users are added to the role, these settings are applied to the users. 6. To allow users to add and modify Nolij Web annotations in ImageNow folder views, right-click the folder view and select Edit Annotations. If this permission is not enabled, users can view annotations but not add or modify them. Note Nolij Web annotations cannot be viewed on the document in ImageNow. 7. To allow users to add and modify Nolij Web redactions, right-click the folder view and select Edit Redactions. If this permission is not enabled, users can view redactions but not add or modify them. Note Nolij Web redactions cannot be viewed on the document in ImageNow. Page 85 of 305

86 8. To allow users to print documents in the Document Viewer, right-click the folder view and select Print Documents. 9. To allow users to view supplemental ImageNow eforms for the folder view, right-click the folder view and select Supplemental eforms. 10. To allow users to documents as an attachment, right-click the folder view and select Attachment. 11. To save your changes, click Save. Using Nolij Web with ImageNow Task Views There are several prerequisites you must complete before you can use Nolij Web with ImageNow task views. Configure other permissions, as appropriate. Refer to Refer to Configuring the Enterprise Hierarchy on page 24. Users must also have the appropriate permissions in ImageNow to work with the selected task views. The Nolij Web superadministrator must have configured Nolij Web to work with ImageNow during Nolij Web installation. To select the ImageNow task views that users can use, complete the following steps. 1. In Navigation > Enterprise Hierarchy, select the department (by clicking Department Roles for the department), role, or user for which you want to configure permissions. 2. Click the Permissions tab. 3. Click next to ImageNow Task Views to display all ImageNow task views. 4. Select the check box for the ImageNow task view that the department, role, or user has permissions to workflow. You can select multiple task views. 5. To allow users to add and modify Nolij Web annotations in ImageNow workflows, right-click the task view and select Edit Annotations. If this permission is not enabled, users can view annotations but not add or modify them. Note Nolij Web annotations cannot be viewed on the document in ImageNow. 6. To allow users to print documents in the Document Viewer, right-click the workflow and select Print Documents. 7. To allow users to view supplemental ImageNow eforms for the task view, right-click the task view and select Supplemental eforms. 8. To allow users to the document as an attachment, right-click the task view and select Attachment. Page 86 of 305

87 9. For a department, select the Apply changed (red) items to children on save check box to apply your changes to the department s roles and users. This check box is selected by default. For a role, select this check box to apply your changes to the role s users. When users are added to the role, these settings are applied to the users. 10. To save your changes, click Save. Page 87 of 305

88 Configuring Queries Queries allow users to access information from one or more databases. Queries return results from database tables and display the results in the form of virtual folders. These folders link electronic information to database records. Users can add documents to Nolij Web folders in several ways, such as scanning documents and dragging and dropping documents from the Nolij Web File Explorer pane, thereby associating those documents with the database record. You can create and assign multiple queries to departments, roles, and users; however, you must always create a query that returns a list of query results. Building queries requires knowledge of tables and table data within the database. It is also important to understand the names and types of foreign key and primary key relationships between all affected tables. You can create SQL queries and advanced queries. With advanced queries, you configure web services for communication when you are using a web-based API, instead of SQL. Refer to these topics for more information: Viewing the Query Summary on page 89. Adding Queries on page 89. Configuring Queries for IBM DB2 on page 90. Adding Query Fields on page 90. Joining Tables for SQL Queries on page 93. Viewing and Configuring Query Properties on page 95. Specifying If Queries Return One Row or Multiple Rows for SQL Queries on page 101. Specifying the Number of Rows Returned From SQL and Advanced Queries on page 100. Creating and Specifying Stored Procedures for SQL Queries on page 101. Configuring Query Folder Labels for SQL Queries on page 103. Configuring Query Folder Labels for SQL Queries on page 103. Ordering the Query Results for SQL and Advanced Queries on page 104. Adding WHERE Clauses for SQL Queries on page 104. Modifying WHERE Clauses for SQL Queries on page 106. Modifying FROM Clauses for SQL Queries on page 106. Testing SQL and Advanced Queries on page 112. Modifying Query Fields on page 107. Assigning Queries to Workflows on page 114. Adding and Configuring Batch Queries on page 114. Adding and Configuring Subindex Queries on page 118. Page 88 of 305

89 Viewing the Query Summary To view summary information about the queries that are configured in Nolij Web, click Queries in the Navigation pane. The Query Summary table provides the following information: Name: Name of the query. In Use: If the checkbox is checked, the query is associated to a workflow and assigned to a user. Modified By: Username of the user who modified the query. Modified On: Date on which the query was modified. Created By: Username of the user who created the query. Created On: Date on which the query was created. To select the columns that are displayed: 11. Point your mouse to the edge of a column and click. 12. Click Columns. 13. Check the checkbox for the column you want to display. Adding Queries Note For detailed information about configuring batch queries, which store miscellaneous groups and documents and which use Nolij Web indexing tables, refer to Adding and Configuring Batch Queries on page 114. Note For detailed information about configuring subindex queries, which allow you to associate documents with primary and secondary indexing values, refer to Adding and Configuring Subindex Queries on page 118. Note To add a new SQL or advanced query, do the following: 1. In the Navigation pane, click Queries. 2. Do one of the following: To add a SQL query, right-click SQL Queries; then, select Add SQL Query from the pop-up menu. The Add SQL Query dialog box appears. To add an advanced query, right-click Advanced Queries; then, select Add Advanced Query from the pop-up menu. The Add Advanced Query dialog box appears. 3. Type the name of the query. Page 89 of 305

90 4. Click OK. The query is created and appears under Navigation > Queries. 5. Add query fields to the query, beginning with the folder ID of the query. Refer to Adding Query Fields on page 90. Configuring Queries for IBM DB2 If you are using IBM DB2 older than the current release, you may need to do the following: You must manually add query fields to the query. Do not provide a value in the Owner field in the Add Database Field dialog box. Edit the FROM clause to remove the null from the clause. Adding Query Fields You build a query by adding query fields to it. The first field you must add to a query is the folder ID of the query, which is the unique identifier for the query. You can add multiple fields to the folder ID. Nolij Web uses the folder ID to uniquely identify the folder associated with the record that the query returns. The folder ID is the value by which documents are indexed. Next, you add the table fields that are used as the query search fields. When you add fields to a SQL query, information is displayed in the Query Editor pane, which appears when you click a query to select it. Fields are not displayed for advanced queries. For SQL queries, you can click information. in the Database Browser dialog box to refresh database connection Note You must manually add fields for SQL queries for IBM DB2. Refer to Manually Adding SQL Query Fields on page 91. Adding SQL Query Fields Note You can also add fields manually for SQL queries. You may need to manually add fields for SQL queries for IBM DB2. Refer to Manually Adding SQL Query Fields on page 91. Note To add SQL query fields, do the following 1. In Navigation > Queries > SQL Queries, right-click the query you want to configure. 2. Click Add Query Field. The Database Browser dialog box appears. 3. Click the database that contains the tables you want to access to expand the list of tables. 4. Navigate to the primary query table, which must contain the field used to uniquely identify the query (folder ID). 5. Click the table to expand the list of fields in the tables and click the field to select it. Page 90 of 305

91 6. Check the Folder ID checkbox to specify that this query field is the query folder ID. Note The first field you add to a query is either a portion of or the entire value of the folder ID of the query. This checkbox is dimmed and unavailable for the first field you select, which is always part of the folder ID. 7. Check the Searchable checkbox to specify that the query field can be searched. If the field is a primary key field, is system-generated, and does not provide meaningful information to the user, you should not set it as a searchable field. 8. Click Apply to add the field. 9. Add additional fields. You can add more fields to the folder ID, and you can add query fields. Follow the procedure in step 3 through step Click OK to apply your changes and close the dialog box. 11. Click Save to save your changes. 12. You can test the query at any time by clicking the Test Query button in the SQL pane of the Query Editor. Refer to Testing SQL and Advanced Queries on page Configure the appropriate query properties. Refer to Viewing and Configuring Query Properties on page 95. Manually Adding SQL Query Fields Note You must manually add queries for DB2. To manually add SQL fields, do the following: 1. In Navigation > Queries > SQL Queries, right-click the query you want to configure. 2. Click Add Query Field. The Database Browser dialog box appears. 3. Right-click the database that contains the tables you want to access and select Add Field Manually. Add Database Field dialog box appears. 4. The Database field displays the name of the database. You cannot modify this field. 5. In the Owner field, type the name of the system owner. This value depends on the database. Note Do not type a value in the Owner field for DB2. For example, for Oracle, the Owner field is the schema name. 6. In the Table field, type the name of the table you want to add. 7. In the Field field, type the name of the field you want to add. 8. From the Type drop-down box, select the type of information (String, Numeric, or Date) that the field contains. 9. Check the Folder ID checkbox to specify that this query field is the query folder ID. Page 91 of 305

92 Note The first field you add to a query is either a portion of or the entire value of the folder ID of the query. This checkbox is dimmed and unavailable for the first field you select, which is always part of the folder ID. 10. Check the Searchable checkbox to specify that the query field can be searched. If the field is a primary key field, is system-generated, and does not provide meaningful information to the user, you should not set it as a searchable field. 11. Click OK to close the dialog box and add the field. Adding Advanced Query Fields To add advanced query fields, do the following: 1. In Navigation > Queries > Advanced Queries, select the query you want to configure. 2. Click Add in the Query Fields pane. The Query Field Editor dialog box appears. 3. In the Label Name field, type the name of the label for the query field. 4. Check the Searchable checkbox to specify that the query field can be searched. If the field is a primary key field, is system-generated, and does not provide meaningful information to the user, you should not set it as a searchable field. 5. Check the Hidden checkbox to specify that the query field is not displayed. 6. Check the Folder ID checkbox to specify that this query field is the query folder ID. 7. Check the Result Label checkbox to use this query field as the field by which to label virtual folders returned from the query. The default label used for the virtual folders returned from a query is the primary key value. Typically, this value is system-generated and is not meaningful to the user. 8. Check the Cap Lock checkbox to specify that text displayed in the query field appears in all uppercase (capital) letters by checking the checkbox 9. In the Tooltip field, type the text for the tooltip, which appears when a mouse is hovered over the query field. 10. In the Field Size field, type the size of the field, in pixels. 11. Right-click the Label Color, Label Background Color, Field Color, or Field Background Color field. 12. You can select a color from the color pallet that appears in the pop-up menu, or you can specify a custom color by selecting Color Chooser. Proceed to the next step if you are specifying a custom color. You can also select the default Color by clicking Default. Page 92 of 305

93 13. Specify the color of the field or label by doing any of the following: Use the color selector or color slider. In the color selector area, select move it to the desired color. and move it to the desired color, or click the color slider and Specify a color by providing the appropriate values in the H, S, and V text fields to configure the hue, saturation, and value. 1. Click the H radio button and type a number in the H text field or use the color slider to specify the hue. Hue is expressed as an angle from 0 to 360 degrees corresponding to a location on the color wheel. 2. Specify the saturation and value. Click the S or V radio button and specify the value using the color selector area or the color slider, or type numbers in the S or V fields. Saturation and value are expressed as percentages. Specify a color by providing the appropriate values in the R, G, and B fields by configuring the value of red, green, and blue components of a color. Do one of the following: Click the R, G, or B radio button and type numbers in the R, G, and B text fields. Valid values range from 0 to 255, where 0 is no color, and 255 is pure color. Click the R, G, or B radio button and specify the color using the color selector area or the color slider. Specify a color by providing its hexadecimal value, which is the six-digit number that defines the red, green, and blue components of a color. Each digit ranges in value from 0 to f. In the # text field, type the hexadecimal value. For instance, type ffffff for white or ff0000 for pure red. 14. Click OK to close the dialog box. The query field appears in the Query Fields pane. 15. Click Save to save your changes. 16. You can test the query at any time by clicking the Test Query button in the Details pane of the Query Editor. Refer to Testing SQL and Advanced Queries on page Configure the appropriate query properties. Refer to Viewing and Configuring Query Properties on page 95. Joining Tables for SQL Queries When you add a new table to a SQL query, the Join Query Panel dialog box appears. In this dialog box, you manually join two tables using the fields, in each table, that have the same value. Page 93 of 305

94 Figure 13: Join Query Panel Page 94 of 305

95 In the Join Query Panel dialog box, do the following: 1. In the Current Table(s) pane, click the table you want to join to expand the list of fields it contains. 2. Click the appropriate field to select it. The field is displayed in the Left Half pane. 3. In the New Table pane, click the appropriate table, which expands the list of fields it contains. 4. Click, to select, the appropriate field whose value matches the value specified in the Current Table(s) pane. The field is displayed in the Right Half pane. The JOIN clause retrieves results only when there is at least one match in both tables. You can set the clause as a SQL OUTER JOIN clause. In a SQL outer join, the query accesses multiple tables and returns results even when there are no matches between the joined tables. For example, to set a SQL OUTER JOIN clause in Oracle, right-click the Right Half pane and select Outer Join from the pop-up menu. (+) appears in the Right Half pane. 5. Click Apply to apply the join. 6. The JOIN clause appears in the Join Conditions pane. 7. Click OK to apply your changes and close the dialog box. The WHERE clause for the join appears in the SQL View pane. 8. Click Save to save your changes. Viewing and Configuring Query Properties After you have added fields to the query, configure the query properties. Viewing and Configuring SQL Query Properties 1. In Navigation > Queries > SQL Queries, click the query you want to configure to select it. 2. In the Query Editor pane, configure the appropriate properties, as described in the following table. Page 95 of 305

96 Table 8: Query Editor Pane Elements and Descriptions Element Description Details pane Name field Max Rows field Filter Threshold field Folder ID field Single Row checkbox Workspace checkbox Stored Procedure checkbox Procedure Name field Create SP button Update button Drop SP button Name of the query, which you can modify. Refer to Modifying Query Names for SQL and Advanced Queries on page 100. Maximum number of rows that the SQL statement returns. Refer to Specifying the Number of Rows Returned From SQL and Advanced Queries on page 100. Maximum number of documents that query folders can contain. Refer to Specifying the Number of Rows Returned From SQL and Advanced Queries on page 100. Folder ID, which is the unique identifier, of the query. You cannot modify this field. Specifies if the query returns multiple rows of information for a folder ID. Refer to Specifying If Queries Return One Row or Multiple Rows for SQL Queries on page 101. Allows an end user to automatically index documents for this query, when this query is assigned to the user s workflow. For more information, refer to Automatically Indexing Custom Document Types on page 62. Specifies if the SQL is a stored procedure. Refer to Creating and Specifying Stored Procedures for SQL Queries on page 101. Name of the stored procedure, if the SQL code is a stored procedure. Refer to Creating and Specifying Stored Procedures for SQL Queries on page 101. Creates a stored procedure. Refer to Creating and Specifying Stored Procedures for SQL Queries on page 101. Updates a stored procedure; available when you select an existing stored procedure. Refer to Updating Stored Procedures for SQL Queries on page 101. Deletes a stored procedure. Refer to Deleting Stored Procedures for SQL Queries on page 102. Advanced Details pane Context Search checkbox Specifies if the query contains a context search field, which allows users to search for documents using keywords. For more information, refer to Enabling Context Search for SQL Queries on page 102. For information about the steps involved to allow users to search for documents using keywords, refer to Enabling Keyword Searches For Documents on page 245. Link checkbox Specifies that queries are linked to custom indexes in Nolij Web index tables. Refer to Linking to Custom Indexes for SQL Queries on page 102. Batch queries and subindex queries use Nolij Web index tables. Refer to Adding and Configuring Batch Queries on page 114 for information on batch queries. Refer to Adding and Configuring Subindex Queries on page 118 for information on subqueries. Page 96 of 305

97 Table 8: Query Editor Pane Elements and Descriptions (Continued) Element Index to field Using drop-down list and field Sub-Indexing checkbox Sub-Index Label field Link Sub-Index to drop-down list Address drop-down box Description Ordinal value of the field with which a custom index is associated. Refer to Linking to Custom Indexes for SQL Queries on page 102. Name of the index to which a query is linked. Refer to Linking to Custom Indexes for SQL Queries on page 102. Specifies that a query is a subindex query. Refer to Linking to Custom Indexes for SQL Queries on page 102. Ordinal values that correspond to the query fields used for the query folder labels, for subindex queries. Refer to Linking to Custom Indexes for SQL Queries on page 102. Document type to which documents are indexed when they are moved in to subfolders, for subindex queries. Refer to Linking to Custom Indexes for SQL Queries on page 102. Select the field that contains the address to which users can template documents. For more information about template documents, seeconfiguring Template Documents on page 68. You must also provide the address from which users can send s for the appropriate users. Refer to Configuring Permissions on page 33. Use Document Type Fil er checkbox Use Document Date Filter checkbox Check to modify the query to include the document type (index type). Check to modify the query to include the date on which the document was created. Page 97 of 305

98 Table 8: Query Editor Pane Elements and Descriptions (Continued) Element Description SQL View pane Add Where clause button Edit From clause button Edit Where clause button Test Query button Allows you to add a WHERE clause. Refer to Testing SQL and Advanced Queries on page 112. Allows you to manually edit the FROM clause. Refer to Modifying FROM Clauses for SQL Queries on page 106. Allows you to manually edit the WHERE clause. Refer to Modifying WHERE Clauses for SQL Queries on page 106. Click to open the Query Preview dialog box, which allows you to test that the query functions properly. For more information, refer to Testing SQL and Advanced Queries on page 112. Results Labels pane Contains the fields that you can use as labels for query results folders. Refer to Configuring Query Folder Labels for SQL Queries on page 103. Order By pane Contains the fields that you can use to order the query results. Refer to Ordering the Query Results for SQL and Advanced Queries on page 104. Viewing and Configuring Advanced Query Properties 1. In Navigation > Queries > Advanced Queries, click the query you want to configure to select it. 2. In the Query Editor pane, configure the appropriate properties, as described in the following table. Table 9: Query Editor Pane Elements and Descriptions Element Description Details pane Name field Max Rows field Max Folder IDs field Workspace checkbox Name of the query, which you can modify. Refer to Modifying Query Names for SQL and Advanced Queries on page 100. Maximum number of rows that the SQL statement returns. Refer to Specifying the Number of Rows Returned From SQL and Advanced Queries on page 100. Maximum number of documents that query folders can contain. Refer to Specifying the Number of Rows Returned From SQL and Advanced Queries on page 100. Allows an end user to automatically index documents for this query, when this query is assigned to the user s workflow. For more information, refer to Automatically Indexing Custom Document Types on page 62. Page 98 of 305

99 Table 9: Query Editor Pane Elements and Descriptions (Continued) Element Context Search checkbox Use Detail Retrieval checkbox Configure Web Service button Description Specifies if the query contains a context search field, which allows users to search for documents using keywords. For more information, refer to Enabling Context Search for Advanced Queries on page 102. Check to use a detail web service, which performs a reverse search from a folder ID. Click to configure the web service. Refer to Configuring Web Services for Advanced Queries on page 110. Test Query button Click to test the query. Refer to Testing SQL and Advanced Queries on page 112. Configure Detail Web Service button Click to configure the detail web service. Refer to Configuring Web Services for Advanced Queries on page 110. Folder ID pane Folder ID, which is the unique identifier, of the query. You cannot modify this field. Results Labels pane Contains the fields that you can use as labels for query results folders. Refer to Configuring Query Folder Labels for SQL Queries on page 103. Query Fields pane Displays the following information about query fields: Label: Label name of the query field. Searchable: Indicates whether the field is searchable. Hidden: Indicates whether the field is hidden. Cap Lock: Indicates if text displayed in the query field appears in all uppercase (capital) letters. Field Size: Size, in pixels, of the field. Label Color: Indicates the label foreground color. Label Background: Indicates the label background color. Field Color: Indicates the label foreground color. Field Background: Indicates the field background color. Tool Tip: Displays text that is displayed as a tooltip when the mouse hovers over the field. Page 99 of 305

100 Modifying Query Names for SQL and Advanced Queries To modify the name of a SQL or advanced query, do the following: 1. In Navigation > Queries, click the query you want to configure to select it. 2. In the Details pane in the Query Editor, type the name of the query in the Name field. 3. Click Save to save your changes. The name of the query is updated in Navigation > Queries. Specifying the Number of Rows Returned From SQL and Advanced Queries You can specify the maximum number of rows returned for SQL or advanced queries. Lower values typically decrease the amount of time elapsed during a query execution. Do the following: 1. In Navigation > Queries, click the query you want to configure to select it. 2. Do one of the following: For SQL queries, in the Details pane in the Query Editor, type the maximum number of rows returned by the query in the Max Rows field. For SQL queries, in the Details pane in the Advanced Service Query editor, type the maximum number of rows returned by the query in the Max Folder IDs field. 3. Click Save to save your changes. Specifying the Filter Threshold for SQL and Advanced Queries To specify the filter threshold value for SQL or advanced queries, which is the maximum number of documents a query folder can display, do the following: 1. In Navigation > Queries, click the query you want to configure to select it. 2. In the Details pane in the Query Editor, type the value for the filter threshold in the Filter Threshold field. 3. Click Save to save your changes. The documents displayed in a folder are determined by the query sort order (refer to Ordering the Query Results for SQL and Advanced Queries on page 104). If a folder contains more documents than the filter threshold value, the folder displays documents, according to the sort order, starting from the first document up to number specified by the filter threshold value. Page 100 of 305

101 Specifying If Queries Return One Row or Multiple Rows for SQL Queries You can specify that a query can return one row or multiple rows per folder ID for SQL queries. For example, if you joined a STUDENT table and another table, the query may return more than one row of information per student. 1. In Navigation > Queries > SQL Queries, click the query you want to configure to select it. 2. In the Details pane in the Query Editor, check the Single Row checkbox if the query returns one row of information per folder ID. 3. Click Save to save your changes. Creating and Specifying Stored Procedures for SQL Queries SQL queries can be stored procedures or SQL statements. You can specify if the SQL code in a query is a stored procedure. Stored procedures are portions of code that perform a specific task, mostly independent of the residual code. Stored procedures are saved in the database, and you can run stored procedures from the database and use the code for multiple queries. Note You can create stored procedures in Oracle only. 1. In Navigation > Queries > SQL Queries, click the query you want to configure to select it. 2. In the Details pane in the Query Editor, check the Stored Procedure checkbox. 3. Type a name in the Procedure Name field. 4. Click Create SP to create the stored procedure. 5. Click Save to save your changes. The stored procedure is saved to the database. You can use the stored procedure as a framework to which you can add information, using an appropriate database management tool or Nolij Web. Updating Stored Procedures for SQL Queries To view and update a stored procedure, do the following: To delete a stored procedure, do the following 1. In Navigation > Queries > SQL Queries, click the query you want to configure to select it. 2. In the SQL View pane, modify the stored procedure, as appropriate. 3. In the Details pane in the Query Editor, click Update. The stored procedure is updated in the database. Page 101 of 305

102 Deleting Stored Procedures for SQL Queries To delete a stored procedure, do the following 1. In Navigation > Queries > SQL Queries, click the query you want to configure to select it. 2. In the Details pane in the Query Editor, click Drop SP. The stored procedure is deleted from the database. Enabling Context Search for SQL Queries To enable context search a SQL query, do the following: 1. In Navigation > Queries, > SQL Queries, click the query you want to configure to select it. 2. Check the Context Search checkbox. 3. Click Save to save your changes. Note For information about the steps involved to allow users to search for documents using keywords, refer to Enabling Keyword Searches For Documents on page 245. Enabling Context Search for Advanced Queries To enable context search on an advanced query, do the following: 1. In Navigation > Queries, > SQL Queries, click the query you want to configure to select it. 2. Check the Context Search checkbox. 3. Click Save to save your changes. 4. Click the Web Detail or Use Web Detail checkbox to configure the web service to use context search. Refer to Configuring Web Services for Advanced Queries on page 110 for more information. Linking to Custom Indexes for SQL Queries You can use Nolij Web index tables to store custom indexes. You typically use Nolij Web index tables for batch queries and subindex queries. Refer to Adding and Configuring Batch Queries on page 114 for more information about batch queries. Refer to Adding and Configuring Subindex Queries on page 118 for more information about subindex queries. 1. In Navigation > Queries > SQL Queries, click the query you want to configure to select it. 2. In the Advanced Details pane, check the Link checkbox to specify that you want to link the query to a custom index. 3. In the Index to field, type the number that is the ordinal value of the field with which the index is associated. 4. In the Using drop-down box and field, type the name of the index. You must specify a unique name. Page 102 of 305

103 5. For subindexing queries, do the following: 1. Check the Sub-Indexing checkbox to specify that the query is a subindex query. 2. In the Sub-Index Label field, type the ordinal values that correspond to the query fields used for the query folder labels. These values correspond to the position of the query field in the SELECT statement of the query. The first field in a SELECT statement has the ordinal value of 0 (zero). Separate multiple values with a comma (, ). For example, if you use the PERSON_PERSON_LAST_NAME and PERSON_PERSON_FIRST_NAME fields to label query folder results, and the SELECT statement is: SELECT NOLIJWEB.PERSON.PERSON_PERSON_ID NOLIJWEB.GIFT.GIFT_GIFT_NO NOLIJWEB.PERSON.PERSON_LAST_NAME NOLIJWEB.PERSON.PERSON_FIRST_NAME NOLIJWEB.GIFT.GIFT_GIFT_NO you would type 2, 3 in the Sub-Index label field. Note that PERSON_PERSON_ID has the ordinal value of 0. PERSON_PERSON_LAST_NAME is the third field in the SELECT statement, so you would type 2, the ordinal value, for this field. PERSON_PERSON_FIRST_NAME is the fourth field, so you would type From the Link Sub-Index to drop-down list, select the document type to which any documents are indexed when they are moved into subfolders. 6. Click Save to save your changes. Configuring Query Folder Labels for SQL Queries The default label used for the virtual folders returned from a SQL query is the primary key value. Typically, this value is system-generated and is not meaningful to the user. You can select the query field by which to label the virtual folders. For example, you may want to label folder results with the first name and last name of the student to which the results belong. You would select the fields that contain the student first name and student last name to label the folders with those values. 1. In Navigation > Queries > SQL Queries, click the query you want to configure to select it. 2. The Results Labels pane contains a list of the query fields that you can use to label the folders. Check the checkbox next to each field to select it for use as a folder label. Page 103 of 305

104 Fields are added in the same order as their position in the Results Labels pane. A field located in a row above another field is always added before the second field. To modify the order of fields in this pane, do one of the following: Right-click the field and select, from the pop-up menu, Up or Down to move the field to the desired order. Click the field and, with the pointer, drag and drop the field to the desired location. 3. Click Save to save your changes. Note It is recommended that you use static fields, such as name or ID, as folder labels. After a folder enters a workflow, the label will not be updated. Ordering the Query Results for SQL and Advanced Queries To order SQL or advanced query results, do the following: 1. In Navigation > Queries, click the query you want to configure to select it. In the Order By pane in the Query Editor, you specify the order of the results list. This pane contains a list of all the fields in a query, including the primary key. You can order the results list using one or more fields. 2. Fields are added in the same order as their position in the Order By pane. A field located in a row above another field is always added before the second field. To modify the order of fields in this pane, do one of the following: Right-click the field and select, from the pop-up menu, Up or Down to move the field to the desired order. Click the field and, with the pointer, drag and drop the field to the desired location. 3. Check the checkbox for each column you want to use. You can remove a field from the ORDER BY clause by unchecking the corresponding checkbox. 4. Click Save to save your changes and view the ORDER BY clause in the SQL View window. 5. You can change the ORDER BY clause at any time by selecting and deselecting the fields by which to order results and by moving the fields to the desired location. Then, click Save to save and apply your changes. Adding WHERE Clauses for SQL Queries To add a WHERE clause to specify additional table rows to use in the SQL query, do the following: 1. In Navigation > Queries > SQL Queries, click the query you want to configure to select it. 2. Do one of the following: In the SQL View pane in the Query Editor, click the Add Where Clause button. Right-click the SQL View pane and select Add Where Clause from the pop-up menu. The Join Query Panel dialog box appears. Page 104 of 305

105 3. In the Current Table(s) pane, click the appropriate table to expand the fields it contains. 4. Click the field you want to add to the WHERE clause to select it. The field appears in the Left Half pane. 5. You can manually edit information in the Left Half pane; to do so, right-click it and select Manual from the pop-up menu. You can add, delete, and modify text, as appropriate. Note You can use the :username: variable to insert the username of the user currently logged into Nolij Web or the :usercode: variable to insert the user code of the user currently logged in to Nolij Web into the WHERE clause. To clear information in the Left Half pane, right-click the pane and select Clear from the pop-up menu. 6. In the Right Half pane, construct the WHERE clause, as appropriate. Right-click the pane to open a pop-up menu, from which you can select the following options: Table 10: Options and Descriptions Option Manual Operators NULL Options Description Allows you to manually add, delete, or modify information in the Right Half pane. Contains the following operators: > Greater than < Less than = Equal <> Not equal >= Greater than or equal <= Less than or equal Contains the following options: =NULL <>NULL IS NULL IS NOT NULL To clear information in the Right Half pane, right-click the pane and select Clear from the pop-up menu. 7. Click Apply to preview the WHERE clause. The Join Conditions pane displays the WHERE clause. Page 105 of 305

106 8. Click OK to close the dialog box and add the WHERE clause. 9. Click Save to save your changes. Modifying WHERE Clauses for SQL Queries To manually modify the SQL WHERE clause, do the following: 1. In Navigation > Queries > SQL Queries, click the query you want to configure to select it. 2. Do one of the following: In the SQL View pane in the Query Editor, click the Edit Where Clause button. Right-click the SQL View pane and select Manual Edit > Where from the pop-up menu. The Manually Edit Where Clause dialog box appears. 3. Modify the WHERE statement as necessary. Note You can use the :username: variable to insert the username of the user, currently logged in to Nolij Web, into the WHERE clause. Click OK to close the dialog box and apply your changes. 4. The modified WHERE statement is displayed in the SQL View window. 5. Click Save to save your changes. Modifying FROM Clauses for SQL Queries You can manually modify the SQL FROM clause to add database-specific SQL syntax, such as SQL OUTER JOIN statements. If you are using IBM DB2 older than the current release, you may need to modify the FROM clause and remove null from the clause. To manually modify the SQL FROM clause, do the following: 1. In Navigation > Queries, click the query you want to configure to select it. 2. Do one of the following: In the SQL View pane in the Query Editor, click the Edit FROM Clause button. Right-click the SQL View pane and select Manual Edit > From from the pop-up menu. The Manually Edit FROM Clause dialog box appears. 3. Modify the FROM statement as necessary. For DB2, remove null from the clause. Click OK to close the dialog box and apply your changes. 4. The modified FROM statement is displayed in the SQL View window. 5. Click Save to save your changes. Page 106 of 305

107 Modifying Query Fields You can configure how query fields are displayed in the interface. For example, you can define a query field s foreground and background colors. Some fields are informational and cannot be modified. Modifying SQL Query Fields Do the following: 1. In Navigation > Queries >SQL Queries, click the query field that you want to modify. The Query Field Editor appears. 2. Edit the appropriate fields, as described in the following table. Table 11: Query Field Editor Fields and Descriptions Field Label Name Label Foreground Color Label Background Color Field Foreground Color Field Background Color Tool Tip Field Size Cap Lock List Values Description Type the name of the label, which is the descriptive text that appears next to an element in the interface. Specify the foreground color of the label. Refer to Specifying Colors for Query Labels and Fields for SQL Queries on page 108. Specify the background color of the label. Refer to Specifying Colors for Query Labels and Fields for SQL Queries on page 108. Specify the foreground color of the field. Refer to Specifying Colors for Query Labels and Fields for SQL Queries on page 108. Specify the background color of the field. Refer to Specifying Colors for Query Labels and Fields for SQL Queries on page 108. Type the text that appears when a mouse hovers over the query field. Length, in pixels, of the field. The default value is 2250 pixels. You can specify that text displayed in the query field appears in all uppercase (capital) letters by checking the checkbox Check to specify that the query field displays results in a drop-down box format. For fields specified as List Values, queries are automatically executed, retrieve all distinct values for the field, and display the values in the drop-down box. List Value fields are commonly used for batch queries to display batch folders a dropdown box. Hidden Suppress Reverse Lookup Check if you do not want this field to be displayed. Check if you do not want to display reverse lookup values in this field. Page 107 of 305

108 Table 11: Query Field Editor Fields and Descriptions (Continued) Field Hide Date Through System Owner Description For date fields, you can display a single date or a range of dates. Check this checkbox if you want to display a single date; the second part of the date range is hidden. If you do not check this checkbox, a date range is displayed. System owner. This value depends on the database. For example, for Oracle, the System Owner field is the schema name.you cannot modify this field. Parent Table Table containing the field. You cannot modify this field. Data Type SQL data type that the query field displays (for example, Character). You cannot modify this field. 3. Click Save to save your changes. Specifying Colors for Query Labels and Fields for SQL Queries To set the color for query labels or fields, do the following: 1. Right-click the Label Foreground Color, Label Background Color, Field Foreground Color, or Field Background Color field in the Query Field Editor. 2. You can select a color from the color pallet that appears in the pop-up menu, or you can specify a custom color by selecting Color Chooser. Proceed to the next step if you are specifying a custom color. You can also select the default Color by clicking Default. 3. Specify the color of the field or label by doing any of the following: Use the color selector or color slider. In the color selector area, select move it to the desired color. and move it to the desired color, or click the color slider and Specify a color by providing the appropriate values in the H, S, and V text fields to configure the hue, saturation, and value. 1. Click the H radio button and type a number in the H text field or use the color slider to specify the hue. Hue is expressed as an angle from 0 to 360 degrees corresponding to a location on the color wheel. 2. Specify the saturation and value. Click the S or V radio button and specify the value using the color selector area or the color slider, or type numbers in the S or V fields. Saturation and value are expressed as percentages. Page 108 of 305

109 Specify a color by providing the appropriate values in the R, G, and B fields by configuring the value of red, green, and blue components of a color. Do one of the following: Click the R, G, or B radio button and type numbers in the R, G, and B text fields. Valid values range from 0 to 255, where 0 is no color, and 255 is pure color. Click the R, G, or B radio button and specify the color using the color selector area or the color slider. Specify a color by providing its hexadecimal value, which is the six-digit number that defines the red, green, and blue components of a color. Each digit ranges in value from 0 to f. In the # text field, type the hexadecimal value. For instance, type ffffff for white or ff0000 for pure red. 4. Click Save to save your changes and close the dialog box. Modifying Advanced Query Fields Do the following: 1. In Navigation > Queries > Advanced Queries, click the query you want to configure. 2. Click a field to select it. 3. Click Edit in the Query Fields pane. The Query Field Editor dialog box appears. 4. In the Label Name field, type the name of the label for the query field. 5. Check the Searchable checkbox to specify that the query field can be searched. If the field is a primary key field, is system-generated, and does not provide meaningful information to the user, you should not set it as a searchable field. 6. Check the Hidden checkbox to specify that the query field is not displayed. 7. Check the Folder ID checkbox to specify that this query field is the query folder ID. 8. Check the Result Label checkbox to use this query field as the field by which to label virtual folders returned from the query. The default label used for the virtual folders returned from a query is the primary key value. Typically, this value is system-generated and is not meaningful to the user. 9. Check the Cap Lock checkbox to specify that text displayed in the query field appears in all uppercase (capital) letters by checking the checkbox 10. In the Tooltip field, type the text for the tooltip, which appears when a mouse is hovered over the query field. 11. In the Field Size field, type the size of the field, in pixels. 12. Right-click the Label Color, Label Background Color, Field Color, or Field Background Color field. 13. You can select a color from the color pallet that appears in the pop-up menu, or you can specify a custom color by selecting Color Chooser. Proceed to the next step if you are specifying a custom color. Page 109 of 305

110 You can also select the default Color by clicking Default. 14. Specify the color of the field or label by doing any of the following: Use the color selector or color slider. In the color selector area, select move it to the desired color. and move it to the desired color, or click the color slider and Specify a color by providing the appropriate values in the H, S, and V text fields to configure the hue, saturation, and value. 1. Click the H radio button and type a number in the H text field or use the color slider to specify the hue. Hue is expressed as an angle from 0 to 360 degrees corresponding to a location on the color wheel. 2. Specify the saturation and value. Click the S or V radio button and specify the value using the color selector area or the color slider, or type numbers in the S or V fields. Saturation and value are expressed as percentages. Specify a color by providing the appropriate values in the R, G, and B fields by configuring the value of red, green, and blue components of a color. Do one of the following: Click the R, G, or B radio button and type numbers in the R, G, and B text fields. Valid values range from 0 to 255, where 0 is no color, and 255 is pure color. Click the R, G, or B radio button and specify the color using the color selector area or the color slider. Specify a color by providing its hexadecimal value, which is the six-digit number that defines the red, green, and blue components of a color. Each digit ranges in value from 0 to f. In the # text field, type the hexadecimal value. For instance, type ffffff for white or ff0000 for pure red. 15. Click OK to save your changes and close the dialog box. Configuring Web Services for Advanced Queries To configure web services for advanced queries, do the following: 1. In Navigation > Queries > Advanced Queries, click the query you want to configure. 2. In the Details pane, do one of the following: To configure a web service, click Configure Web Service. To configure a detail web service, which performs a reverse query from a folder ID, click Configure Detail Web Service. The Web API Client Configuration dialog box appears. 3. Click the Input/Output tab. Page 110 of 305

111 The Input tab displays the input parameters for the web service and provides the following information: Name: Name of the query field passed by Nolij Web to the web service. Only searchable fields appear in this pane. Location: Ordinal value of the query field. The first query field has a value of 0 (zero), the second field has a value of 1 (one), and so on. Sub Expression: Parameter placed in the URL. Note If you checked the Context Search checkbox, Context Search is displayed as in input value. The Output tab displays the output parameters and provides the following information: Name: Name of the query field sent from the web service. Query: XPath query used to retrieve information from the results of the web service request. Note If you checked the Context Search checkbox, Context Search is displayed as in output value. 4. In the Sub Expression field in the Input pane, type parameters to be placed in the web service URL. 5. Click the URL tab and type the URL to the web service being requested. 6. Do one of the following: If you are not using POST, click the URL tab and type the URL to the web service being re quested. If you are using POST, click the Payload tab and type the URL to use after the connection to the web service has been made. Note You must use POST if you enabled context search and provide the context search value in the Payload field. 7. In the HTTP Method field, click the radio button for the HTTP method used by the web service request (GET or POST). 8. In the Query field in the Output pane, type the XPath query. Note The Authentication tab is dimmed and unavailable. 9. Click Test to test the web service. Refer to Testing Web Services for Advanced Queries on page Click Save to save your changes and close the dialog box. Page 111 of 305

112 Testing Web Services for Advanced Queries To test a web service, do the following: 1. In Navigation > Queries > Advanced Queries, click the query you want to configure. 2. In the Details pane, do one of the following: To test a web service, click Configure Web Service. To test a detail web service, which performs a reverse query from a folder ID, click Configure Detail Web Service. 3. Click Test. The Web API Client Configuration dialog box appears. 4. The Web Service Test dialog box appears. 5. Click Execute to run the web service. 6. You can click the Clear button to clear information from the query fields. 7. Click Close to close the dialog box. Testing SQL and Advanced Queries To test a SQL or Advanced query, do the following: 1. In Navigation > Queries, click the query you want to test to select it. 2. For SQL Queries, in the SQL View pane of the Query Editor, click the Test Query button; for Advanced Queries, in the Details pane, click Test Query. The Query Preview dialog box appears. 3. In the Query Parameters pane, specify the information in the query fields for which you want to search. The query fields appear how you configured them to appear; for example, if you specified that the field display values in a drop-down box, the field does so. 4. You can click the Clear button to clear information from the query fields. Page 112 of 305

113 5. To run the query, click Execute. The query runs and the results are displayed in the dialog box. The Query Results pane displays the results of the query. When you click a folder in this pane, the query fields in the Query Parameters pane displays the associated information for the record. The Details pane displays: The time elapsed, in seconds, during the query execution in the Execution Time field. The number of results returned by the query in the # Results field. The SQL Text field displays the SQL code used by the query. This pane is collapsed by default. You can expand it by clicking 6. Click OK to close the dialog box. Exporting Queries To export a query as a.zip file, do the following: 1. In Navigation > Queries, right-click the query you want to export. 2. From the pop-up menu, select Export Query_Name. A dialog box appears, prompting you to confirm that you want to export the query. 3. Click Yes to confirm that you want to export the query. A dialog box appears, prompting you to save the exported file. 4. Click Save to save the file. Importing Queries To import a query, do the following: 1. In the Navigation pane, click Import. The Import Tool window appears. 2. Click the Browse... button and navigate to the location of the query you want to import. 3. Click the Preview button to upload the file to the Nolij Web server. In the Preview Import pane, the following file information is provided: Type: Type of object being imported (Query, Workflow, Form, Report, Stamp, or Auto Import Rule). Name: Name of the object. Exists: If the checkbox is checked, the object exists in this instance of Nolij Web. Create New: If the object exists in this instance of Nolij Web, you can create an object that has the same name as the existing object. To overwrite the existing object with the object you are importing, do not check this checkbox. Page 113 of 305

114 4. Click Import to import the query. 5. Click Yes to import the query. A dialog box appears to notify you that the query was imported successfully. 6. Click OK to close the dialog box. The application refreshes, and the Navigation pane is updated with the import information. Assigning Queries to Workflows You associate a query with the appropriate workflow, and you associate the workflow and query combination with Nolij Web users. For information about creating workflows, refer to Configuring Workflows on page 134. Refer to Configuring Workflow Permissions on page 38 for more information about associating queries and workflows. Adding and Configuring Batch Queries Batch queries are used for bulk scanning and for scanning groups of miscellaneous documents. Folders for such queries contain documents that are not associated to any particular record. You create batch queries using Nolij Web index tables. Batch folders are associated with workflows, but these workflows are usually not activated or in use. For more information about workflows, refer to Configuring Workflows on page 134. To configure a batch query, do the following: 1. If you have not already done so, add a new query. Refer to Adding Queries on page 89 for more information. 2. Add the KW_NIDX_CODE field from the KW_NEWIDX table. 1. Right-click the batch query and select Add Query Field from the pop-up menu. 2. The Database Browser dialog box appears. 3. Click the database to expand the list of tables and navigate to the NOLIJWEB > KW_NEWIDX table. 4. Click the table to expand it. 5. Click the NEWIDX_NIDX_CODE field to select it. The NEWIDX_NIDX_CODE field identifies the index to which batch folders belong. This field is one of the fields that comprises the folder ID of the batch query. Because it is the first one you add to the query, this field is added as the folder ID, by default. 6. Do not check the Searchable checkbox; this field should not be searchable. Page 114 of 305

115 7. Click Apply to add the field. The SQL View window displays the code, which is: SELECT FROM KW_NEWIDX.NEWIDX_NIDX_CODE NOLIJWEB.KW_NEWIDX 3. Next, add the NEWIDX_INDEX field. 1. Navigate to the NOLIJWEB > KW_NEWIDX table in the Database Browser dialog box. 2. Click the NEWIDX_INDEX field to select it. This field is one of the fields that comprises the folder ID of the batch query. The NEWIDX_INDEX field identifies batch folders. 3. Check the Folder ID checkbox to include it in the primary key of the batch query. 4. Do not check the Searchable checkbox, because the field should not be searchable. 5. Click Apply to add the field. The SQL View window displays the code, which is: SELECT FROM KW_NEWIDX.NEWIDX_NIDX_CODE KW_NEWIDX.NEWIDX_INDEX NOLIJWEB.KW_NEWIDX 4. Next, add the NEWIDX_CHAR_1_30 field, which is used to display and store batch folder names. 1. In the Database Browser dialog box, navigate to the NOLIJWEB > KW_NEWIDX table. 2. Click the NEWIDX_CHAR_1_30 field to select it. 3. Do not check the Folder ID checkbox. This field is not used for the query folder ID. 4. Check the Searchable checkbox to configure the field as searchable. 5. Click Apply to add the field. Page 115 of 305

116 The SQL View window displays the code, which is: SELECT FROM KW_NEWIDX.NEWIDX_NIDX_CODE KW_NEWIDX.NEWIDX_INDEX KW_NEWIDX.NEWIDX_CHAR_1_30 NOLIJWEB.KW_NEWIDX When users create batch folders, the NEWIDX_CHAR_1_30 field stores the names of the batch folders. 5. Close the Database Browser dialog box. 6. In the Order By pane in the Query Editor, check the checkbox for the KW_NEWIDX_CHAR_1_30 field to select it. This orders the query results in an alphabetical sequence from A to Z. The SQL View window displays the ORDER BY clause. The SQL code is: SELECT FROM ORDER BY KW_NEWIDX.NEWIDX_NIDX_CODE KW_NEWIDX.NEWIDX_INDEX KW_NEWIDX.NEWIDX_CHAR_1_30 NOLIJWEB.KW_NEWIDX NEWIDX_CHAR_30 7. In the Results Labels pane, check the checkbox for the NEWIDX_CHAR_1_30 field to select it. The virtual folders returned by the batch query are labeled with batch folder names. 8. In the Advanced Details pane in the Query Editor, do the following: 1. Check the Link checkbox. 2. In the Index to field, type 1, which is the ordinal value of the field with which the index is associated. 3. In the Using drop-down box and field, type the name of the index to which the query is linked. You should use a unique index for every batch query. For example, type Batch Query. 9. Adjust batch query field properties. You should change the label name of the batch query field, which is NEWIDX_CHAR_1_30, so that it is meaningful to users. You can also specify that the batch query field displays batch folders in a drop-down box format using the List Values field in the Query Editor. For fields specified as List Values, queries are Page 116 of 305

117 automatically executed, retrieve all distinct values for the field, and display the values in the dropdown box. You can configure other properties as necessary. Refer to Modifying Query Fields on page Create an appropriate workflow to associate with the query. Refer to Configuring Workflows on page For an explanation about how the Nolij Web index tables work for batch queries, refer to the following example: 1. You create a new batch query and link it to the value 1 in a new index named Batch Index. 2. A new record in the KW_NIDXVAL table named Batch Index is created. There are no records in the KW_NEWIDX table for the specific index until a user creates a batch folder. 12. A user uses the query to create a batch folder named Batch A new record is created in the KW_NEWIDX table for the Batch 1 folder. 2. The NEWIDX_NIDX_CODE field, which provides information to the batch query about the index to which its folders belong, is updated with the code specified in the KW_NIDXVAL table. For example, the NEWIDX_NIDX_CODE value is 1 if the value in the KW_NIDXVAL table is The value for the batch folder in the NEWIDX_INDEX field is the numerical value that corresponds to the order in which the folder was created. In this example, the value is 1, because it is the first folder in the query. 4. The value for the batch folder in the NEWIDX_CHAR_1_30 field is Batch A new entry is added to the NEWIDX_INDEX field, which identifies the batch folder; the folder ID is a combination of the index code and the index of the folder. In this example the folder ID for Batch Folder 1 is A user creates a batch folder named Batch A new record is created in the KW_NEWIDX record for the Batch 2 folder. 2. The NEWIDX_NIDX_CODE field does not change because the query is linking to the same index. In this example, it remains The value for the NEWIDX_INDEX field is 2, because it is the second folder in the query. 4. The value for the NEWIDX_CHAR_1_30 field is Batch A new entry is added to the NEWIDX_INDEX field, which identifies the batch folder; the folder ID is a combination of the index code and the index of the folder. In this example the folder ID for Batch Folder 2 is 1 2. Page 117 of 305

118 Adding and Configuring Subindex Queries In a typical Nolij Web query, documents are associated with a primary value, such as a name, and are associated with a single query folder. However, in a subindex query, documents are associated with a secondary value in addition to its primary value. For example, gifts received from donors and invoices received from purchase orders are subindexed documents. For instance, for a query that displays all gifts associated with a donor, the folder represents the primary value to which a gift is associated, such as the name of the donor. The subindex represents the secondary value to which a gift is associated, such as the gift number. In the following figure, Gift # is the subindex field. Gift # is used as the label for the subindex within a query folder. For instance, for the subindex , is a Gift #. Figure 14: Subindex Field Example If a document is associated with the subindex, the Query Results pane displays the subindex with the icon. If no documents are associated with the subindex, it is displayed with the You use Nolij Web index tables to create subqueries. To create a subindex query, do the following: 1. If you have not already done so, add a new query. Refer to Adding Queries on page 89 for more information. 2. First, add the folder ID of the query, which is the index to which documents are associated. In a subindex query, it is the primary value to which you want to index documents. For example, to build a subindex query that retrieves gifts associated with a donor, the primary indexing field is the donor ID and the secondary indexing field is the gift number. For the folder ID, which uniquely identifies the query and is the index value to which documents are associated with query folders, you would select the donor ID. icon. 1. Right-click the subindex query and select Add Query Field from the pop-up menu. The Database Browser dialog box appears. 2. Click the database to expand the list of tables and navigate to the table that is the folder ID for the query. Page 118 of 305

119 3. Click the table to expand the list of fields it contains. 4. Click the field that is the folder ID for the subindex query. In this example, the folder ID field is the donor ID, which is the PERSON_PERSON_ID field in the NOLIJWEB.PERSON table. Figure 15: PERSON_PERSON_ID Field in the NOLIJ.PERSON Table 5. Check the Folder Id checkbox (if it is not already checked) to specify that this is the primary indexing field (folder ID) of the query. 6. Check the Searchable checkbox if you want to specify that the field is searchable. 3. Next, add the subindex field, which is the secondary value to which you want to index documents. This field is not the folder ID of the table it is the subindex field. For example, to build a subindex query that retrieves gifts associated with a donor, the folder ID is the donor ID, and the secondary value is the gift number. For this secondary field, you would select the table field that contains the gift number. Page 119 of 305

120 In this example, the NOLIJWEB.GIFT table contains the GIFT_GIFT_NO field, which is the subindex field to use. 1. In the Database Browser dialog box, navigate to the table that contains the secondary value of the query in this example, NOLIJWEB.GIFT. 2. Click the table to expand the list of fields it contains. 3. Click the field that contains the secondary value of the subindex query in this example, GIFT_GIFT_NO. 4. Do not check the Folder ID checkbox. 5. Check the Searchable checkbox to indicate that the field is searchable. 6. Click Apply to add the field. Figure 16: GIFT_GIFT_NO Field in the NOLIJ.GIFT Table Page 120 of 305

121 4. The Join Query Panel dialog box will appear if the subindex field is located in a different table. Join the tables by selecting the fields that share common values for the tables. In this dialog box, you join the primary and secondary subindex tables. 1. In the Current Table(s) pane, navigate to the appropriate field of the first query table and click it to select it. In this example, PERSON_PERSON_ID is the field for the NOLIJWEB.PERSON table. The name of the field appears in the Left Half pane. 2. In the New Table pane, navigate to the appropriate field in the second table and click the appropriate field to select it. In this example, GIFT_PERSON_ID is the field for the second table. This field matches the PERSON_PERSON_ID field of the NOLIJWEB.PERSON table. The name of the field appears in the Right Half pane. Figure 17: Joining the Primary Keys in a Subindex Query 3. Click Apply to apply the join and view it in the Join Conditions pane. Page 121 of 305

122 4. Click OK to join the tables and close the dialog box. The SQL View pane updates to display the SQL statement. In this example, the statement is: SELECT NOLIJWEB.PERSON.PERSON_PERSON_ID NOLIJWEB.GIFT.GIFT_GIFT_NO FROM NOLIJWEB.PERSON NOLIJWEB.GIFT WHERE NOLIJWEB.PERSON.PERSON_PERSON_ID = NOLIJWEB.GIFT.GIFT_PERSON_ID Note For more information about joining tables, refer to Joining Tables for SQL Queries on page Next, add the NEWIDX_CHAR_1_60 field to the query. 1. In the Database Browser dialog box, navigate to the KW_NEWIDX table. 2. Click the NEWIDX_CHAR_1_60 field to select it. 3. Do not check the Folder ID checkbox. 4. Click Apply to add the field. The Join Query Panel dialog box appears. 6. Join the subindex field (the secondary value to which you want to associate documents) with the KW_NEWIDX table. 1. In the Current Table(s) pane, navigate to the subindex field; click the subindex field to select it. The name of the field appears in the Left Half pane. In this example, the subindex field to select is GIFT.GIFT_GIFT_NO. 2. In the New Table pane, navigate to the NEWIDX_CHAR_1_60 field and click it to select it. The name of the field appears in the Right Half pane. 3. Right-click the Right Half pane and select Operators, then =, from the pop-up menu to compare GIFT_GIFT_NO to NEWIDX_CHAR_1_ For Oracle, right-click the Right Half pane and select Outer Join from the pop-up menu. Note For other databases, manually edit the FROM clause to create the outer join. Page 122 of 305

123 For subindex queries, the KW_NEWIDX table stores information linking documents and subindex folders; the NEWIDX_CHAR_1_60 field in the table will contain the value of the subindex field if a document is indexed to the subindex. If no documents are associated with the subindex field, there are no corresponding records in the KW_NEWIDX table. Because the subindex query should return all information from the subindex field, you must use a SQL outer join statement to specify that information is returned even if there are no matches from the KW_NEWIDX table. Figure 18: Joining the Subindex Query Table and the KW_NEWIDX_CHAR_1_60 Field 5. Click Apply to apply the join and view it in the Join Conditions pane. 6. Click OK to join the fields and close the dialog box. Page 123 of 305

124 The SQL View window displays the updated code. In this example, the code is: SELECT FROM WHERE NOLIJWEB.PERSON.PERSON_PERSON_ID NOLIJWEB.GIFT.GIFT_GIFT_NO NOLIJWEB.PERSON NOLIJWEB.GIFT NOLIJWEB.KW_NEWIDX NOLIJWEB.PERSON.PERSON_PERSON_ID = NOLIJWEB.GIFT.GIFT_PERSON_ID AND GIFT.GIFT_NO = KW_NEWIDX_CHAR_1_60(+) 7. Add the fields that you want to use as the searchable query fields. These fields are used to search for information. For example, you can add the donor first name and donor last name fields, and you can add the gift date field. In this example, the fields to add are the donor first name, donor last name, and gift date fields, which are the PERSON.PERSON_FIRST_NAME, PERSON.PERSON_LAST_NAME, and GIFT.GIFT_GIFT_DATE fields. The subindex query table is NOLIJ.GIFT. The field to add is the gift date, which is the GIFT_GIFT_DATE field. 1. In the Database Browser dialog box, navigate to the table that contains the searchable query fields. 2. Click the table to expand the list of fields it contains. 3. Click the appropriate field to select it. 4. Do not check the Folder ID checkbox. 5. Check the Searchable checkbox to configure the field as searchable. Page 124 of 305

125 Figure 19: PERSON_LAST_NAME and PERSON_FIRST_NAME Fields in the NOLIJWEB.PERSON Table Page 125 of 305

126 Figure 20: GIFT_GIFT_DATE Field in the NOLIJ.GIFT Table 6. Click Apply to add the field. 7. Close the Database Browser dialog box after you have added all query fields used for searching. Page 126 of 305

127 The SQL code is updated in the SQL View window. In this example, the code is: SELECT FROM WHERE NOLIJWEB.PERSON.PERSON_PERSON_ID NOLIJWEB.GIFT.GIFT_GIFT_NO NOLIJWEB.PERSON.PERSON_LAST_NAME NOLIJWEB.PERSON.PERSON_FIRST_NAME NOLIJWEB.GIFT.GIFT_GIFT_DATE NOLIJWEB.PERSON NOLIJWEB.GIFT NOLIJWEB.KW_NEWIDX NOLIJWEB.PERSON.PERSON_PERSON_ID = NOLIJWEB.GIFT.GIFT_PERSON_ID AND GIFT.GIFT_NO = KW_NEWIDX.NEWIDX_CHAR_1_60(+) 8. You must also link the indexing data to the primary index of the query. To do so, perform an outer join of the primary key of the query to the NEWIDX_CHAR_2_60 field. Add a WHERE statement in the following format: TO_CHAR(primarykey) = NEWIDX_CHAR_2_60(+) where primarykey is the folder ID of the query. For this statement, you must perform an outer join of the primary index (or primary key) of the query; in this example, the primary index is NOLIJWEB.PERSON.PERSON_PERSON_ID. However, depending on the database, you may not be able to perform an outer join of KW_NEWIDX to more than one other table. In this example, GIFT has already been outer joined with KW_NEWIDX; therefore, you cannot outer join PERSON to KW_NEWIDX. However, GIFT also contains the primary index of the query; GIFT_PERSON_ID contains the same data as PERSON_PERSON_ID. These values have already been joined. You can use the following statement to perform the outer join: TO_CHAR(GIFT.GIFT_PERSON_ID) = KW_NEWIDX.NEWIDX_CHAR_2_60(+) For subindex queries, the KW_NEWIDX table stores information linking documents and subindex folders; the NEWIDX_CHAR_2_60 field in the table contains the primary key. If no documents are associated with both the primary field and subindex field, there are no corresponding records in the KW_NEWIDX table. Page 127 of 305

128 Because the subindex query should return all information from primary and subindex fields, you must use a SQL outer join statement to specify that information is returned even if there are no matches from the KW_NEWIDX table. 1. In the SQL View pane, click the Add WHERE Clause button. 2. For Oracle, the Join Query Panel dialog box appears. Note For other databases, manually edit the WHERE statement. 3. Right-click the Left Half pane and select Manual from the pop-up menu. This allows you to type text into the Left Half pane. 4. Type TO_CHAR(primarykey). In this example, you would type: TO_CHAR(NOLIJWEB.GIFT.GIFT_PERSON_ID) 5. Right-click the Right Half pane and select Manual from the pop-up menu, which allows you to type text into the Right Half pane. 6. Type NEWIDX_CHAR_2_60(+). 7. Right-click the Right Half pane and select Operators, then =, from the pop-up menu to compare the fields. 8. Click OK to close the dialog box and apply your changes. 9. Click Save to save your changes. 10. The code is updated in the SQL View window. In this example, the code is: SELECT FROM WHERE NOLIJWEB.PERSON.PERSON_PERSON_ID NOLIJWEB.GIFT.GIFT_GIFT_NO NOLIJWEB.PERSON.PERSON_LAST_NAME NOLIJWEB.PERSON.PERSON_FIRST_NAME NOLIJWEB.GIFT.GIFT_GIFT_DATE NOLIJWEB.PERSON NOLIJWEB.GIFT NOLIJWEB.KW_NEWIDX NOLIJWEB.PERSON.PERSON_PERSON_ID = NOLIJWEB.GIFT.GIFT_PERSON_ID AND GIFT.GIFT_NO = Page 128 of 305

129 KW_NEWIDX.NEWIDX_CHAR_1_60(+) AND TO_CHAR(NOLIJWEB.GIFT.GIFT_PERSON_ID)= NEWIDX_CHAR_2_60(+) 9. In the Order By pane, select the fields by which you want to order results. 10. In the Results Labels pane, check the fields whose values are used to label query folders. 11. In the Advanced Details pane, do the following: 1. Check the Link checkbox. 2. In the Index To field, type the ordinal value of the subindex field as it appears in the query. The first selected field is ordinal value 0 (zero), the second selected field is ordinal value 1, and so on. In this example, the subindex field is the second selected field, so its ordinal value is 1. Type 1 into the Index To field. 3. In the Using drop-down list and field, type the name of the index. You must use a unique name. 4. Check the Sub-Indexing checkbox. 5. In the Sub-Index Label field, type the ordinal values that correspond to the query fields used for the query folder labels. These values correspond to the position of the query field in the SELECT statement of the query. The first field in a SELECT statement has the ordinal value of 0 (zero). Separate multiple values with a comma (, ). For example, if you use the GIFT_GIFT_NO field to label query folder results, and the SELECT statement is: SELECT NOLIJWEB.PERSON.PERSON_PERSON_ID NOLIJWEB.GIFT.GIFT_GIFT_NO NOLIJWEB.PERSON.PERSON_LAST_NAME NOLIJWEB.PERSON.PERSON_FIRST_NAME NOLIJWEB.GIFT.GIFT_GIFT_DATE you would type 1 in the Sub-Index label field. Note that PERSON_PERSON_ID has the ordinal value of 0. GIFT_GIFT_NO is the second field in the SELECT statement, so you would type 1, the ordinal value, for this field. The fields you choose as subindex labels are also saved in the NEWIDX_CHAR_1_60 column. If you choose 1 as the subindex label (GIFT_GIFT_NO), the value of this field (for example, 23001) is inserted into NEWIDX_CHAR_1_60 when a document is subindexed. Page 129 of 305

130 However, if you choose 1, 4 as the subindex label, it inserts the combination of the 1 and 4 fields (GIFT_GIFT_NO and GIFT_GIFT_DATE) into NEWIDX_CHAR_1_60 (for example, 23001, November 2, 2010). However, because the query uses an outer join (GIFT.GIFT_NO = NEWIDX_CHAR_1_60(+)) on the NEWIDX_CHAR_1_60 column, adding an additional query label (GIFT_GIFT_DATE) breaks the outer join. You must edit the query to only use an outer join on the relevant portion of NEWIDX_CHAR_1_60. You can use a substring to do so; for example: NOLIJWEB.GIFT.GIFT_GIFT_NO = substr(kw_newidx.newidx_char_1_60, 1, 5)(+) In the preceding example, GIFT_GIFT_NO is the first five characters of NEWIDX_CHAR_1_60. If you use any query field in addition to the field that has an outer join with NEWIDX_CHAR_1_60, which is the field with the ordinal value of 1, you must adjust the outer join on NEWIDX_CHAR_1_ From the Link Sub-Index To drop-down list, select the document type to which any documents moved into subfolders are indexed. When a document is associated with a subindex folder, a new KW_NEWIDX record is created. The NEWIDX_CHAR_1_60 field is updated with the subindex value and the NEWIDX_CHAR_2_60 is updated with the primary index value. Also, the NEWIDX_NUMBER_8 field is updated with the document ID of the document, which creates the link between the subindex and the document. 12. Click Save to save your changes. Adding and Configuring Subindex Queries Using Views You can also create subindex queries using a SQL view. To do so, you capture all the necessary fields and SQL JOIN statements in the view. The example in the previous section described how to create subindex query that retrieves gifts associated with a donor. In this query: NOLIJWEB.PERSON contains the donor information. The PERSON_PERSON_ID field is the folder ID (unique identifier) of the NOLIJWEB.PERSON table. NOLIJWEB.GIFT contains the gift information. GIFT_GIFT_NO, in the NOLIJWEB.GIFT table, is the subindex query field. NOLIJWEB.GIFT and NOLIJWEB.PERSON are joined using the GIFT_PERSON_PERSON_ID and NOLIJWEB_PERSON_PERSON_ID fields. PERSON_LAST_NAME, PERSON_FIRST_NAME, and GIFT_GIFT_DATE are the query search fields. Page 130 of 305

131 For example, you can write the subindex query in a Microsoft SQL Server view as: create view giftvw as SELECT FROM PERSON_PERSON_ID, GIFT_GIFT_NO, NEWIDX_CHAR_1_60, PERSON_LAST_NAME, PERSON_FIRST_NAME, GIFT_GIFT_DATE, NEWIDX_NUMBER_8 dbo.person, dbo.gift left outer join nolijweb.kw_newidx on gift_gift_no = NEWIDX_CHAR_1_60 WHERE and gift_person_id = NEWIDX_CHAR_2_60 PERSON.PERSON_PERS_ID = GIFT.gift_pers_id The view must include the required SQL OUTER JOIN statements and all query search fields. It must also include the NEWIDX_CHAR_1_60 and NEWIDX_NUMBER_8 fields. After you create the view for the subindex query, you can create the subindex query in the Nolij Web administrator interface. Do the following: 1. If you have not already done so, add a new query. Refer to Adding Queries on page 89 for more information. 2. Right-click the query and select Add Query Field from the pop-up menu. The Database Browser dialog box appears. 3. Navigate to the view to use for the subindex query. Then, add the fields. Click Apply after selecting each table to add the table and keep the Database Browser dialog box open to add subsequent fields. 1. Add the field that is the folder ID of the query. In this example, the field is PERSON_PERSON_ID. It is the first field you add, so, by default, it is added to the folder ID. 2. Add the field that is the subindex value of the query. In this example, the field is GIFT_GIFT_NO. Do not check the Folder ID checkbox. 3. Add the NEWIDX_CHAR_1_60 field to the query. Do not check the Folder ID checkbox. Check the Searchable checkbox. Page 131 of 305

132 4. Add the fields used as the query search fields. In this example, add PERSON_LAST_NAME, PERSON_FIRST_NAME, and GIFT_GIFT_DATE. Do not check the Folder ID checkbox for query fields used as search fields. 5. Close the Database Browser dialog box. You do not add the NEWIDX_NUMBER_8 field, which is required for a subindex query using a view, in the Database Browser dialog box. Nolij Web automatically adds the field when you check the Sub- Indexing checkbox in the Query Editor. 4. In the Order By pane, select the fields by which you want to order results. 5. In the Results Labels pane, check the fields whose values are used to label query folders. 6. In the Advanced Details pane, do the following: 1. Check the Link checkbox. 2. In the Index to field, type 1. This value is the ordinal value that indicates the field to which an index is associated. 3. In the Using drop-down list and field, type the name of the index. You should use a unique name. 4. Check the Sub-Indexing checkbox. The NEWIDX_NUMBER_8 field is automatically added to the query when you check this checkbox. 5. In the Sub-Index Label field, type the ordinal values that correspond to the query fields used for the query folder labels. 7. From the Link Sub-Index To drop-down list, select the document type to which any documents moved into subfolders are indexed. The following figure shows the subindex query information provided in the Query Editor. Note that the FROM and WHERE clauses do not contain any SQL OUTER JOIN statements, which are captured in the view. Page 132 of 305

133 Figure 21: Query Editor For Subindex Query Example Using a View Page 133 of 305

134 Configuring Workflows Workflow is the process by which electronic information moves from one location to another. You can create workflows in which information is automatically routed, based on rules or conditions you specify, or manually routed by users, depending on the permissions that you give them. You associate a workflow with a query, and you associate the workflow and query combination with Nolij Web users. When users search for information, the associated query is run and retrieves information, which is displayed as virtual folders that contain documents associated with a record. In the workflow, these folders move from one location to another within the enterprise hierarchy, depending on the criteria you specify. Note Queries return results in the form of virtual records, which contain the documents associated with a record of information. In workflows, these folders are routed in the workflow. Documents within a folder cannot be individually routed. Refer to the following topics for more information: Understanding Workflows on page 135. Adding Workflows on page 142. Setting Workflow Views on page 143. Setting Folder Hold Configurations on page 145. Setting Lock Levels on page 146. Specifying Inbox Displays on page 146. Customizing Workflow Statuses on page 146. Configuring SMTP Settings on page 148. Configuring Inboxes on page 148. Configuring Complete Step Actions on page 153. Configuring Rules on page 154. Configuring Conditions on page 161. Configuring Stored Procedures on page 168. Associating Workflows With Queries on page 171. Renaming Workflows on page 173. Deleting Workflows on page 173. Page 134 of 305

135 Understanding Workflows Refer to the following topics to understand workflow concepts: Understanding Simple and Complex Workflows on page 135. Understanding Inboxes on page 137. Understanding Conditions and Rules on page 137. Understanding Complete Steps on page 138. Understanding Complete Steps on page 138. Simple Workflow Example on page 138. Complex Workflow Example on page 139. Understanding Simple and Complex Workflows In a simple workflow, information moves in a fixed, linear path. In a complex workflow, information moves in a path that can vary depending on the conditions you specify. Refer to Understanding Simple Workflows on page 135 and Understanding Complex Workflows on page 136 for more information. Understanding Simple Workflows A simple workflow example that models an approval process for a college or university application may comprise these steps: 1. First, applications are sent to a clerk who verifies that all required documents (such as essays and transcripts) are provided. 2. Next, if all documents are provided, applications are sent to an assistant who reads the documents. 3. Finally, after the assistant reads the documents, applications are sent to a director for final approval. In this scenario, information moves in a linear path first from the clerk, next to the assistant, and finally to the director. Clerk Assistant Director In addition, batch workflows are typically simple workflows. Batch workflows are associated with batch queries. Batch queries define batch folders, which are folders that contain miscellaneous documents that are not associated with any particular record of information. For more information about batch queries, refer to Adding and Configuring Batch Queries on page 114. For an example of a simple workflow, refer to Simple Workflow Example on page 138. Page 135 of 305

136 Understanding Complex Workflows In a complex workflow for an admissions process, for example, an institution may receive two types of applications one for United States (U.S.) applicants and one for non-u.s. applicants. This example workflow comprises the following steps: 1. First, applications are sent to a clerk, who verifies that all required documents are provided. 2. Next, if all documents are provided, the following occur: 1. Applications with U.S. mailing addresses are sent to an assistant responsible for reviewing domestic applications. 2. Applications with non-u.s. mailing addresses are sent to a different assistant who is responsible for reviewing non-u.s. applications. 3. Finally, after the assistants have reviewed the documents, the following occur: 1. Applications with U.S. mailing addresses are sent to a director responsible for approving U.S. applications. 2. Applications with non-u.s. mailing addresses are sent to a director responsible for approving non-u.s. applications. The process can be depicted as follows: Non-U.S. Application Assistant Non-U.S. Application Director Clerks U.S. Application Assistant U.S. Application Director Complex workflows can also be cyclical workflows. In cyclical workflows, folders move to an inbox in which they were previously stored and reenter the workflow process. Page 136 of 305

137 For example, a cyclical workflow that models an approval process for a college or university application may comprise these steps: 1. First, applications are sent to a clerk who verifies that all required documents (such as essays and transcripts) are provided. 2. Next, if all documents are provided, applications are sent to an assistant who reads the documents. The assistant verifies if a student has previously submitted applications with other campuses. 1. If a student has not submitted a previous application, the assistant reads the documents and proceeds to step If a student has submitted a previous application, the assistant sends the application back to the clerk (step 1) and requests previous application documents. 3. Finally, after the assistant reads the documents, applications are sent to a director for final approval. Complex workflows must include at least one condition or rule. Conditions and rules represent branches in a workflow path, and folders can be routed through one of these available paths. Refer to Understanding Conditions and Rules on page 137 for more information. For an example of a complex workflow, refer to Complex Workflow Example on page 139. For an example of a cyclical workflow, refer to Cyclical Workflow Example on page 141. Understanding Inboxes The inbox, or the workflow step, is the area in which records of information are routed. Users can send information to other inboxes and receive information in their own inboxes. Multiple users can own the inbox, which allows them to share folders in the inbox. You add the Complete Step action to the inbox, which represents that work has been finished with a document. The document moves from the inbox to the next inbox in the workflow through the specified workflow path. Inboxes are assigned a unique numeric identifier, tracked in the database. It appears in parentheses next to the inbox in the working pane. Inbox numbers are needed when you create complex workflows that use rules. The SQL procedures that rules use must return a numeric value designating the inbox to which folders are sent. For more information about rules, refer to Understanding Conditions and Rules on page 137. Understanding Conditions and Rules Nolij Web uses conditions and rules, for complex workflows, to determine the path that a document takes in the workflow. Conditions are stored procedures or functions that perform different actions, based on input values and database or Nolij Web conditions, returning either a Yes or No equivalent value. Folders are routed one of two ways, depending on which value is returned. Thus, conditions are paths that comprise only two branches, and folders can be routed through one of the two branches. Page 137 of 305

138 Rules are stored procedures or functions that accept input and, based on database or Nolij Web conditions, return an inbox number. Inbox numbers uniquely identify each inbox in the workflow. Folders are routed to the appropriate workflow path, depending on the inbox number the rule returns. Thus, rules contain two or more branches through which folders can be routed. The path through which a folder moves is dependent upon internal database conditions. You should use conditions when there are only two possible paths through which a document can be routed. Document routing is automatic, but you can configure permissions so that specified users can override the automatic workflow and route folders to other inboxes, independent of workflow criteria. Understanding Complete Steps Use the Complete Step action for an inbox to represent that work on the folders in that inbox has been completed and that folders can be sent to the next inbox in the workflow. When a user has completed work on documents in a folder and clicks the Work Complete button in Nolij Web, the folder is sent to the next inbox in the workflow either directly or by way of a rule or condition. Simple Workflow Example You can create simple workflows using inboxes and Complete Step actions. Folders move from one inbox to another in a fixed path, regardless of database or Nolij Web conditions. In a typical simple workflow, users review folders in the inboxes they own, approve them, and send them to the next inbox in the workflow. The following figure shows an example of a simple workflow. Figure 22: Simple Workflow Example Page 138 of 305

139 Note that folders can move through only one path from one inbox to another. There are no rules or conditions defining the criteria that determine the path, out of multiple possible paths, that a document moves. Complex Workflow Example In complex workflows, the inboxes to which folders are routed are dependent upon database conditions for the folders. Unlike simple workflows, folders can move through more than one branch in a workflow. You use rules and conditions to specify the paths that the folders travel. For example, you can route applications to inboxes based on the last name of the applicant. The following figure gives an example of a complex workflow in which folders are routed based on the first letter of the last name. Figure 23: Complex Workflow Example Nolij Web inboxes are assigned inbox numbers, which uniquely identify them. In the workflow, the inbox number appears in parentheses next to the corresponding inbox. In the following figure, 558 is the inbox number of the Check if complete inbox. Figure 24: Inbox Number Page 139 of 305

140 Complex workflows must use at least one rule or condition that specifies the criteria that determines the path that folders can take in a workflow. When you use rules, which specify multiple possible paths that a document can take, the SQL code used by the rule return a numeric value, which is the inbox number, to which folders are routed. Complex workflows can also be cyclic that is, folders can be routed to previous inboxes and reenter the workflow at that instance. Refer to Cyclical Workflow Example on page 141. Complex Workflow Example Using Conditions Conditions return a Yes or No result and, depending on the criteria specified for the result, folders are routed in one of two possible paths. Figure 25: Complex Workflow Example Using a Condition In this example, applications are routed one of two possible paths, depending on whether the application is U.S. or non-u.s. The condition references the SQL code that specifies the Yes or No criteria which determines the path folders travel. Complex Workflow Example Using Rules Each inbox in Nolij Web is assigned an inbox number, which you use with rules to determine the path a folder travels. Rules return a numeric result, which is the inbox number to which folders should be routed. Use rules when folders can travel to more than two workflow paths. Page 140 of 305

141 Figure 26: Complex Workflow Example Using a Rule In this example, folders can travel to one of three possible inboxes Last Names A-M, Last Names N-S, or Last Names T-Z. The rule references the SQL code that specifies the criteria that determines the path a document travels. Cyclical Workflow Example In a cyclical workflow, a document can move to a previous inbox, depending on conditions specified. You use recycled inboxes (an inbox used in a previous workflow step) to designate the inbox to which the document should be routed. When the document returns to the previous point of the workflow, it goes through the workflow path again. The following figure shows an example of a cyclical workflow. Page 141 of 305

142 Figure 27: Cyclical Workflow Example In this example, a condition determines one of two possible paths that the folder can take. The condition references the stored procedure that returns a Yes or No value. Depending on the criteria specified, a folder can travel one of two possible paths. If a folder is ready to be routed, the Yes condition is satisfied, and the folder moves to the Route folder by first letter rule. If it is not ready to be routed, the No condition is satisfied, and the folder moves to the Check if complete inbox, which was the first inbox to which folders were moved. The folder reenters the workflow and moves through the workflow again. Adding Workflows To add a new workflow, do the following: 1. In the Navigation pane, right-click Workflows. 2. From the pop-up menu, select Add Workflow. The Add Workflow dialog box appears 3. Type the name of the workflow. 4. Click OK. The workflow is created and appears in Navigation > Workflows. Page 142 of 305

143 5. Add inboxes to the workflow. Refer to Adding Inboxes on page Configure SMTP settings, which allows s to be sent to users when folders have been routed to an inbox. Refer to Configuring SMTP Settings on page 148. Setting Workflow Views You can view a workflow in standard view (by clicking the Standard View button in the Workflow Editor pane) or graphical view (by clicking the Graphical View button). You can perform all workflow actions in each view. In graphical view, you can customize the workflow view by dragging and dropping icons and moving them to the desired location. Figure 28: Standard View Page 143 of 305

144 Figure 29: Graphical View Page 144 of 305

145 Setting Folder Hold Configurations You can configure a workflow to run a stored procedure to determine if there is a legal hold on the folder. If there is a folder hold, when users run queries, the folder appears in the Query Results pane, but users cannot view the folder contents. You can configure text to display to users to inform them that there is a hold on the folder when they select the folder. 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Right-click the workflow and select Folder Hold Configuration from the pop-up menu. The Folder Hold Properties dialog box appears. 4. In the Name field, type the name of the folder hold. 5. From the Connection drop-down box, select the database connection to use. This value is the name of the database associated with the query (with which the workflow is associated) which contains the stored procedure or function the folder hold uses. 6. From the Type drop-down box, select the type of SQL procedure (Stored Procedure or Function) to run for the folder hold. 7. In the Function field, type the name of the stored procedure or function that determines if there is a hold on the folder. 8. Click Configure Logic. The Procedure Editor dialog box appears. 9. Type the appropriate SQL code in the dialog box and click Save. The stored procedure or function should return the value hold if there is a hold on the folder. 10. In the Hold Text field, type the text that appears when unauthorized users attempt to view documents in the folder. 11. To test the stored procedure or function, do the following. 1. Click Test. The Folder Hold Test dialog box appears. 2. In the Folder Id field, type the ID of the folder for which you want to test the folder hold. 3. Click Execute. The Response field displays the output of the test. 12. Check the Enable Hold checkbox to enable holding on the folder. 13. Click OK to save your changes and close the Folder Hold Properties dialog box. Page 145 of 305

146 Setting Lock Levels 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Right-click the workflow and select Lock Level from the pop-up menu. 4. Do one of the following. Select Folder Level to enable document locking at the folder level. When users select a document in a query folder in the Query Results pane, all documents are locked in the folder, and no other users can modify the documents. Select Document Level to enable document locking at the document level. When users select a document in a query folder in the Query Results pane, only the selected document is locked. Users can modify any other documents in the folder. Specifying Inbox Displays You can configure an inbox to display basic or detailed information to a user. 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Right-click the workflow and select Inbox Display from the pop-up menu. 4. Do one of the following: Select Standard for the inbox to display standard information. When a user clicks an inbox, the Inbox Details dialog box displays the Folder and Date columns. Select Detailed for the inbox to display detailed information. When a user clicks an inbox, the Inbox Details dialog box displays the query fields used for the query. Note You can configure the number of folders displayed per page in the Inbox Details dialog box by setting the public_foldersperinboxpage property in the nolijweb.properties file. If you do not set one, the default value of 250 is used. Refer to Perceptive Nolij Web Installation and Upgrade Guide for information on editing the nolijweb.properties file. Customizing Workflow Statuses You can create custom statuses for a workflow, which users can use to flag a folder in the workflow. For example, you can create labels and colors that users can use to set a reminder to follow up on a task for the folder. To create a custom workflow status, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. Page 146 of 305

147 3. Right-click the workflow and select Custom Status from the pop-up menu or click in the Workflow Editor toolbar. The Customize Statuses dialog box appears. 4. Click Add. 5. In the Label field, type the name of the label. 6. Right-click the Color field and select a color from the color pallet that appears in the pop-up menu, click Default to use the default color, or specify a custom color by selecting Color Chooser. Proceed to the next step if you are specifying a custom color. 7. Specify the color by doing any of the following: Use the color selector or color slider. In the color selector area, select move it to the desired color. and move it to the desired color, or click the color slider and Specify a color by providing the appropriate values in the H, S, and V text fields to configure the hue, saturation, and value. 1. Click the H radio button and type a number in the H text field or use the color slider to specify the hue. Hue is expressed as an angle from 0 to 360 degrees corresponding to a location on the color wheel. 2. Specify the saturation and value. Click the S or V radio button and specify the value using the color selector area or the color slider, or type numbers in the S or V fields. Saturation and value are expressed as percentages. Specify a color by providing the appropriate values in the R, G, and B fields by configuring the value of red, green, and blue components of a color. Do one of the following: Click the R, G, or B radio button and type numbers in the R, G, and B text fields. Valid values range from 0 to 255, where 0 is no color, and 255 is pure color. Click the R, G, or B radio button and specify the color using the color selector area or the color slider. Specify a color by providing its hexadecimal value, which is the six-digit number that defines the red, green, and blue components of a color. Each digit ranges in value from 0 to f. 8. Click OK. In the # text field, type the hexadecimal value. For instance, type ffffff for white or ff0000 for pure red. 9. To remove a status, select a label and click Remove. 10. Click Close the close the dialog box and apply your changes. 11. Give the appropriate permissions to users inboxes so that they can use custom statuses for folders in the inbox. Refer to Configuring Workflow Permissions on page 38 for more information. Page 147 of 305

148 Configuring SMTP Settings You can configure Nolij Web to send s to users when folders have been routed to an inbox. You must first configure the SMTP host so that s can be sent. To configure SMTP settings, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Do one of the following: Click workflow and click in the Workflow Editor Toolbar. In the working pane, right-click the workflow; then, from the pop-up menu, select SMTP Configuration. The SMTP Configuration dialog box appears. 4. In the Host Name field, type the hostname of the SMTP server. For example: smtp.hostname.com 5. In the IP field, type the IP address or domain name of the SMTP server. For example: or mail.domainname.com 6. In the Port Number field, type the port number of the SMTP server. For example: If the SMTP server requires a username, type the username in the Username field. 8. If the SMTP server requires a password, type the password in the Password field. 9. Click OK to close the dialog box. 10. Click Save to save your changes. After you configure the SMTP host, you can configure settings on inboxes. Refer to Configuring SMTP Settings on page 148. Configuring Inboxes Refer to these topics for more information: Adding Inboxes on page 149. Adding Recycled Inboxes on page 150. Page 148 of 305

149 Configuring Settings for Inboxes on page 150. Removing Configurations on page 151. Renaming Inboxes on page 152. Deleting Inboxes on page 152. Adding Inboxes The inbox, or the workflow step, is the area in which records of information are routed. Users can send information to other inboxes and receive information in their own inboxes. Multiple users can own the inbox, which allows them to share folders in the inbox. You add the Complete Step action to the inbox, which represents that work has been finished with a document. When a user has completed work on documents in a folder and clicks the Work Complete button in Nolij Web, the folder is sent to the next inbox in the workflow. Initially, you add a master inbox to the workflow, which is where folders enter the workflow. From here, the workflow is activated. You can add additional inboxes, as required, to Complete Step actions, Yes or No conditions, and rules. To add an inbox, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Do one of the following: If you are adding inboxes for the first time, you must add an inbox to the workflow. Right-click the workflow and, from the pop-up, select Add Inbox or click the workflow and click Workflow Editor toolbar. in the Right-click the Yes or No condition, Complete Step action, or rule to add an inbox into which folders are routed when they satisfy those conditions and select Add Inbox; alternatively, click the Yes or No condition, Complete Step action, or rule and click toolbar. The Add Inbox dialog box appears. 4. In the Add Inbox dialog box, type the name of the inbox. 5. Click OK. The inbox appears in the working pane. 6. Click Save to save your changes. in the Workflow Editor After you save an inbox, Nolij Web assigns it a unique numeric identifier, tracked in the database. This number appears in parentheses next to the inbox in the working pane. Inbox numbers are necessary when you create complex workflows that use rules. The SQL procedures used by rules must return a numeric value, which designates the inbox to which folders are sent. Page 149 of 305

150 Nolij Web does not assign numbers to inboxes that you have not saved. Inboxes without numbers do not appear in the Recycled Inbox pop-up menu. 7. Add a Complete Step action to the inbox. For more information, refer to Understanding Complete Steps on page Assign the appropriate department, role, or user permissions so that the necessary users can view and use the inbox. Refer to Configuring Workflow Permissions on page 38. Adding Recycled Inboxes In cyclical workflows, you can route folders to previous workflow steps within a workflow. Refer to Understanding Simple and Complex Workflows on page 135 and Cyclical Workflow Example on page 141 for more information. Note For new workflows, recycled inboxes appear only after you click Save and have created one or more inboxes. Note You can only remove recycled inboxes; you cannot perform any other action. To add an recycled inbox, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. In the working pane, do one of the following: 1. Right-click the Complete Step, Yes or No condition, or rule to which you want to add a recycled inbox. Then, from the pop-up menu, select Add Recycled Inbox and select the inbox you want to reuse. 2. Click the Complete Step, Yes or No Condition, or rule and click from the Workflow Editor toolbar. Note Nolij Web does not assign numbers to inboxes that you have not saved. These inboxes are not displayed in the Recycled Inbox pop-up menu. The inbox appears in the working pane. Configuring Settings for Inboxes Nolij Web can generate and send s when a workflow step is complete and folders have moved to another inbox. Before you configure settings for an inbox, ensure that you have properly configured the SMTP host. Refer to Configuring SMTP Settings on page In Navigation > Workflows, click the workflow that you want to configure to select it. 2. Click Standard View or Graphical View. Page 150 of 305

151 3. Do one of the following: Click the inbox and click in the Workflow Editor Toolbar. Right-click the inbox for which you want to configure settings; then, from the pop-up menu, select Configuration. The Configuration dialog box appears. 4. In the Sender pane, specify the following information: 1. In the Name field, type the name of the sender. 2. In the Address field, type the address of the sender. If you want to run a query that retrieves multiple addresses, type the SQL code in this field. Then, check the Use SQL checkbox. 5. In the Recipient pane, specify the following information: 1. In the Name field, type the name of the recipient. 2. In the Address field, type the address of the recipient. If you want to run a query that retrieves multiple addresses, type the SQL code in this field. Then, check the Use SQL checkbox. 6. In the Message pane, specify the following information: 1. In the Subject field, type the subject of the In the Message field, type the message. 7. Click OK to apply your changes and close the dialog box. 8. Click Save to save your changes. Removing Configurations To remove an configuration from an inbox, do the following: 1. In Navigation > Workflows, click the workflow that you want to configure to select it. 2. Click Standard View or Graphical View. 3. Right-click the inbox for which you want to remove settings. 4. From the pop-up menu, select Remove Configuration. The configuration is removed from the inbox. 5. Click Save to save your changes. Page 151 of 305

152 Renaming Inboxes To rename an inbox, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Do one of the following: Click the inbox and click Rename in the Workflow Editor Toolbar. In the working pane, right-click the inbox you want to rename; then, from the pop-up menu, select Rename. The Rename Inbox dialog box appears. 4. Type the name of inbox. 5. Click OK to close the dialog box. The inbox is renamed. 6. Click Save to save your changes. Deleting Inboxes Note You can delete only the lowest-level item in the workflow. Note You cannot delete an inbox to which a user has access. Note You can delete a recycled inbox, if it is the lowest-level item in the workflow tree; however, you do not delete the original inbox associated with the recycled inbox. To delete an inbox, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Do one of the following: Click the inbox or recycled inbox and click in the Workflow Editor toolbar. In the working pane, right-click the inbox or recycled inbox you want to delete; then, from the pop-up menu, select Remove. 4. In the workflow working pane, click Save. The inbox or recycled inbox is deleted and is removed from the working pane. Page 152 of 305

153 Configuring Folder Retention To configure how long a folder is retained in an inbox, do one of the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Do one of the following: Right-click the inbox and select Folder Retention. Click the inbox and click in the toolbar. The Folder Retention dialog box appears. 4. Check one of the following checkboxes: Immediately: Removes a folder from the workflow immediately after the folder is routed from the inbox. # of Days: Removes a folder from the workflow after the number of days, which you specify, that it is in the inbox. After you select this option, type the number of days in the # of Days field. Date: Removes the folder from the workflow on a date, which you specify. After you select this option, click ; a pop-up dialog box appears and displays a calendar from which you can select a date. You can click Today to specify the current day. Note that you cannot select a date earlier than the current day. 5. Click OK to close the dialog box. 6. In the working pane, click Save to save your changes. Configuring Complete Step Actions Adding Complete Step Actions on page 153. Deleting Complete Step Actions on page 154. Adding Complete Step Actions Complete Step actions activate the workflow and represent that work on folders has been completed. When a user has completed work on documents in a folder and clicks the Work Complete button in Nolij Web, the folder is sent to the next inbox in the workflow. The folder is either sent directly to another inbox or indirectly through a rule or condition. Folder routing is automatic. When the appropriate conditions are met, folders move to the next workflow step. However, users can override the workflow process and manually send a folder to another inbox, even if the inbox is not the next inbox specified in the workflow, if you give them the appropriate permissions. Refer to Configuring Workflow Permissions on page 38 for more information. Page 153 of 305

154 To add a Complete Step, do the following. 1. In the Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Do one of the following: Click the inbox and click in the Workflow Editor Toolbar. In the working pane, right-click the inbox to which you want to add the Complete Step action.; then, from the pop-up menu, select Action. The Complete Step appears in the workflow. 4. Click Save to save your changes. You can add inboxes, rules, and conditions to the Complete Step action. Refer to these topics for more information: Adding Inboxes on page 149. Adding Rules on page 155. Adding Conditions on page 161. Deleting Complete Step Actions Note You can delete only the lowest-level item in the workflow. To delete a complete step action, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Do one of the following: Click the Complete Step action and click in the Workflow Editor toolbar. In the working pane, right-click the Complete Step Action you want to delete; then, from the popup menu, select Remove. 4. In the workflow working pane, click Save. The Complete Step is deleted and is removed from Navigation > Hierarchy. Configuring Rules Refer to these topics for more information: Adding Rules on page 155. Configuring Rule Properties on page 155. Page 154 of 305

155 Renaming Rules on page 160. Deleting Rules on page 161. Adding Rules Rules are stored procedures or functions that accept input and, based on database or Nolij Web conditions, return an inbox number. Inbox numbers uniquely identify each inbox in the workflow. Folders are routed to the appropriate workflow path, depending on the inbox number the rule returns. Use rules or conditions for complex workflows.you can add rules to Complete Step actions, conditions, and other rules. 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Do one of the following: Click the rule, Yes or No condition, or Complete Step action to which you want to add the rule and click in the Workflow Editor toolbar. Right-click the rule, Yes or No condition, or Complete Step action to which you want to add the rule; then, from the pop-up menu, click Add Rule. The Add Rule dialog box appears. 4. Type the name of the rule and click OK. The rule appears in the working pane. 5. Click Save to save your changes. 6. Configure the rule properties. Refer to Configuring Rule Properties on page 155. You can allow users to override the workflow process so that they can manually route folders from one inbox to another inbox. Refer to Configuring Workflow Permissions on page 38. Configuring Rule Properties Note Nolij Web automatically assigns a unique number to an inbox after you have added and saved it. You must know the inbox number of the inbox that the SQL code of the rule returns. Therefore, you should configure and save the workflow before writing the code used by the rule. For more information about configuring the SQL of the stored procedure used by the rule, refer to Creating Stored Procedures on page 168. To configure rules, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. In the working pane, right-click the rule you want to configure. Page 155 of 305

156 4. From the pop-up menu, select Rule/Condition Properties. The Rule Properties dialog box appears. 5. Configure the appropriate information, as described in the following table. Table 12: Rule Properties Dialog Box Elements and Descriptions Element Connection drop-down box Description field Name field Type drop-down box Name field Configure Logic button Description Select the connection for the rule. This value is the name of the database that is associated with the query (with which you associate the workflow) and that contains the stored procedure or function the rule uses. Optionally type descriptive text about the rule. Type the name of the stored procedure or function that the rule uses. Select if the rule uses a stored procedure, function, or web service (Advanced). Type the name of the stored procedure or function. This field is required for stored procedures or functions. This field is dimmed and unavailable if you are configuring a web service. For stored procedures or functions, click to edit the stored procedure or function. Refer to Editing Stored Procedures and Functions for Rules on page 158. For web services, click to configure the web service; refer to Configuring Web Services for Workflow Rules on page 158. Include Login ID checkbox Include User Code checkbox Check this checkbox to specify that the query, associated with this workflow, passes the username of the user running the query. Check to specify that the query, associated with this workflow, passes the user code of the user running the query. Page 156 of 305

157 Table 12: Rule Properties Dialog Box Elements and Descriptions (Continued) Element Include Fields field Description Specify the fields that you want the query, associated with this workflow, to pass to this stored procedure. In a typical workflow, workflow procedures use the primary key of the associated query as an input value and return the Yes or No value (for conditions) or inbox numbers (for rules). Nolij Web automatically passes the primary key of the associated query to the stored procedure, and you can specify additional fields that can be passed. The syntax is: Query field number:query field number For example, to pass fields 2 and 3, type, in this field: 2:3 You must modify the stored procedure so that it accepts the parameters that are passed. Use the format: CREATE OR REPLACE PROCEDURE <PROCEDURE_NAME> (PRI_KEY IN <type>, LOGINID IN <type>, OTHER_QUERY_COLS IN <type>) BEGIN END; / Prompt Type drop-down box When the criteria of the rule is satisfied and the folder is routed to the applicable workflow path, you can specify that a prompt appears to display information to a user. Specify if the prompt is Return or Custom. A Return prompt is returned from the stored procedure; a Custom prompt is returned from the workflow. Prompt field Display In drop-down box Option drop-down box For a custom prompt, type the text (non-numeric string) to use in the prompt. Specify if the prompt appears as a separate browser window (Browser) or as a pop-up message (Pop-up). Specify if the prompt provides an OK button (OK) or both an OK and Cancel button (OK Cancel). Work performed by the associated stored procedure is not reversed when a user clicks Cancel. Page 157 of 305

158 6. Click OK to close the dialog box. 7. Click Save to save your changes. Editing Stored Procedures and Functions for Rules To edit a stored procedure or function, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. In the working pane, right-click the rule you want to configure. 4. From the pop-up menu, select Rule/Condition Properties. The Rule Properties dialog box appears. 5. Click Configure Logic. The Procedure Editor dialog box appears. 6. Type the stored procedure or function. For more information about syntax, refer to Understanding Syntax for Rules on page Click Save to save your changes and close the dialog box. The stored procedure or function is updated in the database. Configuring Web Services for Workflow Rules You can configure the workflow rule to use an external web service to discover the next inbox to which to route folders. To configure a web service for a rule, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. In the working pane, right-click the rule you want to configure. 4. From the pop-up menu, select Rule/Condition Properties. The Rule Properties dialog box appears. 5. Click Configure Logic. The Web API Client Configuration dialog box appears. Page 158 of 305

159 6. Click the Input/Output tab. The Input tab displays the input parameters for the web service and provides the following information: Name: Name of the field passed by Nolij Web to the web service. The folder ID is required. Location: Ordinal value of the field. The first field has a value of 0 (zero), the second field has a value of 1 (one), and so on. Sub Expression: Parameter substituted into the input value. The Output tab displays the output parameters and provides the following information: Name: Name of the fields sent from the web service; the web service returns the Destination and Prompt String fields. Query: Value of the fields returned by the web service. 7. In the Sub Expression field in the Input pane, type parameters to be substituted into the input values. 8. Click the URL tab and type the URL to the web service being requested. 9. Do one of the following: If you are not using POST, click the URL tab and type the URL to the web service being re quested. If you are using POST, click the Payload tab and type the URL to use after the connection to the web service has been made. 10. In the HTTP Method field, click the radio button for the HTTP method used by the web service request (GET or POST). 11. In the Query field in the Output pane, type the parameters for the output values. 12. Click the Authentication tab. 13. If you are using an x.509 certificate, in the Keystore alias field, in the Use x.509 Certs, type the keystore alias for the x.509 certificate. 14. If you are using HTTP digest authentication for communication, in the Use HTTP Digest pane, do the following: 1. In the Username field, type the HTTP digest authentication username. 2. In the Password field, type the HTTP digest authentication password. 15. Click Test to test the web service. Refer to Testing Web Services for Workflow Rules on page Click Save to save your changes and close the dialog box. Page 159 of 305

160 Testing Web Services for Workflow Rules To test a web service, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. In the working pane, right-click the rule you want to configure. 4. From the pop-up menu, select Rule/Condition Properties. The Rule Properties dialog box appears. 5. Click Configure Logic. The Web API Client Configuration dialog box appears. 6. Click Test. 7. The Web Service Test dialog box appears. 8. Click Execute to run the web service. 9. You can click the Clear button to clear information from the query fields. 10. Click Close to close the dialog box. Testing Rules To test the rule, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. In the working pane, right-click the rule you want to configure. 4. From the pop-up menu, select Rule/Condition Properties. The Rule Properties dialog box appears. 5. Click Test. 6. In the Folder Id field, type the numeric code for a folder against which to test the rule. 7. Click Execute to run the test procedure. Nolij Web runs the query against the folder ID and displays the output prompt and code in the Output pane. Renaming Rules To rename a rule, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. Page 160 of 305

161 3. Do one of the following: Click the Rule and click Rename in the Workflow Editor toolbar. In the working pane, right-click the rule you want to rename; then, from the pop-up menu, select Rename. The Rename Rule dialog box appears. 4. Type the name of rule. 5. Click OK to close the dialog box. The rule is renamed. 6. Click Save to save your changes. Deleting Rules Note You can delete only the lowest-level item in the workflow. To delete a rule action, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Do one of the following: Click the rule and click in the Workflow Editor toolbar. In the working pane, right-click the rule you want to delete; then, from the pop-up menu, select Remove. 4. In the workflow working pane, click Save. The rule is deleted and is removed from the workflow. Configuring Conditions Refer to these topics for more information: Adding Conditions on page 161. Configuring Condition Properties on page 162. Renaming Conditions on page 167. Deleting Conditions on page 168. Adding Conditions Conditions are stored procedures or functions that perform different actions, based on input values and existing database or Nolij Web conditions, returning either a Yes or No equivalent value. Folders are routed to one of two possible paths, depending on the result returned. Page 161 of 305

162 Use conditions or rules for complex workflows. You can add conditions to Complete Step actions, rules, and other conditions. 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View.] 3. Do one of the following: Click the rule, Yes or No condition, or Complete Step action to which you want to add the condition and click in the Workflow Editor toolbar. Right-click the rule, Yes or No condition, or Complete Step action to which you want to add the condition; then, from the pop-up menu, click Add Condition. The Add Condition dialog box appears. 4. Type the name of the condition and click OK. The condition appears in the working pane, displaying the Yes and No options. 5. Click Save to save your changes. 6. Configure the condition properties. Refer to Configuring Condition Properties on page 162. You can allow users to override the workflow process so that they can manually route folders from one inbox to another inbox. Refer to Configuring Workflow Permissions on page 38. Configuring Condition Properties For more information about configuring the SQL of the stored procedure used by the condition, refer to Creating Stored Procedures on page 168. To configure conditions, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Do one of the following: In the working pane, right-click the condition you want to configure and, from the pop-up menu, select Condition Properties. Click the condition and click in the Workflow Editor toolbar. The Condition Properties dialog box appears. 4. Configure the appropriate information, as described in the following table. Page 162 of 305

163 Table 13: Condition Properties Dialog Box Elements and Descriptions Element Connection dropdown box Description field Type drop-down box Name field Description Select the connection for the condition. This value is the name of the database associated with the query (with which the workflow is associated) which contains the stored procedure or function the condition uses. Optionally type descriptive text about the condition. Select if the condition uses a stored procedure, function, or web service (Advanced). Type the name of the stored procedure or function. This field is required for stored procedures or functions. This field is dimmed and unavailable if you are configuring a web service. Configure Logic button For stored procedures or functions, click to edit the stored procedure or function. Refer to Editing Stored Procedures and Functions for Conditions on page 164. For web services, click to configure the web service; refer to Configuring Web Services for Workflow Conditions on page 165. Include Login ID checkbox Include Fields field Check this checkbox to specify that the query, associated with this workflow, passes the username of the user running the workflow. Specify the fields that you want the query, associated with this workflow, to pass to this stored procedure. In a typical workflow, workflow procedures use the primary key of the associated query as an input value and return the Yes or No value (for conditions) or inbox numbers (for rules). Nolij Web automatically passes the primary key of the associated query to the stored procedure, and you can specify additional fields that can be passed. The syntax is: Query field number:query field number For example, to pass fields 2 and 3, type, in this field: 2:3 You must modify the stored procedure so that it accepts the parameters that are passed. Use the format: CREATE OR REPLACE PROCEDURE <PROCEDURE_NAME> (PRI_KEY IN <type>, LOGINID IN <type>, OTHER_QUERY_COLS IN <type>) BEGIN END; / Page 163 of 305

164 Table 13: Condition Properties Dialog Box Elements and Descriptions (Continued) Element Description Yes Direction pane Prompt Type dropdown box When the condition returns a Yes and the workflow criteria for the return is fulfilled, you can specify that a prompt appears to display information to a user. Specify if the prompt is Return or Custom. A Return prompt is returned from the stored procedure; a Custom prompt is returned from the workflow. Prompt field Display In drop-down box Option drop-down box For a custom prompt, type the text (non-numeric string) to use in the prompt. Specify if the prompt appears as a separate browser window (Browser) or as a pop-up message (Pop-up). Specify if the prompt provides an OK button (OK) or both an OK and Cancel button (OK Cancel). Work performed by the associated stored procedure is not reversed when a user clicks Cancel. No Direction pane Prompt is drop-down box When the condition returns a No and the workflow criteria for the return is fulfilled, you can specify that a prompt appears to display information to a user. Specify if the prompt is Return or Custom. Prompt field Display In drop-down box Option drop-down box Type the text (non-numeric string) to use in the prompt. Specify if the prompt appears as a separate browser window (Browser) or as a pop-up message (Pop-up). Specify if the prompt provides an OK button (OK) or both an OK and Cancel button (OK Cancel). 5. Click OK to close the dialog box and save your changes. 6. Click Save to save your changes. Editing Stored Procedures and Functions for Conditions To edit a stored procedure or function, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. In the working pane, right-click the rule you want to configure. 4. From the pop-up menu, select Rule/Condition Properties. The Condition Properties dialog box appears. Page 164 of 305

165 5. Click Configure Logic. The Procedure Editor dialog box appears. 6. Type the stored procedure or function. For more information about syntax, refer to Understanding Syntax for Conditions on page Click Save to save your changes and close the dialog box. 8. The stored procedure or function is updated in the database. Configuring Web Services for Workflow Conditions You can configure the workflow condition to use an external web service to discover the next inbox to which to route folders. For more information about configuring web services for workflows, refer to Writing RESTFUL Services for Integration with Nolij Web on page 299. To configure web services for workflow conditions, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. In the working pane, right-click the rule you want to configure. 4. From the pop-up menu, select Rule/Condition Properties. The Rule Properties dialog box appears. 5. Click Configure Logic. The Web API Client Configuration dialog box appears. 6. Click the Input/Output tab. The Input tab displays the input parameters for the web service and provides the following information: Name: Name of the query field passed by Nolij Web to the web service. Only searchable fields appear in this pane. Location: Ordinal value of the query field. The first query field has a value of 0 (zero), the second field has a value of 1 (one), and so on. Sub Expression: Parameter substituted into the input value. The Output tab displays the output parameters and provides the following information: Name: Name of the query field sent from the web service. Query: XPath query used to retrieve information from the results of the web service request. 7. In the Sub Expression field in the Input pane, type parameters to be substituted into the input value. 8. Click the URL tab and type the URL to the web service being requested. 9. Click the Payload tab. Page 165 of 305

166 10. In the HTTP Method field, click the radio button for the HTTP method used by the web service request (GET, POST, PUT, or DELETE). 11. In the Query field in the Output pane, type the XPath query. 12. Click the Authentication tab. 13. If you are using an x.509 certificate, in the Keystore alias field, in the Use x.509 Certs, type the keystore alias for the x.509 certificate. 14. If you are using HTTP digest authentication for communication, in the Use HTTP Digest pane, do the following: 1. In the Username field, type the HTTP digest authentication username. 2. In the Password field, type the HTTP digest authentication password. 15. Click Test to test the web service. Refer to Testing Web Services for Workflow Conditions on page Click Save to save your changes and close the dialog box. Testing Web Services for Workflow Conditions To test a web service, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. In the working pane, right-click the rule you want to configure. 4. From the pop-up menu, select Rule/Condition Properties. The Rule Properties dialog box appears. 5. Click Configure Logic. The Web API Client Configuration dialog box appears. 6. Click Test. 7. The Web Service Test dialog box appears. 8. Click Execute to run the web service. 9. You can click the Clear button to clear information from the query fields. 10. Click Close to close the dialog box. Page 166 of 305

167 Testing Conditions To test conditions, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Do one of the following: In the working pane, right-click the condition you want to configure and, from the pop-up menu, select Rule/Condition Properties. Click the condition and click in the Workflow Editor toolbar. 4. Click Test. The Condition Properties dialog box appears. 5. In the Folder Id field, type the numeric code for a folder against which to test the rule. 6. Click Execute to run the test procedure. Nolij Web runs the query against the folder ID and displays the output prompt and code in the Output pane. Renaming Conditions To rename a condition, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Do one of the following: Click the condition and click Rename in the Workflow Editor toolbar. In the working pane, right-click the condition you want to rename; then, from the pop-up menu, select Rename. The Rename Condition dialog box appears. 4. Type the name of condition. 5. Click OK to close the dialog box. The condition is renamed. 6. Click Save to save your changes. Page 167 of 305

168 Deleting Conditions Note You can delete only the lowest-level item in the workflow. To delete a condition, do the following: 1. In Navigation > Workflows, click the workflow you want to configure to select it. 2. Click Standard View or Graphical View. 3. Do one of the following: Click the condition and click in the Workflow Editor toolbar. In the working pane, right-click the condition you want to delete; then, from the pop-up menu, select Remove. The condition is deleted and is removed from Navigation > Hierarchy. Configuring Stored Procedures Refer to these topics for more information: Understanding Syntax for Rules on page 169. Stored Procedure Example for a Rule on page 169. Understanding Syntax for Conditions on page 170. Stored Procedure Example for a Condition on page 170. Passing Additional Parameters on page 171. Creating Stored Procedures Rules and conditions use stored procedures or functions to determine the workflow path of a folder. Create stored procedures and functions using an external database management tool. Note the following important information about SQL syntax for stored procedures: Each stored procedure processes an input argument, which is the primary key of the query associated with the workflow. Rules require inbox numbers because they can route folders to more than two paths; the SQL code must return a numeric value that is the inbox to which folders are sent. Conditions do not need inbox numbers because they route folders to only one of two possible paths and return only Yes or No results. Conditions must return a numeric value: = -1 (error) = 0 (No) Page 168 of 305

169 = 1 (Yes) > 1 (Yes) Condition and rule stored procedures return a non-numeric string that can display a prompt to show the routing results to a user. Understanding Syntax for Rules Use the following Oracle PL/SQL syntax for rules: CREATE OR REPLACE PROCEDURE MY_PROC_RULE (PRIMARY_KEY IN NUMBER, INBOX OUT NUMBER, PROMPT OUT VARCHAR2) IS BEGIN -- start code logic -- end code logic END; Stored Procedure Example for a Rule In an example workflow, folders that contain applications with students whose last names begin with the letters A through M are routed to Inbox A-M, with an inbox number of 46. Folders that contain applications with students whose last names begin with the letters N - Z are routed to Inbox N-Z, with an inbox number of 47. Rules return the inbox number to which a folder is appropriately routed. For example: CREATE OR REPLACE PROCEDURE ROUTELASTNAME (PERS_ID IN NUMBER,INBOX OUT NUMBER, PROMPT OUT VARCHAR2) IS LAST_NAME VARCHAR2(60); ERRTEXT VARCHAR2(50); BEGIN INBOX := -1; PROMPT := 'UNABLE TO LOCATE THIS ID'; ERRTEXT := 'NO PERSON INFORMATION FOUND.'; SELECT PERSON_LAST_NAME INTO LAST_NAME FROM PERSON WHERE PERSON_PERS_ID = PERS_ID; IF SUBSTR(LAST_NAME,1,1) IN ('A','B','C','D','E','F','G','H','I','J','K','L','M') THEN INBOX := 46; PROMPT := 'ROUTE TO NAMES A-M?'; ELSE INBOX := 47; PROMPT := 'ROUTE TO NAMES N-Z?'; END IF; DBMS_OUTPUT.PUT_LINE('INBOX: ' INBOX); DBMS_OUTPUT.PUT_LINE('PROMPT' PROMPT); Page 169 of 305

170 EXCEPTION WHEN NO_DATA_FOUND THEN INBOX := -1; PROMPT := 'UNABLE TO LOCATE THIS ID'; ERRTEXT := 'NO PERSON INFORMATION FOUND.'; DBMS_OUTPUT.PUT_LINE('INBOX: ' INBOX); DBMS_OUTPUT.PUT_LINE('PROMPT' PROMPT); END; Because folders can travel through one of only two possible paths, you can use a condition that routes folders in the same way. Refer to Stored Procedure Example for a Condition on page 170. Understanding Syntax for Conditions Use the following Oracle PL/SQL syntax for conditions: CREATE OR REPLACE PROCEDURE MY_PROC_COND (PERS_ID IN NUMBER, NULLCNT OUT NUMBER, PROMPT OUT VARCHAR2) IS BEGIN -- start code logic -- end code logic END; Stored Procedure Example for a Condition In an example workflow, folders that contain applications with students whose last names begin with the letters A through M are routed to Inbox A-M, with an inbox number of 46. Folders that contain applications with students whose last names begin with the letters N - Z are routed to Inbox N-Z, with an inbox number of 47. There are two possible paths that a folder can travel, so you can use a condition to determine the path. Conditions do not use inbox numbers to determine the path of a folder. The SQL code for a condition must return a 1 or 0 value to correspond to a Yes or No outcome. The stored procedure for this condition is: CREATE OR REPLACE PROCEDURE ROUTELASTNAME_CONDITION (PERS_ID IN VARCHAR2,RESULT OUT NUMBER, PROMPT OUT VARCHAR2) IS LAST_NAME VARCHAR2(60); ERRTEXT VARCHAR2(50); BEGIN RESULT := -1; PROMPT := 'UNABLE TO LOCATE THIS ID'; Page 170 of 305

171 ERRTEXT := 'NO PERSON INFORMATION FOUND.'; SELECT PERSON_LAST INTO LAST_NAME FROM PERSON WHERE PERSON_PERS_ID = PERS_ID; IF SUBSTR(LAST_NAME,1,1) IN ('A','B','C','D','E','F','G','H','I','J','K','L','M') THEN RESULT := 1; -- CONDITION IS TRUE PROMPT := 'ROUTE TO NAMES A-M?'; ELSE RESULT := 0; -- CONDITION IS FALSE PROMPT := 'ROUTE TO NAMES N-Z?'; END IF; DBMS_OUTPUT.PUT_LINE ('PROMPT' PROMPT); EXCEPTION WHEN NO_DATA_FOUND THEN RESULT := -1; PROMPT := 'UNABLE TO LOCATE THIS ID'; ERRTEXT := 'NO PERSON INFORMATION FOUND.'; DBMS_OUTPUT.PUT_LINE('PROMPT' PROMPT); END; Passing Additional Parameters In a typical workflow, workflow procedures use the primary key of the associated query as an input value and return the Yes or No value (for conditions) or an inbox number (for rules). Nolij Web automatically passes the primary key of the associated query to the stored procedure used by the condition or rule. You can specify that the username of the user running the workflow is passed, and you can specify other additional fields that can be passed when you configure rule or condition properties. You must modify the stored procedure so that it accepts the parameters that are passed. Use the format: CREATE OR REPLACE PROCEDURE <PROCEDURE_NAME> (PRI_KEY IN <type>, LOGINID IN <type>, OTHER_QUERY_COLS IN <type>) BEGIN END; / Associating Workflows With Queries You must associate a workflow with the appropriate query, and you must ensure that departments, roles, and users have permission to use the workflow. You perform these tasks in Navigation > Enterprise Hierarchy. For more information, refer to Configuring Workflow Permissions on page 38. Page 171 of 305

172 Note You cannot assign the same query to two different workflows that are assigned to the same user. You can create a copy of the query and assign one to each workflow. Exporting Workflows To export a workflow as a.zip file, do the following: 1. In Navigation > Workflows, right-click the workflow you want to export. 2. From the pop-up menu, select Export Workflow_Name. A dialog box appears, prompting you to confirm that you want to export the workflow. 3. Click Yes to confirm that you want to export the workflow. A dialog box appears, prompting you to save the exported file. 4. Click Save to save the file. Importing Workflows To import a workflow, do the following: 1. In the Navigation pane, click Import. The Import Tool window appears. 2. Click the Browse... button and navigate to the location of the workflow you want to import. 3. Click the Preview button to upload the file to the Nolij Web server. In the Preview Import pane, the following file information is provided: Type: Type of object being imported (Query, Workflow, Form, Report, Stamp, or Auto Import Rule). Name: Name of the object. Exists: If the checkbox is checked, the object exists in this instance of Nolij Web. Create New: If the object exists in this instance of Nolij Web, you can create an object that has the same name as the existing object. To overwrite the existing object with the object you are importing, do not check this checkbox. 4. Click Import to import the workflow. A dialog box appears, prompting you to confirm that you want to import the workflow. 5. Click Yes to import the workflow. A dialog box appears to notify you that the workflow was imported successfully. 6. Click OK to close the dialog box. The application refreshes, and the Navigation pane is updated with the import information. Page 172 of 305

173 Renaming Workflows To rename a workflow, do the following: 1. In Navigation > Workflows, right-click the workflow you want to rename. 2. From the pop-up menu, select Rename Workflow_Name. The Rename Node dialog box appears. 3. Type a new name for the workflow. 4. Click OK to close the dialog box and apply your changes. 5. Click Save to save your changes. The workflow is renamed. Deleting Workflows Note You cannot delete a workflow that is assigned to a user. If you want to delete an assigned workflow, you must remove all assignments. Refer to Configuring Workflow Permissions on page 38 for more information. To delete a workflow, do the following: 1. In Navigation > Workflows, right-click the workflow you want to delete. 2. From the pop-up menu, select Delete Workflow_Name. The Confirm Delete dialog box appears, prompting you to verify that you want to delete the workflow. 3. Click Yes to delete the workflow. 4. The workflow is deleted and is removed from Navigation > Workflows. Page 173 of 305

174 Configuring Forms You can create forms to display additional information associated with a record of information, and you can create forms that allow users to modify and add information and save it to the database. Note You can build forms when you run Nolij Web in Internet Explorer only. Forms can retrieve information from the database and display additional information about a record. They can also be used to modify and save information to a database. If you are using ImageNow as your document storage repository, you can configure the code to display the ImageNow five field information when users click ImageNow documents in the user interface. You can assign one form per user. Refer to these topics for more information:. Adding Forms on page 175. Configuring Form Default Properties on page 175. Configuring Form Properties on page 176. Configuring Form Objects on page 177. Configuring Button Code on page 199. Testing Forms on page 217. Testing Forms on page 217. Assigning Forms to Users on page 218. Exporting Forms on page 218. Importing Forms on page 218. Renaming Forms on page 219. Deleting Forms on page 219. Note To maximize the size of the Forms Editor pane, right-click the Forms Editor pane, when you are in Design Mode, and select Maximize Size of Form Design Area. Note Tool tips appear when you hover over, select, or drag a group or control and display the top, left, height, and width values of the object. Refer to the following table for a description of the objects you can add to forms. Note You can add a label and control at the same time; refer to Configuring Refresh Button Code on page 200. Page 174 of 305

175 Adding Forms To add a new form, do the following: 1. In the Navigation pane, right-click Forms. 2. From the pop-up menu, select Add Form. The Add Form dialog box appears. 3. Type the name of the form. 4. Click OK. The form is created and appears in Navigation > Forms. 5. Add a group to the form. Refer to Adding Form Objects on page 181. Configuring Form Default Properties You can configure preferences for the sizes of groups and controls. Do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Right-click the background of the form. 3. Select Default Properties from the pop-up menu. The Form Default Properties dialog box appears. 4. Type the values for the following fields: Group Height: Height, in pixels, of the group. Group Width: Width, in pixels, of the group. Label Height: Height, in pixels, of the label. Label Width: Width, in pixels, of the label. Label Offset: Offset value, in pixels, of the label. Text Box Height: Height, in pixels, of the text box. Text Box Width: Width, in pixels, of the text box. Date Chooser Height: Height, in pixels, of the date chooser. Date Chooser Width: Width, in pixels, of the date chooser. Date Height: Height, in pixels, of the date box. Date Width: Width, in pixels, of the date box. Combo Box Height: Height, in pixels, of the combo box. Combo Box Width: Width, in pixels, of the combo box. Page 175 of 305

176 List View Height: Height, in pixels, of the list view. List View Width: Width, in pixels, of the list view. 5. Click OK to apply your changes and close the dialog box. Configuring Form Properties You can customize the background color of a form, and you can specify that forms refresh after users click another folder or document by doing the following: 1. In Navigation > Forms, click the form you want to configure. 2. Right-click the background of the form. 3. Select Properties from the pop-up menu. The Form Properties dialog box appears. 4. Click the Background Color field. 5. You can select a color from the color pallet that appears in the pop-up menu, or you can specify a custom color by selecting Color Chooser. Proceed to the next step if you are specifying a custom color. You can also select the default color by clicking Default. 6. Specify the color of the field or label by doing any of the following: Use the color selector or color slider. In the color selector area, select move it to the desired color. and move it to the desired color, or click the color slider and Specify a color by providing the appropriate values in the H, S, and V text fields to configure the hue, saturation, and value. 1. Click the H radio button and type a number in the H text field or use the color slider to specify the hue. Hue is expressed as an angle from 0 to 360 degrees corresponding to a location on the color wheel. 2. Specify the saturation and value. Click the S or V radio button and specify the value using the color selector area or the color slider, or type numbers in the S or V fields. Saturation and value are expressed as percentages. Specify a color by providing the appropriate values in the R, G, and B fields by configuring the value of red, green, and blue components of a color. Do one of the following: Click the R, G, or B radio button and type numbers in the R, G, and B text fields. Valid values range from 0 to 255, where 0 is no color, and 255 is pure color. Click the R, G, or B radio button and specify the color using the color selector area or the color slider. Page 176 of 305

177 Specify a color by providing its hexadecimal value, which is the six-digit number that defines the red, green, and blue components of a color. Each digit ranges in value from 0 to f. In the # text field, type the hexadecimal value. For instance, type ffffff for white or ff0000 for pure red. 7. Check the Refresh on Folder Change checkbox for the form to refresh when a user clicks a different folder in the user interface. 8. Check the Refresh on Document Change checkbox for the form to refresh when a user clicks a different document in the user interface. 9. Check the Use Advanced Data Source checkbox to use web services in forms. For more information about configuring web services, refer to Configuring Web Services for Forms on page Check the Refresh Folder on Save checkbox for the Folder Objects pane to refresh when a user saves the form. 11. Check the Use Numeric Folder Id Only checkbox if you want the form to accept only numeric folder IDs. If a non-numeric ID is passed, the form is disabled. 12. Click OK to apply your changes and close the dialog box. Configuring Form Objects Refer to the following topics for more information: Understanding Form Objects on page 177. Adding Form Objects on page 181. Configuring Form Object Properties on page 183. Copying Form Objects on page 195. Aligning (Snapping) Groups and Controls to the Grid on page 197. Aligning Form Objects on page 197. Nudging Form Objects on page 198. Dragging and Dropping Form Objects on page 198. Deleting Form Objects on page 198. Understanding Form Objects The following table provides a description of the form objects you can add to a form. Page 177 of 305

178 Table 14: Form Objects and Descriptions Object Group Label Text box Date box Description A group is the area in which queries are run, and they contain a logically cohesive set of information. For example, you can define address information in one group and financial aid information in another group. Text that describes a form control. Field that displays one row or one or more columns of information. It also accepts one column of information, which can be saved to the database. Date field that displays one column of SQL data type DATE. It also accepts one column of DATE type information, which can be saved to the database. Date boxes do not work with Microsoft SQL Server. However, you can use text boxes instead. For new forms, it is recommended that you use the date chooser control; date boxes are supported for forms created in previous Nolij Web versions. Date chooser Date field that displays one column of SQL data type DATE. It also accepts one column of DATE type information, which can be saved to the database. Date boxes do not work with Microsoft SQL Server. However, you can use text boxes instead. Combo box List view Refresh button Save button Formula button Drop-down box that contains the results from a one-column, multirow query. It can be used to update and insert rows or columns at one time. Table that displays the results of a multirow, multicolumn query. Contains the SQL code that runs the query. Place a refresh button on the form and configure the SQL so that information can be retrieved and displayed in the appropriate control. Contains the code that saves information to the database. If you use form controls that users can use to modify information in a form, place a save button on the form and configure the code for the button. Contains the code that runs a formula calculation. Refer to the following topics for more information: Understanding Groups on page 179. Understanding Labels on page 179. Understanding Text Boxes on page 179. Understanding Date Boxes on page 180. Page 178 of 305

179 Understanding Date Choosers on page 180. Understanding Combo Boxes on page 180. Understanding List Views on page 180. Understanding Refresh Buttons on page 181. Understanding Save Buttons on page 181. Understanding Formula Buttons on page 181. Understanding Groups A group is the area in which queries are run, and they contain a logically cohesive set of information. For example, you can define address information in one group and financial aid information in another group. You must define a group before you can add any other controls. Understanding Labels A label is descriptive text that identity a form control to a user. For example, in the following figure, Source Document Department is the label identifying the drop-down box. Figure 30: Label Example Understanding Text Boxes A text box (or field) displays one row or one or more columns of information returned by a query. In addition, users can type information into text boxes, updating one column of information and saving it back to the database. You can use the same number of text boxes as columns returned by the query to display one result per text box. You can also use one text box to display multiple columns of information, with the results appearing as a comma-separated list. For example, if you want to display a student s last name and first name in two separate text boxes, create two text boxes. For the following code: SELECT PERSON_FIRST_NAME, PERSON_LAST_NAME FROM PERSON WHERE PERSON_PERS_ID = '?' the first name is displayed in the first text box, and the last name is displayed in the second text box. Page 179 of 305

180 Figure 31: Text Boxes with One Value To display the information in one text box, create only one text box. Figure 32: Text Boxes with One Value Understanding Date Boxes Date boxes display and accept one column of information of the type DATE. Note Date boxes do not work with Microsoft SQL Server. However, you can use text boxes instead. Note For new forms, it is recommended that you use the date chooser control; date boxes are supported for forms created in previous Nolij Web versions. Understanding Date Choosers Date choosers display and accept one column of information of the type DATE. Note Date choosers do not work with Microsoft SQL Server. However, you can use text boxes instead. Note For new forms, it is recommended that you use the date chooser control; date boxes are supported for forms created in previous Nolij Web versions. Understanding Combo Boxes Combo boxes (or drop-down boxes) return results from a one column, multirow query, and the results are displayed in a drop-down box. Understanding List Views List views are tables that display the results of a multirow, multicolumn query. Scroll bars and arrows are added to the list view if the length of the rows or columns exceed that of the list view. If a list view displays information from a query record, place a refresh button on the group that contains the list view. Page 180 of 305

181 Understanding Refresh Buttons Refresh buttons contain the SQL code the retrieves information from a record of information. Place a refresh button in any group in which a control retrieves and displays record information. You configure the code on the button to return information from a record. For example, if a group contains a list view that displays information, place a refresh button on the group and configure the SQL code that retrieves the information. Refresh buttons are not visible to the end user. Refer to Configuring Refresh Button Code on page 200 for more information. Understanding Save Buttons If users can modify information in a record and send it to the database, place a save button on the form and configure it with the code that saves information to the database. For example, if a user can type information into a text box, which can be saved to the database, place a save button on the form that saves information typed into the text box to the database. Refer to Configuring Save Button Code on page 205 for more information. Understanding Formula Buttons Formula buttons perform calculations, using standard mathematical operators, with the values contained in a control. The calculation result is displayed in another control. Refer to Configuring Formula Button Code on page 216 for more information. Adding Form Objects To add a new form object, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. To add a group, do the following 1. Right-click the Forms Editor pane. 2. Select Add Group from the pop-up menu. The group appears in the Forms Editor page. Page 181 of 305

182 4. To add a control to the group, do the following: 1. In the Forms Editor pane, right-click the group to which you want to add a text box. 2. From the pop-up menu, select one of the following: Label Text Box Date Chooser Date Combo Box List View Buttons Refresh Button Save Button Formula Button The control appears in the group. 5. Click Save to save your changes. 6. Configure the appropriate properties. Refer to Configuring Form Object Properties on page 183 for more information. 7. Configure the code on the appropriate buttons. Refer to Configuring Button Code on page 199 for more information. To resize a form object, click the group and then place your mouse on one of its edges until the mouse pointer changes to (to resize horizontally) or (to resize vertically). You can also place your mouse on an edge to resize both horizontally and vertically. Drag and drop it to the desired location to resize it. To move a group, click it and then drag and drop it to the desired location. Adding Labels and Controls Simultaneously You can use the Form Builder dialog box to add a label and another control at the same time. 1. In Navigation > Forms, click form you want to configure. 2. Click the Design radio button. 3. Right-click the area of the group in which the label and control should appear. 4. Select Form Builder. The Form Builder dialog box appears. 5. In the Label Text field, type the text that appears for the label. Page 182 of 305

183 6. In the Label Offset field, type the number of pixels between the label and control. 7. In the Height field, type the height, in pixels, of the label. 8. In the Width field, type the width, in pixels, of the label. 9. From the Font Size drop-down box, select the font size of the label text. Default font size of Nolij Web labels is In the Label Position field, click the appropriate radio button: Left: Specifies that the label appears to the left of the control. Top: Specifies that the label appears above the control. Right: Specifies that the label appears to the right of the control. Bottom: Specifies that the label appears below the control. 11. In the Horizontal Text Justified field, click the appropriate radio button: Left: Horizontally aligns text to the left in the label. Center: Horizontally centers text in the label. Right: Horizontally aligns text to the right in the label. 12. In the Vertical Text Justified field, click the appropriate radio button: Top: Vertically aligns text to the top in the label. Center: Vertically centers the text in the label. Bottom: Vertically aligns text to the bottom in the label. 13. In the Control Type field, select the appropriate radio button: Combo Box: Adds a combo box control. Date: Adds a date box control. Date Chooser: Adds a date chooser control List View: Adds a list view control Text Box: Adds a text box control. 14. In the Control Height field, type the height, in pixels, of the control. 15. In the Control Width field, type the width, in pixels, of the control 16. Click OK to add the label and control and close the dialog box. Configuring Form Object Properties Refer to the following topics for more information: Configuring Group Properties on page 184. Configuring Label Properties on page 185. Page 183 of 305

184 Configuring Text Box Properties on page 187. Configuring Date Box Properties on page 189. Configuring Date Chooser Properties on page 190. Configuring Combo Box Properties on page 191. Configuring List View Properties on page 193. Configuring Button Properties on page 194. Configuring Group Properties To configure group properties, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. Right-click the group you want to configure. 4. Select Properties from the pop-up menu. The Group Properties dialog box appears. 5. In the Base Info pane, modify the appropriate information. Key: Unique number, which Nolij Web assigns, that identifies the group. Top: Type the value, in pixels, of the top margin. This value specifies boundary length between the top of the Forms Editor page and the group. Left: Type the value, in pixels, of the left margin. This value specifies the boundary length between the left side of the Forms Editor page and the group. Height: Type the group height, in pixels. Width: Type the group width, in pixels. 6. In the Group Info pane, modify the appropriate information. Name: Type a descriptive name for the group. This name appears as a label for the group in the Forms Editor. Z Order: Type the Z order value of the group, which is either zero (0), the higher value, or 1. The Z order determines which group appears on top of another group if groups overlap. A group with a 0 Z value appears above a group with a 1 Z value. Show Frame: Check the Show Frame checkbox to display the a frame around the group in the Forms Editor pane. If you do not check the checkbox, no frame is displayed around the group. 7. Click the Background Color field to change the background color. 8. You can select a color from the color pallet that appears in the pop-up menu, or you can specify a custom color by selecting Color Chooser. Proceed to the next step if you are specifying a custom color. You can also select the default Color by clicking Default. Page 184 of 305

185 9. Specify the color of the field or label by doing any of the following: Use the color selector or color slider. In the color selector area, select move it to the desired color. and move it to the desired color, or click the color slider and Specify a color by providing the appropriate values in the H, S, and V text fields to configure the hue, saturation, and value. 1. Click the H radio button and type a number in the H text field or use the color slider to specify the hue. Hue is expressed as an angle from 0 to 360 degrees corresponding to a location on the color wheel. 2. Specify the saturation and value. Click the S or V radio button and specify the value using the color selector area or the color slider, or type numbers in the S or V fields. Saturation and value are expressed as percentages. Specify a color by providing the appropriate values in the R, G, and B fields by configuring the value of red, green, and blue components of a color. Do one of the following: Click the R, G, or B radio button and type numbers in the R, G, and B text fields. Valid values range from 0 to 255, where 0 is no color, and 255 is pure color. Click the R, G, or B radio button and specify the color using the color selector area or the color slider. Specify a color by providing its hexadecimal value, which is the six-digit number that defines the red, green, and blue components of a color. Each digit ranges in value from 0 to f. In the # text field, type the hexadecimal value. For instance, type ffffff for white or ff0000 for pure red. 10. Click OK to apply your changes and close the dialog box. 11. Click Save to save your changes. Configuring Label Properties To configure label properties, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. Right-click the label you want to configure. 4. Select Properties from the pop-up menu. The Label Properties dialog box appears. 5. In the Base Info pane, specify the appropriate information. Key: Unique number, which Nolij Web assigns, that identifies the label. Top: Type the value, in pixels, of the top margin. This value specifies boundary length between the top of the group and the label. Page 185 of 305

186 Left: Type the value, in pixels, of the left margin. This value specifies the boundary length between the left side of the group and the label. Height: Type the value, in pixels, of the height of the label. Width: Type the value, in pixels, of the width of the label. 6. In the Label Info pane, type the name of the label in the Label field. This is the label text as it appears in the form. Click the Background Color field to change the background color; click the Foreground Color field to change the foreground color. 7. You can select a color from the color pallet that appears in the pop-up menu, or you can specify a custom color by selecting Color Chooser. Proceed to the next step if you are specifying a custom color. You can also select the default Color by clicking Default. 8. Specify the color of the field or label by doing any of the following: Use the color selector or color slider. In the color selector area, select move it to the desired color. and move it to the desired color, or click the color slider and Specify a color by providing the appropriate values in the H, S, and V text fields to configure the hue, saturation, and value. 1. Click the H radio button and type a number in the H text field or use the color slider to specify the hue. Hue is expressed as an angle from 0 to 360 degrees corresponding to a location on the color wheel. 2. Specify the saturation and value. Click the S or V radio button and specify the value using the color selector area or the color slider, or type numbers in the S or V fields. Saturation and value are expressed as percentages. Specify a color by providing the appropriate values in the R, G, and B fields by configuring the value of red, green, and blue components of a color. Do one of the following: Click the R, G, or B radio button and type numbers in the R, G, and B text fields. Valid values range from 0 to 255, where 0 is no color, and 255 is pure color. Click the R, G, or B radio button and specify the color using the color selector area or the color slider. Specify a color by providing its hexadecimal value, which is the six-digit number that defines the red, green, and blue components of a color. Each digit ranges in value from 0 to f. In the # text field, type the hexadecimal value. For instance, type ffffff for white or ff0000 for pure red. 9. In the Horizontal Text Justified field, click the appropriate radio button: Left: Horizontally aligns text to the left in the label. Center: Horizontally centers text in the label. Right: Horizontally aligns text to the right in the label. Page 186 of 305

187 10. In the Vertical Text Justified field, click the appropriate radio button: Top: Vertically aligns text to the top in the label. Center: Vertically centers the text in the label. Bottom: Vertically aligns text to the bottom in the label. 11. From the Font Size drop-down box, select the font size of the label text. The default font size for labels is Click OK to apply your changes and close the dialog box. 13. Click Save to save your changes. Configuring Text Box Properties To configure text box properties, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. Right-click the text box you want to configure. 4. Select Properties from the pop-up menu. The Text Box Properties dialog box appears. 5. In the Base Info pane, specify the appropriate information. Key: Unique number, which Nolij Web assigns, that identifies the text box. Top: Type the value, in pixels, of the top margin. This value specifies boundary length between the top of the group and the text box. Left: Type the value, in pixels, of the left margin. This value specifies the boundary length between the left side of the group and the text box. Height: Type the value, in pixels, of the height of the text box. Width: Type the value, in pixels, of the width of the text box. 6. In the Info pane, specify the appropriate information. Tool Tip: Type the text that is displayed when a pointer hovers over the text box. Tab Order: Type the tab order value of the text box. The tab order is the order in which a user moves the focus from one control to another using the Tab key on the keyboard. The focus moves sequentially from the lowest value to the highest value. The lowest value is Click the Background Color field to change the background color; click the Foreground Color field to change the foreground color. 8. You can select a color from the color pallet that appears in the pop-up menu, or you can specify a custom color by selecting Color Chooser. Proceed to the next step if you are specifying a custom color. You can also select the default Color by clicking Default. Page 187 of 305

188 9. Specify the color of the field or label by doing any of the following: Use the color selector or color slider. In the color selector area, select move it to the desired color. and move it to the desired color, or click the color slider and Specify a color by providing the appropriate values in the H, S, and V text fields to configure the hue, saturation, and value. 1. Click the H radio button and type a number in the H text field or use the color slider to specify the hue. Hue is expressed as an angle from 0 to 360 degrees corresponding to a location on the color wheel. 2. Specify the saturation and value. Click the S or V radio button and specify the value using the color selector area or the color slider, or type numbers in the S or V fields. Saturation and value are expressed as percentages. Specify a color by providing the appropriate values in the R, G, and B fields by configuring the value of red, green, and blue components of a color. Do one of the following: Click the R, G, or B radio button and type numbers in the R, G, and B text fields. Valid values range from 0 to 255, where 0 is no color, and 255 is pure color. Click the R, G, or B radio button and specify the color using the color selector area or the color slider. Specify a color by providing its hexadecimal value, which is the six-digit number that defines the red, green, and blue components of a color. Each digit ranges in value from 0 to f. In the # text field, type the hexadecimal value. For instance, type ffffff for white or ff0000 for pure red. 10. In the Validation pane, specify the criteria that must be met for entries that users type into the form text box to be successful. Allow Blank: Check this checkbox to allow users to type empty spaces in the form field. Minimum Valid Input: Type the minimum number of characters users must type into the form field. Validation Expression: Type the regular expression required for the text box. If users provide information in the text box that does not meet validation requirements, the field is highlighted in red. In addition, users can save the information; a message appears, indicating that the information is invalid and prompting whether they want to save the information. 11. Click Apply to apply your changes and close the dialog box. 12. Click Save to save your changes. Page 188 of 305

189 Configuring Date Box Properties To configure date box properties, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. Right-click the date box you want to configure. 4. Select Properties from the pop-up menu. The Date Box Properties dialog box appears. 5. In the Base Info pane, specify the appropriate information. Key: Unique number, which Nolij Web assigns, that identifies the date box. Top: Type the value, in pixels, of the top margin. This value specifies boundary length between the top of the group and the date box. Left: Type the value, in pixels, of the left margin. This value specifies the boundary length between the left side of the group and the date box. Height: Type the value, in pixels, of the height of the date box. Width: Type the value, in pixels, of the width of the date box. 6. In the Info pane, specify the appropriate information. Tool Tip: Type the text that is displayed when a pointer hovers over it. Tab Order: Type the tab order value of the text box. The tab order is the order in which a user moves the focus from one control to another using the Tab key on the keyboard. The focus moves sequentially from the lowest value to the highest value. The lowest value is 0 (zero). 7. Click the Background Color field to change the background color; click the Foreground Color field to change the foreground color. 8. You can select a color from the color pallet that appears in the pop-up menu, or you can specify a custom color by selecting Color Chooser. Proceed to the next step if you are specifying a custom color. You can also select the default Color by clicking Default. 9. Specify the color of the field or label by doing any of the following: Use the color selector or color slider. In the color selector area, select move it to the desired color. and move it to the desired color, or click the color slider and Specify a color by providing the appropriate values in the H, S, and V text fields to configure the hue, saturation, and value. 1. Click the H radio button and type a number in the H text field or use the color slider to specify the hue. Hue is expressed as an angle from 0 to 360 degrees corresponding to a location on the color wheel. Page 189 of 305

190 2. Specify the saturation and value. Click the S or V radio button and specify the value using the color selector area or the color slider, or type numbers in the S or V fields. Saturation and value are expressed as percentages. Specify a color by providing the appropriate values in the R, G, and B fields by configuring the value of red, green, and blue components of a color. Do one of the following: Click the R, G, or B radio button and type numbers in the R, G, and B text fields. Valid values range from 0 to 255, where 0 is no color, and 255 is pure color. Click the R, G, or B radio button and specify the color using the color selector area or the color slider. Specify a color by providing its hexadecimal value, which is the six-digit number that defines the red, green, and blue components of a color. Each digit ranges in value from 0 to f. In the # text field, type the hexadecimal value. For instance, type ffffff for white or ff0000 for pure red. 10. Click Apply to apply your changes and close the dialog box. 11. Click Save to save your changes. Configuring Date Chooser Properties To configure date chooser properties, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. Right-click the date chooser you want to configure. 4. Select Properties from the pop-up menu. The Date Chooser Properties dialog box appears. 5. In the Base Info pane, specify the appropriate information. Key: Unique number, which Nolij Web assigns, that identifies the date chooser. Top: Type the value, in pixels, of the top margin. This value specifies boundary length between the top of the group and the date chooser. Left: Type the value, in pixels, of the left margin. This value specifies the boundary length between the left side of the group and the date chooser. Height: Type the value, in pixels, of the height of the date chooser. Width: Type the value, in pixels, of the width of the date chooser. 6. In the Info pane, specify the appropriate information. Tool Tip: Type the text that is displayed when a pointer hovers over it. Tab Order: Type the tab order value of the date chooser. The tab order is the order in which a user moves the focus from one control to another using the Tab key on the keyboard. The focus moves sequentially from the lowest value to the highest value. The lowest value is 0 (zero). Perceptive Nolij Web Administrator Guide Page 190 of 305

191 7. Click the Background Color field to change the background color; click the Foreground Color field to change the foreground color. 8. You can select a color from the color pallet that appears in the pop-up menu, or you can specify a custom color by selecting Color Chooser. Proceed to the next step if you are specifying a custom color. You can also select the default Color by clicking Default. 9. Specify the color of the field or label by doing any of the following: Use the color selector or color slider. In the color selector area, select move it to the desired color. and move it to the desired color, or click the color slider and Specify a color by providing the appropriate values in the H, S, and V text fields to configure the hue, saturation, and value. 1. Click the H radio button and type a number in the H text field or use the color slider to specify the hue. Hue is expressed as an angle from 0 to 360 degrees corresponding to a location on the color wheel. 2. Specify the saturation and value. Click the S or V radio button and specify the value using the color selector area or the color slider, or type numbers in the S or V fields. Saturation and value are expressed as percentages. Specify a color by providing the appropriate values in the R, G, and B fields by configuring the value of red, green, and blue components of a color. Do one of the following: Click the R, G, or B radio button and type numbers in the R, G, and B text fields. Valid values range from 0 to 255, where 0 is no color, and 255 is pure color. Click the R, G, or B radio button and specify the color using the color selector area or the color slider. Specify a color by providing its hexadecimal value, which is the six-digit number that defines the red, green, and blue components of a color. Each digit ranges in value from 0 to f. In the # text field, type the hexadecimal value. For instance, type ffffff for white or ff0000 for pure red. 10. Click OK to apply your changes and close the dialog box. 11. Click Save to save your changes. Configuring Combo Box Properties To configure combo box properties, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. Right-click the date box you want to configure. Page 191 of 305

192 4. Select Properties from the pop-up menu. The Date Box Properties dialog box appears. 5. In the Base Info pane, specify the appropriate information. Key: Unique number, which Nolij Web assigns, that identifies the combo box. Top: Type the value, in pixels, of the top margin. This value specifies boundary length between the top of the group and the date box. Left: Type the value, in pixels, of the left margin. This value specifies the boundary length between the left side of the group and the date box. Height: Type the value, in pixels, of the height of the text box. Width: Type the value, in pixels, of the width of the text box. 6. In the Info pane, specify the appropriate information. Tool Tip: Type the text that is displayed when a pointer hovers over it. Tab Order: Type the tab order value of the text box. The tab order is the order in which a user moves the focus from one control to another using the Tab key on the keyboard. The focus moves sequentially from the lowest value to the highest value. The lowest value is Click the Background Color field to change the background color; click the Foreground Color field to change the foreground color. 8. You can select a color from the color pallet that appears in the pop-up menu, or you can specify a custom color by selecting Color Chooser. Proceed to the next step if you are specifying a custom color. You can also select the default Color by clicking Default. 9. Specify the color of the field or label by doing any of the following: Use the color selector or color slider. In the color selector area, select move it to the desired color. and move it to the desired color, or click the color slider and Specify a color by providing the appropriate values in the H, S, and V text fields to configure the hue, saturation, and value. 1. Click the H radio button and type a number in the H text field or use the color slider to specify the hue. Hue is expressed as an angle from 0 to 360 degrees corresponding to a location on the color wheel. 2. Specify the saturation and value. Click the S or V radio button and specify the value using the color selector area or the color slider, or type numbers in the S or V fields. Saturation and value are expressed as percentages. Page 192 of 305

193 Specify a color by providing the appropriate values in the R, G, and B fields by configuring the value of red, green, and blue components of a color. Do one of the following: Click the R, G, or B radio button and type numbers in the R, G, and B text fields. Valid values range from 0 to 255, where 0 is no color, and 255 is pure color. Click the R, G, or B radio button and specify the color using the color selector area or the color slider. Specify a color by providing its hexadecimal value, which is the six-digit number that defines the red, green, and blue components of a color. Each digit ranges in value from 0 to f. In the # text field, type the hexadecimal value. For instance, type ffffff for white or ff0000 for pure red. 10. Click OK to apply your changes and close the dialog box. 11. Click Save to save your changes. Configuring List View Properties To configure list view properties, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. Right-click the list view you want to configure. 4. Select Properties from the pop-up menu. The ListView Properties dialog box appears. 5. In the Base Info pane, specify the appropriate information. Key: Unique number, which Nolij Web assigns, that identifies the list view. Top: Type the value, in pixels, of the top margin. This value specifies boundary length between the top of the group and the list view. Left: Type the value, in pixels, of the left margin. This value specifies the boundary length between the left side of the group and the list view. Height: Type the value, in pixels, of the height of the list view. Width: Type the value, in pixels, of the width of the list view. 6. In the Info pane, specify the appropriate information. Tool Tip: Type the text that is displayed when a pointer hovers over the list view. Tab Order: Type the tab order value of the table. The tab order is the order in which a user moves the focus from one control to another using the Tab key on the keyboard. The focus moves sequentially from the lowest value to the highest value. The lowest value is Click the Background Color field to change the background color; click the Foreground Color field to change the foreground color. Page 193 of 305

194 8. You can select a color from the color pallet that appears in the pop-up menu, or you can specify a custom color by selecting Color Chooser. Proceed to the next step if you are specifying a custom color. You can also select the default Color by clicking Default. 9. Specify the color of the field or label by doing any of the following: Use the color selector or color slider. In the color selector area, select move it to the desired color. and move it to the desired color, or click the color slider and Specify a color by providing the appropriate values in the H, S, and V text fields to configure the hue, saturation, and value. 1. Click the H radio button and type a number in the H text field or use the color slider to specify the hue. Hue is expressed as an angle from 0 to 360 degrees corresponding to a location on the color wheel. 2. Specify the saturation and value. Click the S or V radio button and specify the value using the color selector area or the color slider, or type numbers in the S or V fields. Saturation and value are expressed as percentages. Specify a color by providing the appropriate values in the R, G, and B fields by configuring the value of red, green, and blue components of a color. Do one of the following: Click the R, G, or B radio button and type numbers in the R, G, and B text fields. Valid values range from 0 to 255, where 0 is no color, and 255 is pure color. Click the R, G, or B radio button and specify the color using the color selector area or the color slider. Specify a color by providing its hexadecimal value, which is the six-digit number that defines the red, green, and blue components of a color. Each digit ranges in value from 0 to f. In the # text field, type the hexadecimal value. For instance, type ffffff for white or ff0000 for pure red. 10. Click OK to apply your changes and close the dialog box. 11. Click Save to save your changes. Configuring Button Properties To configure button properties, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. Right-click the button you want to configure. 4. Select Properties from the pop-up menu. The properties dialog box for the button appears. Page 194 of 305

195 5. In the Base Info pane, specify the appropriate information. Key: Unique number, assigned by Nolij Web, that uniquely identifies the button. Top: Type the value, in pixels, of the top margin. This value specifies boundary length between the top of the control and the button. Left: Type the value, in pixels, of the left margin. This value specifies the boundary length between the left side of the control and the button. Height: Type the value, in pixels, of the height of the button. Width: Type the value, in pixels, of the width of the button. 6. Click Apply to apply your changes and close the dialog box. 7. Click Save to save your changes. Copying Form Objects Refer to the following topics for more information: Copying Groups on page 195. Copying Controls and Buttons on page 196. Copying Groups You can copy one or more groups onto the same form or from one form to another. Do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. Click the group that you want to copy. To select multiple groups, click a group and press and hold the Ctrl key as you click each group with your mouse. You can deselect a group by clicking it and pressing and holding the Ctrl key; you can deselect all groups by clicking in an empty background area of the form. 4. If you are pasting the group onto the same form, do the following: 1. Select Copy Selected Group/s from the pop-up menu. 2. In the form, right-click the area in which you want the upper rightmost corner of the group to appear. 3. Select Paste Selected Group/s from the pop-up menu. The group is copied to the selected area. 4. Click Save to save your changes. Page 195 of 305

196 5. To copy a group onto a different form, do the following: 1. Select Copy Selected Group/s from the pop-up menu. 2. Open the form to which you want to copy the group. 3. In the form, right-click the area in which you want the upper rightmost corner of the group to appear. 4. Select Paste Selected Group/s from the pop-up menu. The group is copied to the selected area. 5. Click Save to save your changes. Copying Controls and Buttons You can copy one or more controls onto the same form or from one form to another. When you copy buttons, you also copy the SQL code. Do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. Click the control or button that you want to copy. To select multiple controls or buttons, click a control or button and press and hold the Ctrl key as you click each control or button with your mouse. You can deselect a control or button by clicking it and pressing and holding the Ctrl key; you can deselect all controls or buttons by clicking in an empty background area of the form. 4. If you are pasting the control or button onto the same form, do the following: 1. Select Copy Selected Control/s from the pop-up menu. 2. In the form, right-click the area in which you want the upper rightmost corner of the control or button to appear. 3. Select Paste Selected Control/s from the pop-up menu. The control or button is copied to the selected area. 4. Click Save to save your changes. 5. To copy a control or button onto a different form, do the following: 1. Select Copy Selected Control/s from the pop-up menu. 2. Open the form to which you want to copy the label. 3. In the form, right-click the area in which you want the upper rightmost corner of the control or button to appear. Page 196 of 305

197 4. Select Paste Selected Control/s from the pop-up menu. The control or button is copied to the selected area. 5. Click Save to save your changes. Aligning (Snapping) Groups and Controls to the Grid You can display a grid, in design mode, and align groups and controls to the nearest grid coordinate by doing the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. To view the grid, check the Show Grid checkbox. The grid appears in the Design Mode pane. 4. To choose the size of the grid, in pixels, select the value from the Grid Increment drop-down box. Note It is not recommended that you change this value for existing forms because existing groups and controls will be misaligned. 5. To align (snap) groups and controls that are added, dragged, or resized to the nearest grid coordinate, check the Snap to Grid checkbox. Groups and controls that you add, drag, or resize are aligned to the nearest coordinate. Groups and controls already on the form are not aligned. Aligning Form Objects You can align multiple groups, and you can align multiple controls within a group by doing the following: 1. In Navigation > Forms, click the form you configure. 2. Select the groups or controls you want to align. To select multiple objects, click an object and press and hold the Ctrl key as you click each object with your mouse. You can deselect an object by clicking it and pressing and holding the Ctrl key; you can deselect all objects by clicking in an empty background area of the form. 3. Right-click the group or control and select Align. 4. Select one of the following: Left: Aligns all objects to the left, aligning the left edges of all objects to the left edge of the first object you selected. Right: Aligns all objects to the right, aligning the right edges of all objects to the right edge of the first object you selected. Top: Aligns all objects to the top, aligning the top edges of all objects to the right edge of the first object you selected. Bottom: Aligns all objects to the bottom, aligning the bottom edges of all objects to the bottom edge of the first object you selected. Page 197 of 305

198 Nudging Form Objects You can move groups and controls one pixel at a time (nudge) by doing the following: 1. In Navigation > Forms, click the form you configure. 2. Click Design Mode. 3. Click the object that you want to nudge. To select multiple objects, click an object and press and hold the Ctrl key as you click each object with your mouse. You can deselect an object by clicking it and pressing and holding the Ctrl key; you can deselect all objects by clicking in an empty background area of the form. 4. Use the arrow keys on your keyboard to move objects up, left, down, or right, as appropriate. If you selected multiple objects, all are moved at the same time. Dragging and Dropping Form Objects You can move groups and controls by dragging and dropping them with your mouse; do the following: 1. In Navigation > Forms, click the form you configure. 2. Click Design Mode. 3. Click the object that you want to move. To select multiple objects, click an object and press and hold the Ctrl key as you click each object with your mouse. You can deselect an object by clicking it and pressing and holding the Ctrl key; you can deselect all objects by clicking in an empty background area of the form. 4. With your mouse, drag and drop the object to the desired location. The object is moved to the specified location. If you selected multiple objects, they are moved the same relative distance. Deleting Form Objects Refer to the following topics for more information: Deleting Groups on page 198. Deleting Controls and Buttons on page 199. Deleting Multiple Groups and Controls on page 199. Deleting Groups Note When you delete a group, you delete all controls and buttons in the group. 1. In Navigation > Forms, click form you want to configure. 2. Click the Design radio button. Page 198 of 305

199 3. In the Forms Editor pane, right-click the group you want to delete. 4. Click Delete. The group is removed from the Forms Editor pane. Deleting Controls and Buttons To delete a control or button, do the following: 1. In Navigation > Forms, click form you want to configure. 2. Click the Design radio button. 3. In the Forms Editor pane, right-click the control you want to delete. 4. Click Delete. The control is removed from the group. Deleting Multiple Groups and Controls To delete more than one group or control at a time, do the following: 1. In Navigation > Forms, click the form you configure. 2. Click Design Mode. 3. Click the object that you want to delete. To select multiple objects, click an object and press and hold the Ctrl key as you click each object with your mouse. You can deselect an object by clicking it and pressing and holding the Ctrl key; you can deselect all objects by clicking in an empty background area of the form. 4. Right-click with your mouse and select Delete from the pop-up menu. All selected objects are deleted. Configuring Button Code Refer to the following topics for more information: Configuring Refresh Button Code on page 200. Configuring Save Button Code on page 205. Configuring Display Control Commands on page 211. Configuring Web Services for Forms on page 213. Configuring Formula Button Code on page 216. Page 199 of 305

200 Configuring Refresh Button Code A form is not associated with a specific query. Instead, you assign a form to a user, who is associated with a query. When a user runs the query, the query returns results in the form of records. When a user selects a record of information, the primary key of the record is passed to the form, and the form can retrieve specified information using this value. For example, if you build a query on a STUDENT table to retrieve student records, you can build a form that retrieves information from the records that users select and that Refer to Understanding Syntax For Refresh Buttons on page 200 for information on configuring SQL syntax for refresh buttons. Refer to the following topics for information on writing SQL queries to display information for specific controls: Displaying Information in Text Boxes on page 201. Displaying Information in Combo Boxes on page 202. Displaying Information in Date Boxes on page 203. Displaying Information in Date Choosers on page 204. Displaying Information in List Views on page 204. Understanding Syntax For Refresh Buttons On refresh buttons, you configure the SQL query, using standard SQL SELECT statement syntax, that retrieves the specified information from a query record. Use the question mark symbol (? ) as the variable that represents the primary key that is passed by a query. When a user selects a query folder returned after he or she runs a query, the primary key of the query is passed to the associated form and replaces the? variable. For example, if a user selects the folder for John Smith, and the primary key of the folder is , is passed to the form and replaces all instances of the? variable. If the primary key is a type non-numeric, you must enclose the? symbol with single quotation marks (? ). If the primary key is a composite key, the primary key is passed as a non-numeric parameter with each field separated with a vertical bar ( ). Do not place a semicolon ( ; ) or backslash ( / ) at the end of the command or the query will not work properly. You can use a stored procedure with a group that contains text fields only. The syntax is: EXECUTE MyStoredProcName(<parm1>, <parm2>, ) Note You can substitute EXEC for EXECUTE. The number of parameters must match the number of INPUT parameters of the stored procedure. The number of text boxes in the group containing the Refresh button must match the number of OUTPUT parameters of the stored procedure. Page 200 of 305

201 In parameters, use the question mark symbol (? ) as the variable that represents the primary key that is passed by a query; to reference other form fields, use: :control_number: You can use these parameters. :DOCID: to represent the document ID, which is passed to the form when a user clicks a document in the user interface. If you are using ImageNow as the document storage repository and want to display ImageNow information, the ImageNow document ID is used; otherwise, the Nolij Web document ID is used. :FIELD 1:, :FIELD2:, :FIELD3:, :FIELD4:, and :FIELD5:, if you are using ImageNow as the document storage repository and want to display ImageNow information, to represent the ImageNow five fields values, which are passed to the form when a user clicks an ImageNow document in the user interface. You can use these constants in web services and SQL. For example, select ':DOCID:', ':FIELD1:', ':FIELD2:', ':FIELD3:', ':FIELD4:', ':FIELD5:' from dual. You can use DATABASE:<connection_number>:<connection_name> at the beginning of the logic to specify the database connection you want to use, where connection_number is the number of the connection and connection_name is the name of the connection as specified in the nolijweb.properties files. Displaying Information in Text Boxes A text box displays one column of information returned from a query. If you want one column of information to be displayed per text box, use the same number of text boxes, on a group, as columns returned by the query. The first text box contains the results of the first column returned, the second text box contains the results of the second column returned, and so on. You can display all columns as a comma-separated list in one text box. You can use a stored procedure with a group that contains text fields only. The syntax is: EXECUTE MyStoredProcName(<parm1>, <parm2>, ) Note You can use substitute EXEC for EXECUTE. The number of parameters must match the number of INPUT parameters of the stored procedure. The number of text boxes in the group containing the Refresh button must match the number of OUTPUT parameters of the stored procedure. In parameters, use the question mark symbol (? ) as the variable that represents the primary key that is passed by a query; to reference other form fields, use: :control_number: For the following stored procedure: PROCEDURE TestRefresh (testin1 IN VARCHAR2, testin2 IN NUMBER, testin3 IN VARCHAR2, out1 OUT VARCHAR2, out2 OUT VARCHAR2, out3 OUT VARCHAR2, out4 OUT VARCHAR2) Page 201 of 305

202 A group containing four text fields could have a Refresh button containing the following text: EXECUTE TestRefresh('?', :123:, ':456:') This form passes the folder ID ('?'), the value of the form field 123 (:123:), and the value of form field 456 (':456:'), in quotation marks. The stored procedure returns four values, which are displayed in the four text boxes in the group. To configure the code for a query that displays information in a text box, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. In the Forms Editor pane, either click the refresh button or right-click the refresh button and select Edit Logic from the pop-up menu. If it is not already displayed, the Logic pane appears below the Design Mode pane. You can click to minimize the pane; click 4. Click the Basic tab. 5. Type the appropriate code. to restore it. 6. Click the Advanced tab to specify display control commands. Refer to Configuring Display Control Commands on page 211 for descriptions of the options that may appear. You can also configure web services on the button. Refer to Configuring Web Services for Forms on page Click Apply to apply your changes and close the dialog box. 8. Click Save to save your changes. Displaying Information in Combo Boxes Combo boxes return results from a one-column, multirow query, which are displayed as options in a drop-down box that users can select. You can also display initial values with combo boxes. The syntax is: Q: Query that generates the initial values Q: Query that generates the first value displayed in box To configure the code for a query that displays information in a combo box, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. In the Forms Editor pane, right-click the refresh button and select Edit Logic from the pop-up menu. Page 202 of 305

203 If it is not already displayed, the Logic pane appears below the Design Mode pane. You can click to minimize the pane; click 4. Click the Basic tab. 5. Type the appropriate code. to restore it. 6. Click the Advanced tab to specify display control commands. Refer to Configuring Display Control Commands on page 211 for descriptions of the options that may appear. You can also configure web services on the button. Refer to Configuring Web Services for Forms on page Click Apply to apply your changes and close the dialog box. 8. Click Save to save your changes. Displaying Information in Date Boxes Date boxes retrieve and display one column of DATE type information. To configure the code for a query that displays information in a date box, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. In the Forms Editor pane, either click the refresh button or right-click the refresh button and select Edit Logic from the pop-up menu. If it is not already displayed, the Logic pane appears below the Design Mode pane. You can click to minimize the pane; click 4. Click the Basic tab. to restore it. 5. Type the appropriate code. For example, to display a student s birth date, enter: SELECT BIRTH_BIRTH_DATE FROM BIRTHDATE WHERE BIRTH_BIRTH_ID = '?' 6. Click the Advanced tab to specify display control commands. Refer to Configuring Display Control Commands on page 211 for descriptions of the options that may appear. You can also configure web services on the button. Refer to Configuring Web Services for Forms on page Click Apply to apply your changes and close the dialog box. 8. Click Save to save your changes. Page 203 of 305

204 Displaying Information in Date Choosers Date choosers retrieve and display one column of DATE type information. To configure the code for a query that displays information in a date chooser, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. In the Forms Editor pane, either click the refresh button or right-click the refresh button and select Edit Logic from the pop-up menu. If it is not already displayed, the Logic pane appears below the Design Mode pane. You can click to minimize the pane; click 4. Click the Basic tab. to restore it. 5. Type the appropriate code. For example, to display a student s birth date, enter: SELECT BIRTH_BIRTH_DATE FROM BIRTHDATE WHERE BIRTH_BIRTH_ID = '?' 6. Click the Advanced tab to specify display control commands. Refer to Configuring Display Control Commands on page 211 for descriptions of the options that may appear. You can also configure web services on the button. Refer to Configuring Web Services for Forms on page Click Apply to apply your changes and close the dialog box. 8. Click Save to save your changes. Displaying Information in List Views List views retrieve and display multiple rows and multiple columns of information. In a list view, the column names are the same as the column names of the queried table. You can change these values by executing a SELECT statement with column aliasing. Note If you have a save button (for a list view) that uses an UPDATE statement, which references the table s primary key or ROWID, you must include the ROWID or primary key in the SELECT statement for the corresponding refresh button. For example, if the save button contained the update statement U:UPDATE EMP SET EMPNO = ':389:(1)', ENAME = ':389:(2)', DEPTNO = :389:(3) WHERE ROWID = ':389:(?)' the SELECT statement on the corresponding refresh button could be: SELECT ROWID, EMPNO as "employee no.", "ENAME as name", DEPTNO as "dept. no." from EMP WHERE ROWID= '?' Refer to Saving Information in List Views on page 210 for more information about saving information in list views. Page 204 of 305

205 To configure the code for a query that displays information in a list view, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. In the Forms Editor pane, right-click the refresh button and select Edit Logic from the pop-up menu. If it is not already displayed, the Logic pane appears below the Design Mode pane. You can click to minimize the pane; click 4. Click the Basic tab. 5. Type the appropriate code. to restore it. 6. Click the Advanced tab to specify display control commands. Refer to Configuring Display Control Commands on page 211 for descriptions of the options that may appear. You can also configure web services on the button. Refer to Configuring Web Services for Forms on page Click Apply to apply your changes and close the dialog box. 8. Click Save to save your changes. Configuring Save Button Code If users can modify information in a record and send it to the database, place a save button on the form and configure it with the code that saves information to the database. For example, if a user can type information into a text box, which can be saved to the database, place a save button on the form that saves information typed into the text box to the database. Users can modify information retrieved in a form, and they can save those changes to the database. You must place a save button containing the code for saving changes in a group so that information can be saved. Refer to Understanding Code Syntax For Save Buttons on page 206 for information on configuring code syntax for save buttons. Refer to the following topics for information on writing queries to display information for specific controls: Saving Information in Text Boxes on page 207. Saving Information in Combo Boxes on page 208. Saving Information in Date Boxes on page 208. Saving Information in Date Choosers on page 209. Saving Information in List Views on page 210. Page 205 of 305

206 Understanding Code Syntax For Save Buttons Use the following syntax for the save button, and place these statements in the following order: 1. Q:query_SQL_code: SQL query statement. 2. I:insert_SQL_code: Adds records to the table. 3. U:update_SQL_code: Modifies records in a table. The letter that designates the code type must precede the SQL statement, even if there is no SQL statement that follows it. For example, even if you do not include an SQL query statement, you must include Q:. Use the? symbol to represent the primary key. If the primary key is a type non-numeric type, you must enclose the? symbol with single quotation marks (? ). Nolij Web assigns numeric identifiers to combo boxes, text boxes, date boxes, and list views. You use these numbers in the save button code to identify the control that contains the information that is being inserted or updated. Find the numeric identifier for the control by hovering your mouse over the control. The key (numeric identifier) is displayed as a tooltip. You can also find the key by right-clicking a control and selecting Properties from the pop-up menu. The Key field contains the number that identifies the control. Keys are not assigned to controls until they are saved. Nolij Web assigns temporary, negative numbers to controls before they are saved, but you should not use these values in SQL code. When you update or insert information, to reference the value of the control, use the parameter: :control_number: You must place quotes around this parameter if the value in the control is a non-numeric type. Quotes are not required if the value is a numeric type. You can use the following parameters. :DOCID: to represent the document ID, which is passed to the form when a user clicks a document in the user interface. If you are using ImageNow as the document storage repository and want to display ImageNow information, the ImageNow document ID is used; otherwise, the Nolij Web document ID is used. :FIELD 1:, :FIELD2:, :FIELD3:, :FIELD4:, and :FIELD5:, if you are using ImageNow as the document storage repository and want to display ImageNow information, to represent the ImageNow five fields values, which are passed to the form when a user clicks an ImageNow document in the user interface. You can use these constants in web services and SQL. For example, select ':DOCID:', ':FIELD1:', ':FIELD2:', ':FIELD3:', ':FIELD4:', ':FIELD5:' from dual. When information is inserted, Nolij Web first executes a query in the Q: block. One of the following occurs: If a non-zero value is returned, Nolij Web executes the statement in the U: block. If a zero value is returned, Nolij Web executes the statement in the I: block. Page 206 of 305

207 For example, to update the FIRST_NAME field, which is a non-numeric data type, in the COUNSELORS table with information from text box 25, type: Q: I: U:UPDATE COUNSELOR SET FIRST_NAME = ':25:' WHERE ID =? You can also use optional display control commands for certain controls. Refer to Saving Information in Text Boxes on page 207. Saving Information in Text Boxes Do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. In the Forms Editor pane, right-click the save button and select Edit Logic from the pop-up menu. If it is not already displayed, the Logic pane appears below the Design Mode pane. You can click to minimize the pane; click 4. Click the Basic tab. 5. Type the appropriate code. to restore it. For example, to update the ADDRESS field, which is a non-numeric data type, in the STUDENT table with information from text box 36, type: Q: I: U:UPDATE STUDENT SET ADDRESS = ':36:' WHERE ID =? 6. Click the Advanced tab to specify display control commands. Refer to Configuring Display Control Commands on page 211 for descriptions of the options that may appear. You can also configure web services on the button. Refer to Configuring Web Services for Forms on page 213.C 7. Click Apply to apply your changes and close the dialog box. 8. Click Save to save your changes. Page 207 of 305

208 Saving Information in Combo Boxes Do the following. 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. In the Forms Editor pane, right-click the save button and select Edit Logic from the pop-up menu. If it is not already displayed, the Logic pane appears below the Design Mode pane. You can click to minimize the pane; click 4. Click the Basic tab. 5. Type the appropriate code. to restore it. For example, to add a record to the TERM_DESC field in the TERM table with information from combo box 232, which is a non-numeric data type, type: Q: I: INSERT INTO TERM (TERM_DESC) VALUES ( :232: ) U: 6. Click the Advanced tab to specify display control commands. Refer to Configuring Display Control Commands on page 211 for descriptions of the options that may appear. You can also configure web services on the button. Refer to Configuring Web Services for Forms on page Click Apply to apply your changes and close the dialog box. 8. Click Save to save your changes. Saving Information in Date Boxes Do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. In the Forms Editor pane, right-click the save button and select Edit Logic from the pop-up menu. If it is not already displayed, the Logic pane appears below the Design Mode pane. You can click to minimize the pane; click to restore it. 4. Click the Basic tab. Page 208 of 305

209 5. Type the appropriate code. For example, to update a student s birth date from date box 6585, enter: Q: I: U:UPDATE BIRTHDATE SET BIRTH_BIRTH_DATE = ':6585:' WHERE BIRTH_BIRTH_ID = '?' 6. Click the Advanced tab to specify display control commands. Refer to Configuring Display Control Commands on page 211 for descriptions of the options that may appear. You can also configure web services on the button. Refer to Configuring Web Services for Forms on page Click Save to save your changes. Saving Information in Date Choosers Note For date choosers, you must use the TO_DATE(':control_number:','MM/dd/yyyy') format. Do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. In the Forms Editor pane, right-click the save button and select Edit Logic from the pop-up menu. If it is not already displayed, the Logic pane appears below the Design Mode pane. You can click to minimize the pane; click 4. Click the Basic tab. to restore it. 5. Type the appropriate code. For example, to update a student s birth date from date box 6585, enter: Q: I: U:UPDATE BIRTHDATE SET BIRTH_BIRTH_DATE = T0_DATE(':6585:','MM/dd/yyyy') WHERE BIRTH_BIRTH_ID = '?' 6. Click the Advanced tab to specify display control commands. Refer to Configuring Display Control Commands on page 211 for descriptions of the options that may appear. You can also configure web services on the button. Refer to Configuring Web Services for Forms on page Click Apply to apply your changes and close the dialog box. 8. Click Save to save your changes. Page 209 of 305

210 Saving Information in List Views You can insert and update row information at the same time in list views. When you include both an INSERT and an UPDATE statement, the SELECT statement in the Q: clause is the conditional test. Syntax for INSERT statements for list views is: I: INSERT into TABLE (TABLECOLUMN1, TABLECOLUMN2) values (:listview_number1:(column_number1), :listview_number2:(column_number2)) Syntax for UPDATE statements is one of the following: U: UPDATE TABLE set TABLECOLUMN1 = :listview_number1:(column_number1), TABLECOLUMN2 = :listview_number2:(column_number2) where ROWID = :listview_number:(?) U: UPDATE TABLE set TABLECOLUMN1 = :listview_number1:(column_number1), TABLECOLUMN2 = :listview_number2:(column_number2) where PRIMARYKEY = :listview_number:(?) where: TABLE is the table name TABLECOLUMN is the table column name listview_number is the unique identifier of the list view column_number is the column number of the list view PRIMARYKEY is the primary key of the table. For update statements, you can use either ROWID or the primary key of the table in the WHERE clause. It is recommended that you use the primary key. Note If you use UPDATE statement, you must include the ROWID or primary key in the SELECT statement for the corresponding refresh button. For example, if the save button contained the update statement U:UPDATE EMP SET EMPNO = ':389:(1)', ENAME = ':389:(2)', DEPTNO = :389:(3) WHERE ROWID = ':389:(?)' the SELECT statement on the corresponding refresh button could be: SELECT ROWID, EMPNO as "employee no.", "ENAME as name", DEPTNO as "dept. no." from EMP WHERE ROWID= '?' Refer to Displaying Information in List Views on page 204 for more information about retrieving information in list views. Page 210 of 305

211 In the following example: Q:SELECT COUNT(*) FROM EMP WHERE EMPNO = ':389:(1)' I:INSERT INTO EMP(EMPNO, ENAME, DEPTNO) VALUES (':389:(1)', ':389:(2)', :389:(3)) U:UPDATE EMP SET EMPNO = ':389:(1)', ENAME = ':389:(2)', DEPTNO = :389:(3) WHERE ROWID = ':389:(?)' information from list view 389 is added to and updated in the EMPNO, ENAME, and DEPTNO columns in the EMP table. Information from column 1 is added to or modified in the EMPNO column, and so on for subsequent columns. The Q:, I:, and U: statements are run on each row, in the table, that has changed. Do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. In the Forms Editor pane, right-click the save button and select Edit Logic from the pop-up menu. If it is not already displayed, the Logic pane appears below the Design Mode pane. You can click to minimize the pane; click 4. Click the Basic tab. 5. Type the appropriate code. to restore it. 6. Click the Advanced tab to specify display control commands. Refer to Configuring Display Control Commands on page 211 for descriptions of the options that may appear. You can also configure web services on the button. Refer to Configuring Web Services for Forms on page Click Apply to apply your changes and close the dialog box. 8. Click Save to save your changes. Configuring Display Control Commands You can use display control commands in save and refresh buttons for certain controls. You can configure these commands in the Advanced tab of the Logic pane for the button. You must also place these commands at the beginning of the code block, before the Q:, I:. and U: statements; however, display control commands are executed after the Q:, I:, and U: statements are executed. You can configure the following display controls: CLEAR_FORM This command clears all values in a group before information is displayed in it. RESET_FORM Page 211 of 305

212 This command reruns all refresh buttons in a form, except for the refresh button in its own group, which refreshes the form data. NOT NULL:textbox_number where textb0x_number is the numeric code assigned to the text box. You can type multiple numbers by separating the values with a comma (, ). This command specifies that the text box must always contain a value. REFRESH:button_number where button_number is the numeric code assigned to the refresh button. You can type multiple numbers by separating the values with a comma (, ). This command automatically executes the query of one or more refresh buttons, which refreshes information in the corresponding controls after the Q:, I:, and U: statements are executed. For example, after saving information, you can rerun the queries in refresh buttons 12 and 13 by using the statement REFRESH:12, 13. LV_PUSH_DATA Moves data from a list view to a text box. For example, the following code is configured on a refresh button for a list view: LV_PUSH_DATA:[1]->:5047:, [3]->:5046: SELECT PERSON_FIRST_NAME, PERSON_MI, PERSON_LAST_NAME FROM PERSON WHERE PERSON_PERS_ID < 50 This code specifies that, when a user clicks on a row in the list view, the data from the first column of the list view is copied to text box number 5047; the data from the third column is copied to text box number In addition, you can use the :USERNAME: and :USERCODE: variables in an INSERT or UPDATE statement. :USERNAME: represents the username of the user running Nolij Web, and :USERCODE: represents the user code. You can use these variables for auditing purposes to track which users have added, deleted, or modified information. Do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. Right-click the Form Editor and select Form Properties. The Form Properties dialog box appears. 4. Check the Use Advanced Data Sources checkbox. 5. Create the form; after you add buttons to a form group, save the form by clicking Save in the Form Editor. Page 212 of 305

213 6. In the Forms Editor pane, right-click the save or refresh button and select Edit Logic from the pop-up menu. If it is not already displayed, the Logic pane appears below the Design Mode pane. You can click to minimize the pane; click to restore it. 7. Click the Basic tab and type your code. 8. Click the Advanced tab. 9. For save buttons, do the following: 1. Type the appropriate text box value in the NOT_NULL field. 2. Type the appropriate button value in the REFRESH field. 3. Check the CLEAR_FORM checkbox to enable clearing of values in a group. 10. For refresh buttons, do the following: 1. For list views only, type the appropriate code in the LV_PUSH_DATA field. 2. For list views only, type the appropriate value in the REFRESH field. 3. For forms that have multiple refresh buttons, check the RESET_FORM checkbox to enable the reset form command. 11. Click Apply to apply your changes. 12. Click Save to save your changes. Configuring Web Services for Forms You can use web services to externally display and save information in form fields. After you create a form, you can configure web services on refresh or save buttons. Note You can configure multiple web services for a save button. To configure web services for refresh or save buttons, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. Right-click the Form Editor and select Form Properties. The Form Properties dialog box appears. 4. Check the Use Advanced Data Sources checkbox. 5. Create the form; after you add buttons to a form group, save the form by clicking Save in the Form Editor. Page 213 of 305

214 6. In the Forms Editor pane, right-click the save or refresh button and select Edit Logic from the pop-up menu. If it is not already displayed, the Logic pane appears below the Design Mode pane. You can click to minimize the pane; click 7. Click the Advanced tab. to restore it. 8. For refresh buttons for list views only only, type the table headers to use in the TABLE HEADERS field. 9. Do one of the following: To configure web services on a refresh button, click the Configure Logic button. For forms on which there are multiple refresh buttons, click the Configure Selection button to configure web services for all refresh buttons. For a save button, click Add in the bottom rightmost pane; then, click Configuration in the Configuration column. The Web API Client Configuration dialog box appears. 10. Click the Input/Output tab. The Input tab displays the input parameters for the web service and provides the following information: Name: Name of the input field. For save buttons, input values are only from the group containing the save button. Location: Ordinal value of the field. The first field has a value of 0 (zero), the second field has a value of 1 (one), and so on. Sub Expression: Parameter that is used as a substitution for the input value. The Output tab displays the output parameters and provides the following information: Name: Numerical identifiers for the form controls in which the output is displayed. For refresh buttons for tables, the output names are the table headers specified in the TABLE_HEADERS field. Query: Parmaters to be substituted into the ouput value. 11. In the Sub Expression field in the Input pane, type the values to be substituted into the input fields. Note You must always use {0} for the substitution value. 12. Do one of the following: If you are not using POST, click the URL tab and type the URL to the web service being re quested. If you are using POST, click the Payload tab and type the URL to use after the connection to the web service has been made. 13. In the HTTP Method field, click the radio button for the HTTP method used by the web service request (GET or POST). Page 214 of 305

215 14. In the Query field in the Output pane, type the parameter to be substituted into the output field. 15. Click the Authentication tab. 16. If you are using an x.509 certificate, in the Keystore alias field, in the Use x.509 Certs, type the keystore alias for the x.509 certificate. 17. If you are using HTTP digest authentication for communication, in the Use HTTP Digest pane, do the following: 1. In the Username field, type the HTTP digest authentication username. 2. In the Password field, type the HTTP digest authentication password. 18. Click Test to test the web service. Refer to Testing Web Services for Forms on page Click Save to save your changes and close the dialog box. Testing Web Services for Forms To test a web service, do the following: 1. In Navigation > Forms, click the form you want to configure. 2. Click the Design radio button. 3. In the Forms Editor pane, right-click the save or refresh button and select Edit Logic from the pop-up menu. If it is not already displayed, the Logic pane appears below the Design Mode pane. You can click to minimize the pane; click 4. Click the Advanced tab. 5. Do one of the following: to restore it. For a refresh button, click the Configure Logic button in the Refresh field. For a save button, click Add in the bottom rightmost pane; then, click Configuration in the Configuration column. The Web API Client Configuration dialog box appears. 6. Click Test. 7. The Web Service Test dialog box appears. 8. Click Execute to run the web service. 9. You can click the Clear button to clear information from the query fields. 10. Click Close to close the dialog box. Page 215 of 305

216 Configuring Formula Button Code Formula buttons perform calculations, using standard mathematical operators, with the values contained in a control. The calculation result is displayed in another control. Note the following: Specifying a name after BEGIN-PROCEDURE is optional. Enclose field numbers with curly braces { }. IF statements are supported. For example: BEGIN-PROCEDURE SET-INDEX-VALUE LET {1443:1} = {1471:1} + {1472:1} + {1473:1} END- PROCEDURE This formula calculates the sum of the values in controls 1471, 1472, and 1473 (with a decimal precision of 1) and displays the sum in control 1443 (with a decimal precision of 1). For example: begin-procedure round-a-value evaluate {5074} when < 0.5 break whenother break endevaluate end-procedure LET {5074:1} = 0.0 LET {5074:1} = 1.0 This formula evaluates the numeric field with the internal Nolij Web-assigned number When the field value is less than 0.5, it is set to 0.0 (with a decimal precision of 1). Otherwise, the field value is set to 1.0 (with a decimal precision of 1). Page 216 of 305

217 Testing Forms Before you can test a form, you must save any SQL code changes. A warning appears if you try to test a form but have unsaved SQL code. Note When you test a form, the SQL is run against the database; it is recommended that you test a form against a test database. To test a form, do the following: 1. In Navigation > Forms, click the form you want to test to select it. 2. Click the Test radio button. The Design Mode pane changes to the Test Mode pane. 3. To test a form in which SQL code references a primary key, type the primary key in the Test Folder ID field. You do no have to provide a value; however, if the SQL code references a primary key, and you do not provide a value, test results may be inaccurate. For example, if the primary key of the query folder for John Smith is , type in the Test Folder ID field to verify that the primary key is passed to the form and that the appropriate information is retrieved. Then, you can test that refresh and save button code is working properly. 4. If you are testing a button with :DOCID: in the button logic, type a numeric value in the Test Document ID field. You do no have to provide a value; however, if the SQL code references :DOCID:, and you do not provide a value, test results may be inaccurate. 5. To test that the SQL code of one save button is working properly, click the save button. Note that, if you test a button individually, SQL code on the button may not be executed in the same order in which Nolij Web executes it when a form is used in the application. 6. To test that the SQL code in all save buttons is working properly, either right-click the Test Mode pane and select Test All Save Buttons from the pop-up menu or click the Test All Save Buttons radio button. 7. To test that the SQL code of one refresh button is working properly, click the refresh button. Note that, if you test a button individually, SQL code on the button may not be executed in the same order in which Nolij Web executes it when a form is used in the application. 8. To test that the SQL code in all refresh buttons is working properly, either right-click the Test Mode pane and select Test All Refresh Buttons from the pop-up menu or click the Test All Refresh Buttons radio button. The query executes and returns results to the associated fields. 9. To test data in text fields, click the Test Data button. Type values for any or all of the appropriate fields and click OK. If you are using ImageNow as the document storage repository, the Document Id field represents the ImageNow document ID. Otherwise, it represents the Nolij Web document ID. If you are using ImageNow as the document storage repository, the Folder Id field uses, by default, the value for Field 1. Otherwise, it represents the Nolij Web folder ID. If you are using ImageNow as the document storage repository, Field 1, Field 2, Field 3, Field 4, and Field 5 represent the values for the ImageNow five fields. Page 217 of 305

218 Assigning Forms to Users You must give users the appropriate permissions to work with the form. You can assign multiple forms to users. For more information about form permissions, refer to Configuring Form Permissions on page 36. Exporting Forms To export a form as a.zip file, do the following: 1. In Navigation > Forms, right-click the form you want to export. 2. From the pop-up menu, select Export Form_Name. A dialog box appears, prompting you to confirm that you want to export the form. 3. Click Yes to confirm that you want to export the form. A dialog box appears, prompting you to save the exported file. 4. Click Save to save the file. Importing Forms To import a form, do the following: 1. In the Navigation pane, click Import. The Import Tool window appears. 2. Click the Browse... button and navigate to the location of the form you want to import. 3. Click the Preview button to upload the file to the Nolij Web server. In the Preview Import pane, the following file information is provided: Type: Type of object being imported (Query, Workflow, Form, Report, Stamp, or Auto Import Rule). Name: Name of the object. Exists: If the checkbox is checked, the object exists in this instance of Nolij Web. Create New: If the object exists in this instance of Nolij Web, you can create an object that has the same name as the existing object. To overwrite the existing object with the object you are importing, do not check this checkbox. 4. Click Import to import the form. A dialog box appears, prompting you to confirm that you want to import the form. Page 218 of 305

219 5. Click Yes to import the form. A dialog box appears to notify you that the form was imported successfully. 6. Click OK to close the dialog box. The application refreshes, and the Navigation pane is updated with the import information. Renaming Forms To rename a form, do the following: 1. In Navigation > Forms, right-click the form you want to rename. 2. From the pop-up menu, select Rename Form_Name. The Rename Node dialog box appears. 3. Type a new name for the form. 4. Click OK to close the dialog box and apply your changes. 5. Click Save to save your changes. The form is renamed. Deleting Forms To delete a form, do the following: 1. In Navigation > Forms, right-click the form you want to delete. 2. From the pop-up menu, select Delete Form_Name. The Confirm Delete dialog box appears, prompting you to confirm that you want to delete the form. 3. To delete the form, click Yes. The form is deleted and is removed from Navigation > Forms. Page 219 of 305

220 Configuring Reports In Navigation > Reports > Advanced Reports, you can create reports to represent information stored in the database. Reports are based on JasperReports and are presented to the end user in HTML format. For more information about JasperReports, refer to In Navigation > Reports > Reports, you can create reports supported in previous versions of Nolij Web. Creating Reports Refer to the following topics for more information: Viewing the Report Summary on page 220. Adding Reports on page 221. Configuring Reports on page 221. Creating the Report Query on page 222. Exporting Report Results to a Text File on page 224. Exporting Report Results to a Microsoft Excel File on page 224. Exporting Reports on page 224. Importing Reports on page 224. Deleting Reports on page 225. Viewing the Report Summary To view summary information about the reports that are configured in Nolij Web, click Reports > Reports in the Navigation pane. The Reports Summary table displays the following information: Name: Name of the report. Modified By: Username of the user who modified the report. Modified On: Date on which the report was modified. Created By: Username of the user who created the report. Created On: Date on which the report was created. To select the columns that are displayed: 1. Point your mouse to the edge of a column and click. 2. Click Columns. 3. Check the checkbox for the column you want to display. Page 220 of 305

221 Adding Reports To add a new report, do the following: 1. In Navigation > Reports, right-click Reports. 2. From the pop-up menu, select Add Report. The Add Report dialog box appears. 3. Type the name of the report. 4. Click OK. The report is created and appears in Navigation > Reports > Reports. Configuring Reports To configure reports, do the following: 1. In Navigation > Reports, click the report you want to configure to select it. 2. In the Name field, type the name of the report. 3. In the Main Title field, type the report title, which is displayed above the table. 4. In the Y-Axis field, type the name of the y-axis (horizontal axis) of the data report. 5. In the SQL Text field, type the SQL statement of the query that produces the data. For more information on building this query, refer to Creating the Report Query on page Click Save to save your changes. One of the following occurs: If there are errors, and the query cannot retrieve the specified information, Nolij Web displays an Error message in the Report pane. If there are no errors with the query, the Report pane displays information retrieved from the query. By default, it is displayed in bar chart format. After a report query successfully retrieves information, Nolij Web displays the Report toolbar in the Report window. 7. Specify the two-dimensional format of the report. The report toolbar contains buttons that allow you to configure how the report is displayed. Click the appropriate button to view how the report is displayed in the specified format. You can change the format of the report at any time. Page 221 of 305

222 Table 15: Report Editor Toolbar Buttons and Descriptions Button Description Function Export to Text File Export to Excel File Pie Chart Line Chart Area Chart Point Chart Bar Chart Exports the report to a text file. Refer to Exporting Report Results to a Text File on page 224. Exports the report to a Microsoft Excel file. Refer to Exporting Report Results to a Microsoft Excel File on page 224. Displays the report as a pie chart. Displays the report as a line chart. Displays the report as an area chart. Displays the report as a point chart. Displays the report as a bar chart. 8. Click Save to save your changes. 9. Provide permissions, in Navigation > Enterprise Hierarchy, so that the appropriate users can view the report. Refer to Configuring Reporting Permissions on page 35 for more information. Creating the Report Query You can create a report only using data retrieved from the appropriate database. You must build the query in a specific format compatible with charting and plotting data. Data must be retrieved in columns or rows, including column and row headers, which are used for the x-axis and y-axis values. Query syntax depends on the database from which information is queried. Page 222 of 305

223 For example, if you wanted to create a report that displays application decisions by major, the syntax for Microsoft SQL Server or Microsoft Access is: SELECT MAJOR_DESC AS MAJOR, SUM(ABS(DECISION_CODE = '01')) AS PENDING_DECISION, SUM(ABS(DECISION_CODE = '02')) AS DEPARTMENT_APPROVAL, SUM(ABS(DECISION_CODE = '03')) AS FINAL_REVIEW, SUM(ABS(DECISION_CODE = '04')) AS APPLICATION_REJECTED, SUM(ABS(DECISION_CODE = '25')) ASINSTITUTION_ACCEPTANCE, FROM STUDENT, DECISIONS, DECISION_DESC, APPLICATION, MAJOR WHERE STUDENT.STUDENT_ID = APPLICATION.STUDENT_ID AND STUDENT.STUDENT_ID = DECISIONS.STUDENT_ID AND DECISIONS.DECISION_CODE = AND APPLICATION.MAJOR_CODE = MAJOR.MAJOR_CODE GROUP BY MAJOR.MAJOR_DESC; DECISION_DESC.DECISION_CODE Oracle syntax is: SELECT MAJOR_DESC AS MAJOR, COUNT(DECODE(D.DECISION_CODE,'01',1)) AS PENDING_DECISION, COUNT(DECODE(D.DECISION_CODE,'02',1)) AS DEPT_APPROVAL, COUNT(DECODE(D.DECISION_CODE,'03',1)) AS FINAL_REVIEW, COUNT(DECODE(D.DECISION_CODE,'04',1)) AS APPLICATION_REJECTED, COUNT(DECODE(D.DECISION_CODE,'25',1)) AS INSTITUTION_ACCEPTANCE, COUNT(DECODE(D.DECISION_CODE,'35',1)) AS APPLICANT_ACCEPTANCE, COUNT(DECODE(D.DECISION_CODE,'40',1)) AS APPLICANT_REJECTION FROM STUDENT, DECISIONS D, DECISION_DESC, APPLICATION, MAJOR WHERE STUDENT.STUDENT_ID = APPLICATION.STUDENT_ID AND STUDENT.STUDENT_ID = D.STUDENT_ID AND D.DECISION_CODE = DECISION_DESC.DECISION_CODE AND APPLICATION.MAJOR_CODE = MAJOR.MAJOR_CODE GROUP BY MAJOR.MAJOR_DESC For sample reports, refer to Example Reports on page 246. Page 223 of 305

224 Exporting Report Results to a Text File To export the report results to a text file, in which values are separated by commas, do the following: 1. In Navigation > Reports > Reports, right-click the report you want to configure. 2. In the Report toolbar, click. 3. Navigate to the location you want to save the file and click Save. Exporting Report Results to a Microsoft Excel File To export the report results to a Microsoft Excel file, which formats results in tabular format, do the following: 1. In Navigation > Reports > Reports, right-click the report you want to configure. 2. In the Report toolbar, click. 3. Navigate to the location you want to save the file and click Save. Exporting Reports To export a report as a.zip file, do the following: 1. In Navigation > Reports > Reports, right-click the report you want to export. 2. From the pop-up menu, select Export Report_Name. A dialog box appears, prompting you to confirm that you want to export the query. 3. Click Yes to confirm that you want to export the query. A dialog box appears, prompting you to save the exported file. 4. Click Save to save the file. Importing Reports To import a report, do the following: 1. In the Navigation pane, click Import. The Import Tool window appears. 2. Click the Browse... button and navigate to the location of the report you want to import. 3. Click the Preview button to upload the file to the Nolij Web server. In the Preview Import pane, the following file information is provided: Type: Type of object being imported (Query, Workflow, Form, Report, Stamp, or Auto Import Rule). Name: Name of the object. Page 224 of 305

225 Exists: If the checkbox is checked, the object exists in this instance of Nolij Web. Create New: If the object exists in this instance of Nolij Web, you can create an object that has the same name as the existing object. To overwrite the existing object with the object you are importing, do not check this checkbox. 4. Click Import to import the report. A dialog box appears, prompting you to confirm that you want to import the report. 5. Click Yes to import the query. A dialog box appears to notify you that the report was imported successfully. 6. Click OK to close the dialog box. The application refreshes, and the Navigation pane is updated with the import information. Deleting Reports To delete a report, do the following: 1. In Navigation > Reports > Reports, right-click the report you want to delete. 2. From the pop-up menu, select Delete Report_Name. The Confirm Delete dialog box appears, prompting you to confirm that you want to delete the report. 3. To delete the report and close the dialog box, click Yes. The report is deleted and is removed from Navigation > Reports > Reports. Creating Advanced Reports Refer to the following topics fore more information: Adding Advanced Reports on page 225. Renaming Advanced Reports on page 226. Configuring Advanced Reports on page 226. Exporting Advanced Report Results to a Text File on page 226. Exporting Advanced Report Results to a Microsoft Excel File on page 227. Deleting Advanced Reports on page 227. Adding Advanced Reports To add a new report, do the following: 1. In Navigation > Reports, right-click Advanced Reports. 2. From the pop-up menu, select Add Report. The Add Report dialog box appears. Page 225 of 305

226 3. Type the name of the report. 4. Click OK. The report is created and appears in Navigation > Reports > Advanced Reports. Renaming Advanced Reports To rename a report, do the following: 1. In Navigation > Reports > Advanced Reports, right-click the report you want to rename. 2. Click Rename. The Rename dialog box appears. 3. Type the name in the dialog box and click OK. The report is renamed and is updated in Navigation > Reports. Configuring Advanced Reports To configure reports, do the following: 1. In Navigation > Reports > Advanced Reports, click the report you want to configure to select it. The Report Code field displays the report code, which is automatically assigned to the report. You cannot modify this field. The Report Name field, displays the report name, which is displayed above the table. You cannot modify this field. To rename the report, refer to Renaming Advanced Reports on page From the Connection drop-down box, select the name of the database connection. 3. In the XML pane, provide the code for the report; create your report in ireports, copy the report, and paste it into the pane. 4. Click Save to save your changes. 5. Test the report by clicking the Test button. The XML code is run, and results are displayed in a separate browser window or tab. 6. Provide permissions, in Navigation > Enterprise Hierarchy, so that the appropriate users can view the report. Refer to Configuring Reporting Permissions on page 35 for more information. Exporting Advanced Report Results to a Text File To export the report results to a text file, in which values are separated by commas, do the following: 1. In Navigation > Reports, the report you want to export. 2. In the Report toolbar, click. 3. Navigate to the location you want to save the file and click Save. Page 226 of 305

227 Exporting Advanced Report Results to a Microsoft Excel File To export the report results to a Microsoft Excel file, which formats results in tabular format, do the following: 1. In Navigation > Reports, click the report you want to export. 2. In the Report toolbar, click. 3. Navigate to the location you want to save the file and click Save. Deleting Advanced Reports To delete a report, do the following: 1. In Navigation > Reports > Advanced Reports, right-click the report you want to delete. 2. From the pop-up menu, select Delete Report_Name. The Confirm Delete dialog box appears, prompting you to confirm that you want to delete the report. 3. To delete the report and close the dialog box, click Yes. The report is deleted and is removed from Navigation > Reports. Page 227 of 305

228 Creating Custom Text and Image Stamps You can create custom image and text stamps that users can use as annotations. Refer to the following topics for more information: Viewing the Stamp Summary on page 228. Adding Stamps on page 228. Configuring Text Stamps on page 229. Configuring Image Stamps on page 230. Renaming Stamps on page 232. Deleting Stamps on page 232. Viewing the Stamp Summary To view summary information about the custom text and image stamps in Nolij Web, click Stamps in the Navigation pane. The Stamps Summary table provides the following information: Name: Name of the stamp. Type: Type (image or text) of stamp. Working: If the checkbox is checked, the stamp is configured properly and can be used. Modified By: Username of the user who modified the stamp. Modified On: Date on which the stamp was modified. Created By: Username of the user who created the stamp. Created On: Date on which the stamp was created. Adding Stamps To add a new stamp, do the following: 1. In the Navigation pane, right-click Stamps. 2. From the pop-up menu, select Add Stamp. The Create New Stamp dialog box appears. 3. In the Stamp Name field, type the name of the stamp. Page 228 of 305

229 4. In the Stamp Type field, click one of the following radio buttons: Text: Click to create a text stamp. Image: Click to create an image stamp. 5. Click OK. The stamp is added and appears in Navigation > Stamps. Configuring Text Stamps Note Stamps have a character length limit of 100 characters. To configure a text stamp, do the following: 1. In Navigation > Stamps, click the stamp you want to configure. The Stamp Editor pane appears. 2. In the Stamp Text field, type the text that appears on the stamp. 3. To add the date on which the stamp was placed to the stamp, click the Insert Date button. %x, the date variable, appears in the Stamp Text field. When a user adds a text stamp to a document, the date on which the user added the stamp is placed on the stamp. 4. To add the time on which the stamp was placed to the stamp, click the Insert Time button. %X, the time variable, appears in the Stamp Text field. When a user adds a text stamp to a document, the date that the stamp was added is placed on the stamp. 5. To add the username of the user who placed the stamp to the stamp, click the Insert User button. %U, the username variable, appears in the Stamp Text field. When a user adds a text stamp to a document, the username of the user who added the stamp is placed on the stamp. 6. In the Font Color field, specify the color of the stamp text. You can select a color from the color pallet that appears in the pop-up menu, or you can specify a custom color by selecting Color Chooser. Proceed to the next step if you are specifying a custom color. You can also select the default color by selecting Default. Page 229 of 305

230 7. Specify the color of the annotation by doing any of the following: Use the color selector or color slider. In the color selector area, select move it to the desired color. and move it to the desired color, or click the color slider and Specify a color by providing the appropriate values in the H, S, and V text fields to configure the hue, saturation, and value. 1. Click the H radio button and type a number in the H text field or use the color slider to specify the hue. Hue is expressed as an angle from 0 to 360 degrees corresponding to a location on the color wheel. 2. Specify the saturation and value. Click the S or V radio button and specify the value using the color selector area or the color slider, or type numbers in the S or V fields. Saturation and value are expressed as percentages. Specify a color by providing the appropriate values in the R, G, and B fields by configuring the value of red, green, and blue components of a color. Do one of the following: Click the R, G, or B radio button and type numbers in the R, G, and B text fields. Valid values range from 0 to 255, where 0 is no color, and 255 is pure color. Click the R, G, or B radio button and specify the color using the color selector area or the color slider. Specify a color by providing its hexadecimal value, which is the six-digit number that defines the red, green, and blue components of a color. Each digit ranges in value from 0 to f. In the # text field, type the hexadecimal value. For instance, type ffffff for white or ff0000 for pure red. 8. Click Save to save your changes. Configuring Image Stamps You can upload an image stamp from any location. After you upload an image, the image is located in a path on the server, which is specified by the stampdir parameter in the nolijweb.properties file. You must configure this property with the path where stamps are located. To configure an image stamp, do the following: 1. In Navigation > Stamps, click the image stamp you want to configure. The Stamp Editor pane appears. 2. Click the Browse... button to navigate to the location of the image that you want to use for the stamp. 3. After you select the image file you use, click Upload File. 4. Click Save to save your changes. Page 230 of 305

231 Exporting Stamps To export a stamp as a.zip file, do the following: 1. In Navigation > Stamps, right-click the stamp you want to export. 2. From the pop-up menu, select Export Stamp_Name. A dialog box appears, prompting you to confirm that you want to export the stamp. 3. Click Yes to confirm that you want to export the stamp. A dialog box appears, prompting you to save the exported file. 4. Click Save to save the file. Importing Stamps To import a stamp, do the following: 1. In the Navigation pane, click Import. The Import Tool window appears. 2. Click the Browse... button and navigate to the location of the stamp you want to import. 3. Click the Preview button to upload the file to the Nolij Web server. In the Preview Import pane, the following file information is provided: Type: Type of object being imported (Query, Workflow, Form, Report, Stamp, or Auto Import Rule). Name: Name of the object. Exists: If the checkbox is checked, the object exists in this instance of Nolij Web. Create New: If the object exists in this instance of Nolij Web, you can create an object that has the same name as the existing object. To overwrite the existing object with the object you are importing, do not check this checkbox. 4. Click Import to import the stamp. A dialog box appears, prompting you to confirm that you want to import the stamp. 5. Click Yes to import the stamp. A dialog box appears to notify you that the stamp was imported successfully. 6. Click OK to close the dialog box. The application refreshes, and the Navigation pane is updated with the import information. Page 231 of 305

232 Renaming Stamps To rename a stamp, do the following: 1. In Navigation > Stamps, right-click the stamp you want to rename. 2. From the pop-up menu, select Rename Stamp_Name. The Rename Node dialog box appears. 3. Type a new name for the stamp. 4. Click OK to close the dialog box and save your changes. The stamp is renamed and is updated in Navigation > Stamps. Deleting Stamps To delete a stamp, do the following: 1. In Navigation > Stamps, right-click the stamp you want to delete. 2. From the pop-up menu, select Delete Stamp_Name. The Confirm Delete dialog box appears, prompting you to confirm that you want to delete the stamp. 3. Click Yes to delete the stamp. The stamp is deleted and is removed from Navigation > Stamps. Page 232 of 305

233 Migrating Documents In Navigation > Document Migration, you can move documents from one department, which you can administer, and you can move documents from one document type to another. Migrating Documents To move documents to another department or to another document type, do the following: 1. In the Navigation pane, click Document Migration. 2. From the Source Document Department drop-down box, select the department that contains the documents you want to migrate. 3. From the Source Document Type drop-down box, select the document type you want to migrate. 4. From the Destination Document Department drop-down box, select the department to which you want to migrate documents. 5. From the Destination Document Type drop-down box, select the new document type for the migrated documents. 6. If you do not want to migrate all documents in the department, you can migrate documents contained in specified folder IDs; check the Limit to specified folderids checkbox and do one of the following. In the following field, type the folder IDs you want to migrate; use commas to separate multiple IDs. Provide the SQL statement that returns the list of folder IDs you want to migrate by doing the following. 7. Click Start. 1. Click the Populate from SQL button. The Populate from SQL dialog box appears. 2. Select the appropriate data baa se from the Database drop-down box 3. In the SQL field, type the SQL statement that returns the list of folder IDs that you want to migrate. 4. Click Run to run the query. The dialog box closes, and the folder IDs returned by the query are displayed in the preceding field. After migration, the Migration Log pane displays information about which documents were successfully migrated. After documents have been removed from the document type, you can remove the document type without issue. You can clear the log by right-clicking in the Migration Log field and selecting Clear Log from the pop-up menu. Page 233 of 305

234 Using Auto Import Auto Import allows you to configure Nolij Web to monitor file system folders and to automatically import any discovered documents into Nolij Web, based on defined rules. You can load files into Nolij Web in three ways into a specific folder, into a batch folder in which it can be indexed, or directly into a storage location based on existing data records. The Auto Import feature is available in the Navigation pane for users in the SYSADMIN role only. The system administrator must configure a location for Auto Import in the nolijweb.properties file; otherwise, the Auto Import feature is not available. Refer to Perceptive Nolij Web Installation and Upgrade Guide. Refer to the following topics for more information. Formatting XML Descriptor Files on page 234. Adding and Modifying Rules on page 236. Running Rules on page 240. Deleting Rules on page 241. Viewing the Run Summary on page 241. Viewing the Document History on page 242. Exporting Rules on page 243. Importing Rules on page 243. Formatting XML Descriptor Files With Auto Import, you use an XML descriptor file to identify the type and location of each file you want to import. Nolij Web polls the source folder on the specified interval for XML files. When it finds an XML file, it processes it and imports the documents defined in the XML file. If you do not specify the department into which files are imported within the XML file, the files are imported to the department you select from the Department drop-down box. The following table provides a list of the XML elements you can use in the XML descriptor file. You can use also use legacy elements supported in versions of Nolij Web earlier than 6.8.x. Table 1: XML Elements and Descriptions Nolij Web 6.8.x XML Element Legacy XML Element Description Documents Files Top level element. All XML files start and end with this element. Document Index Second-level element. Denotes a regular type of import. Batch_Document NewIdx Second-level element. Denotes a batch type of import. Page 234 of 305

235 Table 1: XML Elements and Descriptions Nolij Web 6.8.x XML Element Legacy XML Element Description SubIndex_Document SubIdx Second-level element. Denotes a subindex type of import. Folder_ID Index_ID Third-level element. Denotes the folder to which to add the document. Required for Document and SubIndex_Document. Batch_Query_Index Index_ID Third-level element. Denotes the batch folder to which to add the document. Required for Batch_Document. Document_Type_Code Type Third-level element. Denotes the code of the custom document type to which to index the document. Document_Type_Name Type Third-level element. Denotes the name of the custom document type to which to index the document. Document_Location Doc_Name Third-level element. Denotes the location of the document to import. This value is appended to the ai_location_root property to calculate the file location relative to the Nolij Web server. The server must have access to this location. Custom_Name Cstm_Name Third-level element. Denotes the custom name of the document. Subfolder Fil er Third-level element. Denotes the subfolder code for the document. The following values are specific to Batch_Document imports. They map directly to the values in the KW_NEWIDX tables. Char_5 Char_10 Char_1_15 Char_2_15 Char_1_30 Char_2_30 Char_1_60 Char_2_60 Date_1 Page 235 of 305

236 Date_2 Number_8 The following values are specific to the SubIndex_Document import type. Nidx_Code: This is the code for the KW_NIDXVAL index. The legacy value was Nidx. Subindex_Label: This is the label for the subindexed document. The legacy value was Label. Adding and Modifying Rules You can create an XML, batch, or batch file range rule to load files into Nolij Web. XML rule. To load files directly into folders, use an XML rule with an XML descriptor file that identifies the details of each document you want to load, such as the folder ID to which a file belongs. At the time interval you specify, Auto Import checks for the presence of the XML descriptor file in the specified location. When Auto Import detects the file, it processes each record contained in the file. Batch rule. For documents that you want to load into a batch folder, you create a batch rule that describes how to load documents from an observed folder into a Nolij Web batch folder. At the time interval you specify, Auto Import checks the folder for documents to upload; when Auto Import detects the documents, it processes them according to the batch rule. Batch File Range rule. For documents you want to load into a batch folder, you can use a batch file range rule to select the documents to upload, based on file name. You can specify a range of file names or a file name by matching pattern to define the documents to upload into a specific folder. Auto Import checks the folder for documents to upload; when Auto Import detects the documents, it processes them according to the batch file range rules. Refer to the following topics for more information. Adding and Modifying XML Rules on page 236. Adding and Modifying Batch Rules on page 237. Adding and Modifying Batch File Range Rules on page 239. Adding and Modifying XML Rules To add or modify an XML rule, complete the following steps. 1. In the Navigation pane, click Auto Import. 2. In the Auto Import window, click the Rules tab and perform one of the following steps. To add a rule, complete the following substeps. 1. Click Add. 2. In the Add Rule dialog box, in the Rule Name field, type the name of the rule. Page 236 of 305

237 3. In the Rule Type list box, select XML as the type of rule you want to add. 4. Click OK. To modify a rule, select the rule you want to modify and either right-click it and select Edit or click the Edit button. 3. In the Edit XML Rule dialog box, in the Name field, type the name of the rule. 4. In the Interval (minutes) field, type the interval, in minutes, during which Auto Import checks the specified folder (configured in the Location field) for the XML file and the documents to import. When Auto Import detects the XML file, it processes each record in the file. If you specify 0 (zero) as the interval, the rule does not run unless you click the Run button to manually run the rule. 5. In the Log Document field, click the Unsuccessful option to log only document imports that were not successful. When you select this option, successful document imports are not logged; however, successful running of rules is logged. Click the All option to log all imports. 6. The Location Root field displays the root location for Auto Import. You cannot modify this field. You must define this property in the nolijweb.properties file. For more information, refer to Perceptive Nolij Web Installation and Upgrade Guide. 7. In the Location Path field, type the location of the folder that Auto Import monitors for the specified XML rule. The location must be within the location specified in the Location Root field and can be either a location on the server or on a shared network accessible from the server. In this location, place the XML file that specifies the import details for documents you want to upload. When Auto Import runs and discovers the XML file, it processes the documents contained in the XML file and uploads them to Nolij Web. 8. Click Validate to test the file location. Nolij Web displays a list of files found in the specified location. If the test is not successful, verify that the user running Apache Tomcat has permission to access the location. 9. From the Department list, select the department into which the documents are imported. This field is required, but it is only used if the XML file specifies the import document type by name instead of by code. 10. To save the rule, click Save. 11. To test the rule, click Text. Adding and Modifying Batch Rules To add or modify a batch rule, complete the following steps. 1. In the Navigation pane, click Auto Import. 2. In the Auto Import window, click the Rules tab and perform one of the following actions. To add a rule, complete the following substeps. 1. Click Add. 2. In the Add Rule dialog box, in the Rule Name field, type the name of the rule. Page 237 of 305

238 3. In the Rule Type list, select Batch as the type of rule you want to add. 4. Click OK. To modify a rule, select the rule you want to modify and either right-click it and select Edit or click the Edit button. 3. In the Edit Batch Rule dialog box, in the Name field, type the name of the rule. 4. In the Interval (minutes) field, type the interval, in minutes, during which Auto Import checks the specified folder (configured in the Location field) for the documents to import. When Auto Import detects documents, it uploads each document into the specified folder. If you specify 0 (zero) as the interval, the rule does not run unless you click the Run button to manually run the rule. 5. In the Log Document field, click the Unsuccessful option to log only document imports that were not successful. When you select this option, successful document imports are not logged; however, successful running of rules is logged. Click the All option to log all imports. 6. The Location Root field displays the root location for Auto Import. You cannot modify this field. You must define this property in the nolijweb.properties file. For more information, refer to Perceptive Nolij Web Installation and Upgrade Guide. 7. In the Location Path field, type the location of the folder that Auto Import monitors for the documents to be imported. The location can be on your computer or on a shared network. Move the documents you want to import into this location. When Auto Import runs and discovers the documents, it imports them into the specified batch folder in Nolij Web. 8. Click Validate to test the file location. Nolij Web displays a list of files found in the specified location. If the test is not successful, verify that the user running Apache Tomcat has permission to access the location. 9. From the Department list, select the department into which the documents are imported. 10. In the Document Type field, click the System option to import the document without a custom document index. Click the Custom option to import the document with a custom document index and then select the custom document index from the Custom Type list. 11. To import documents based on a file name pattern, type the file name pattern in the File Name Pattern field. Pattern matching uses regular expressions for specifying file names. For example, to include all files, use the regular expression.*. 12. To save the rule, click Save. 13. To test the rule, click Text. Page 238 of 305

239 Adding and Modifying Batch File Range Rules To add or modify a batch file range rule, complete the following steps. 1. In the Navigation pane, click Auto Import. 2. In the Auto Import window, click the Rules tab and perform one of the following actions. To add a rule, complete the following substeps. 1. Click Add. 2. In the Add Rule dialog box, in the Rule Name field, type the name of the rule. 3. From the Rule Type list, select Batch File Range as the type of rule you want to add. 4. Click OK. To modify a rule, select the rule you want to modify and either right-click it and select Edit or click the Edit button. 3. In the Edit Batch File Range Rule dialog box, in the Name field, type the name of the rule. 4. In the Interval (minutes) field, type the interval, in minutes, during which Auto Import checks the specified folder (configured in the Location field) for the documents to be uploaded, based on the rule. When Auto Import detects documents, it uploads each document into the specified folder. If you specify 0 (zero) as the interval, the rule does not run unless you click the Run button to manually run the rule. 5. In the Log Document field, click the Unsuccessful option to log only document imports that were not successful. When you select this option, successful document imports are not logged; however, successful running of rules is logged. Click the All option to log all imports. 6. The Location Root field displays the root location for Auto Import. You cannot modify this field. You must define this property in the nolijweb.properties file. For more information, refer to Perceptive Nolij Web Installation and Upgrade Guide. 7. In the Location Path field, type the location of the folder that Auto Import monitors for the documents matching the batch file range rule. The location can be on your computer or on a shared network. When Auto Import discovers documents, it uploads them into the specified batch folder in Nolij Web. 8. Click Validate to test the file location. Nolij Web displays a list of files found in the specified location. If the test is not successful, verify that the user running Apache Tomcat has permission to access the location. 9. From the Department drop-down box, select the department into which the documents are imported. 10. In the Document Type field, click the System option to import the document without a custom document index. Click the Custom option to import the document with a custom document index and then select the custom document index from the Custom Type list. Page 239 of 305

240 11. To import documents based on a file name pattern, type the file name pattern in the File Name Pattern field. Pattern matching uses regular expressions for specifying file names. For example, to include all files, use the regular expression.*. 12. To add a file range, click. In the Select Range and Folder dialog box, complete the following substeps. 1. In the From File field, type the first alphabetical value of the range. 2. In the To File field, type the last alphabetical value of the range. Use an inclusive alphabetical range. For example, if you specify a range of application to cylceref, documents with the file name application and cycleref are included in the upload. Any documents with file names that are alphabetically within this range are also included, such as breaklist and canceled. You must specify the From and To ranges in both fields for a file name range. You do not need to include the file name extension. File names are case-sensitive. 3. From the Query list, select the batch query associated with the batch folder into which you want to import documents. 4. From the Folder list, select the batch folder into which documents are imported. Documents found in specified location that have file names within the From and To file name ranges are imported into this folder. 13. To delete a batch file range rule, select the rule in the File Name Ranges table and click. 14. To save the rule, click Save. 15. To test the rule, click Text. Running Rules To run a rule, complete the followings steps. 1. In the Navigation pane, click Auto Import. 2. In the Auto Import window, click the Rules tab. 3. Select the rule you want to run and either right-click it and select Run or click the Run button. The rule begins running on the server. You can view the results in the Run Summary or Document History tab. Page 240 of 305

241 Deleting Rules To delete a rule, complete the following steps. 1. In the Navigation pane, click Auto Import. 2. In the Auto Import window, click the Rules tab. 3. Select the rule you want to delete and either right-click it and select Delete or click the Delete button. Viewing the Run Summary To view summary information about a rule that was run, complete the following actions. 1. In the Navigation pane, click Auto Import. 2. Complete one of the following actions. To view the run summary for a specific rule, click the Rules tab; then, right-click the rule and select Run Summary. To view the run summary for all rules, click the Run Summary tab. The table in the Run Summary tab displays the following information. Rule. Name of the rule. Xml File Names. For XML rules, name of the XML descriptor file that identifies the details of each document you want to load. Successful. Indicates whether the rule was successfully run. A rule is not successful if one or more documents were not imported or if an error occurred with the run. For example, if Auto Import could not access the location of the files to process, the rule was unsuccessful. Start. Date and time on which the rule started to run. End. Date and time on which the run ended. Imported Documents. Number of documents successfully imported. Not Imported Documents. Number of documents that were not successfully imported. Error Message. Error message for a rule that was not successfully run. 3. You can choose the information to display in the Run Summary tab by performing the following substeps in the Filter pane. 1. From the Rule list, select the rule for which to view information. Select All to view all rules. 2. In the Date fields, configure a date range by specifying the beginning and ending dates of the range. Either type the date in the Date fields or click select the date. to open a calendar from which you 3. Select the Only Failures check box to display rules for which one or more documents were not imported. Page 241 of 305

242 4. Click Apply Filters to filter run summary information. 5. To clear filters, click Clear Filters. 4. To view the document history for a rule, right-click the rule and select Document Histories. Refer to Viewing the Document History on page 242 for more information. 5. To view the rule in the Rule tab, right-click the rule and select Rules. 6. To delete a rule, right-click it and select Delete. In the Delete Run Summary dialog box, click Yes to confirm that you want to delete the rule. Viewing the Document History To view information about documents that were processed by Auto Import, complete the following steps. 1. In the Navigation pane, click Auto Import. 2. Complete one of the following actions. To view the run summary for a specific rule, click the Rules tab; then, right-click the rule and select Document History. To view the run summary for all rules, click the Document History tab. The table in the Document History tab displays the following information. Rule: Name of the rule. Date. Date and time on which the file was processed by the rule. XML File. For XML rules, name of the XML descriptor file that identifies the details of each document you want to load. File. Name of the file processed by the rule. Imported. Indicates whether the document was successfully imported. Subindex Label. Name of the subindex (secondary) value associated with the file, if applicable. Folder ID. ID of the Nolij Web folder into which the file was imported. Document Type. Nolij Web document type of the file. Error Message. Error message for a file that failed to be imported into Nolij Web. 3. You can choose the information to display in the Document History tab by completing the following substeps in the Filter pane. 1. From the Rule list, select the rule for which to view information. Select All to view all rules. 2. The Run field displays the date and time on which the rule was run if you opened the Document History tab by right-clicking the rule in the Run Summary tab and selecting Document Histories. You can clear this field by clicking. Page 242 of 305

243 3. In the Date fields, configure a date range by specifying the beginning and ending dates of the range. Either type the date in the Date fields or click select the date. to open a calendar from which you 4. Select the Only Failures check box to display rules for which one or more documents were not imported. 5. Click Apply Filters to filter run summary information. 6. To clear filters, click Clear Filters. 4. To view the run summary for a rule, right-click the rule and select Run Summary. Refer to Viewing the Run Summary on page To view the rule in the Rule tab, right-click the rule and select Rules. Exporting Rules To export a rule as a.zip file, complete the following steps. 1. In Navigation > Auto Import, in the Rules tab, either right-click the rule you want to export and select Export or select the rule and click the Export button. 2. In the Export Rule dialog box, click Yes to confirm that you want to export the rule. Importing Rules To import a rule, complete the following steps. 1. In the Navigation pane, click Import. 2. In the Import Tool window, click the Browse button and navigate to the location of the rule you want to import. 3. Click the Preview button to upload the file to the Nolij Web server. In the Preview Import pane, the following file information displays. Type: Type of object being imported (Query, Workflow, Form, Report, Stamp, or Auto Import Rule). Name: Name of the object. Exists: If the check box is selected, the object exists in this instance of Nolij Web. Create New: If the object exists in this instance of Nolij Web, you can create an object that has the same name as the existing object. To overwrite the existing object with the object you are importing, do not select this check box. Page 243 of 305

244 4. Click Import to import the rule. A dialog box appears, prompting you to confirm that you want to import the rule. 5. In the confirmation dialog box, click Yes to import the rule and then click OK. The application refreshes and the Navigation pane is updated with the import information. Page 244 of 305

245 Appendix A: Enabling Keyword Searches For Documents You can configure Nolij Web to perform an Optical Character Recognition (OCR) on specific document types. When Nolij Web performs OCR, it captures words from documents and stores them in a searchable format. Nolij Web users can search for documents using words contained in those documents. OCR can recognize most typed words but does not generally recognize hand-written words. Enabling Keyword Searches For Documents Ensure that you perform these steps so that you enable users to perform keyword searches for documents. 1. Add the appropriate document types to the enterprise hierarchy. If you do not add document types, users cannot work with these documents. Refer to Adding System Document Types on page 55 and Adding Custom Document Types on page Specify the document types on which Nolij Web performs an OCR. Refer to Configuring OCR on Document Types on page Ensure that you give the appropriate department, role, or user the permissions to view and use the department types that they can access. Refer to Configuring Document Permissions on page Build a query that retrieves the appropriate information and enable context search on the query. Refer to Configuring Queries on page Create a workflow that is associated with the query. Refer to Configuring Workflows on page Associate the query and the workflow. Refer to Configuring Workflow Permissions on page Enable context search on the query. Refer to Configuring Workflow Permissions on page 38. Page 245 of 305

246 Appendix B: Example Reports This appendix provides example reports for your reference. Refer to these topics for more information: Scanned Images by User on page 246. Indexed Images by User on page 247. Batch Image Summary on page 249. Indexed Document Summary on page 249. Folders Within a Batch on page 250. Social Security Numbers For a Storage Location on page 250. Indexed Documents for PERS_ID and Department on page 250. Fully Qualified Paths for Documents By Social Security Number on page 251. Workflow Inbox Summary on page 251. Scanned Images by User This report retrieves the number of documents scanned by each user in a department, within a specified date range. FIXED DATE RANGE Replace these variables: USER: Specify the user code for each user. DEPTCODE: Specify the department code. DD-MON-YYYY: Specify the day, month, and year for the start and end dates. SELECT COUNT(DECODE(WFDOCS_CREATED_BY, 1, 1)) AS USER1, COUNT(DECODE(WFDOCS_CREATED_BY, 2, 1)) AS USER2, COUNT(DECODE(WFDOCS_CREATED_BY, 3, 1)) AS USER3, COUNT(DECODE(WFDOCS_CREATED_BY, 4, 1)) AS USER4, COUNT(DECODE(WFDOCS_CREATED_BY, 5, 1)) AS USER5 FROM KW_WFDOCS, KW_USERVAL, KW_ROLEVAL WHERE ROLEVAL_DEPT_CODE = DEPTCODE AND USERVAL_ROLE_CODE = ROLEVAL_ROLE_CODE AND WFDOCS_CREATED_BY = USERVAL_USER_CODE AND WFDOCS_DATE_CREATED > 'DD-MON-YYYY' AND WFDOCS_DATE_CREATED < 'DD-MON-YYYY' GROUP BY WFDOCS_CREATED_BY Page 246 of 305

247 PREVIOUS DAY, WEEK, OR MONTH Replace these variables: USER: Specify the user code for each user. DEPTCODE: Specify the department code. SELECT COUNT(DECODE(WFDOCS_CREATED_BY, 1, 1)) AS USER1, COUNT(DECODE(WFDOCS_CREATED_BY, 2, 1)) AS USER2, COUNT(DECODE(WFDOCS_CREATED_BY, 3, 1)) AS USER3, COUNT(DECODE(WFDOCS_CREATED_BY, 4, 1)) AS USER4, COUNT(DECODE(WFDOCS_CREATED_BY, 5, 1)) AS USER5 FROM KW_WFDOCS, KW_USERVAL, KW_ROLEVAL WHERE ROLEVAL_DEPT_CODE = DEPTCODE AND USERVAL_ROLE_CODE = ROLEVAL_ROLE_CODE AND WFDOCS_CREATED_BY = USERVAL_USER_CODE AND TRUNC(WFDOCS_DATE_CREATED) > TRUNC(SYSDATE) /32 FOR WK/MON GROUP BY WFDOCS_CREATED_BY Indexed Images by User This report retrieves the number of documents indexed by each user in a department, within a specified date range. Replace these variables: USER: Specify the user code for each user. DEPTCODE: Specify the department code. DD-MON-YYYY: Specify the day, month, and year for the start and end dates. Page 247 of 305

248 FIXED DATE RANGE SELECT COUNT(DECODE(WFDOCS_CREATED_BY, 1, 1)) AS USER1, COUNT(DECODE(WFDOCS_CREATED_BY, 2, 1)) AS USER2, COUNT(DECODE(WFDOCS_CREATED_BY, 3, 1)) AS USER3, COUNT(DECODE(WFDOCS_CREATED_BY, 4, 1)) AS USER4, COUNT(DECODE(WFDOCS_CREATED_BY, 5, 1)) AS USER5 FROM KW_WFDOCS, KW_USERVAL, KW_ROLEVAL WHERE ROLEVAL_DEPT_CODE = DEPTCODE AND USERVAL_ROLE_CODE = ROLEVAL_ROLE_CODE AND WFDOCS_CREATED_BY = USERVAL_USER_CODE AND (WFDOCS_WFDT_CODE IS NOT NULL OR (WFDOCS_CSTM_NAME IS NOT NULL AND WFDOCS_WFDT_CODE IS AND WFDOCS_DATE_CREATED > 'DD-MON-YYYY' AND WFDOCS_DATE_CREATED < 'DD-MON-YYYY' GROUP BY WFDOCS_CREATED_BY NULL)) PREVIOUS DAY, WEEK, OR MONTH Replace these variables: USER: Specify the user code for each user. DEPTCODE: Specify the department code. SELECT COUNT(DECODE(WFDOCS_CREATED_BY, 1, 1)) AS USER1, COUNT(DECODE(WFDOCS_CREATED_BY, 2, 1)) AS USER2, COUNT(DECODE(WFDOCS_CREATED_BY, 3, 1)) AS USER3, COUNT(DECODE(WFDOCS_CREATED_BY, 4, 1)) AS USER4, COUNT(DECODE(WFDOCS_CREATED_BY, 5, 1)) AS USER5 FROM KW_WFDOCS, KW_USERVAL, KW_ROLEVAL WHERE ROLEVAL_DEPT_CODE = DEPTCODE AND USERVAL_ROLE_CODE = ROLEVAL_ROLE_CODE AND WFDOCS_CREATED_BY = USERVAL_USER_CODE AND (WFDOCS_WFDT_CODE IS NOT NULL OR (WFDOCS_CSTM_NAME IS NOT NULL AND WFDOCS_WFDT_CODE IS AND TRUNC(WFDOCS_DATE_CREATED) > TRUNC(SYSDATE) / GROUP BY WFDOCS_CREATED_BY NULL)) 32 FOR WK/MON Page 248 of 305

249 Batch Image Summary This report retrieves all folders within a bath and calculates the number of images in the folders. Replace the INDEX variable with the index value of the batch folder. SELECT NEWIDX_CHAR_1_30 AS BATCH, COUNT(WFDOCS_FOLDER_ID) AS IMAGES FROM KW_WFDOCS, KW_NEWIDX WHERE SUBSTR(WFDOCS_FOLDER_ID,1,INSTR(WFDOCS_FOLDER_ID,' ',1)-1) = 'INDEX' AND CONCAT(CONCAT(NEWIDX_NIDX_CODE,' '),NEWIDX_INDEX) = WFDOCS_FOLDER_ID GROUP BY NEWIDX_CHAR_1_30 ORDER BY NEWIDX_CHAR_1_30 Indexed Document Summary This report displays, for a specified date range all indexed documents, the users who indexed the documents, and the users to which documents were indexed. Replace the DD-MON-YYYY variables with the appropriate date range. SELECT SUBSTR(WFDOCS_DOC_NAME,1,15) AS IMAGE_NAME, SUBSTR(WFDOCS_CSTM_NAME,1,15) AS CUSTOM_NAME, SUBSTR(WFDFVAL_WFDF_NAME,1,22) AS DOC_FORMAT, SUBSTR(WFDTVAL_WFDT_NAME,1,22) AS DOC_TYPE, PERSON_LAST_NAME CHR(44) ' ' PERSON_FIRST_NAME PERSON_PERS_ID AS OWNER_ID, USERVAL_USER_ID AS INDEXED_BY FROM KW_WFDOCS, PERSON, KW_WFDFVAL, KW_WFDTVAL, KW_USERVAL WHERE TO_CHAR(PERS_ID) = WFDOCS_FOLDER_ID AND WFDFVAL_WFDF_CODE(+) = WFDOCS_WFDF_CODE AND WFDTVAL_WFDT_CODE(+) = WFDOCS_WFDT_CODE AND USERVAL_USER_CODE = WFDOCS_CREATED_BY AND WFDOCS_DATE_CREATED > 'DD-MON-YYYY' AND WFDOCS_DATE_CREATED < 'DD-MON-YYYY' AS OWNER_NAME, Page 249 of 305

250 Folders Within a Batch This report retrieves all folders in a batch. Replace the INDEX variable with the index value of the batch query. SELECT NEWIDX_CHAR_1_30 AS BATCH_FOLDER FROM KW_NEWIDX WHERE NEWIDX_NIDX_CODE = INDEX ORDER BY NEWIDX_CHAR_1_30 Social Security Numbers For a Storage Location This report retrieves a list of all social security numbers contained in documents within a storage location. Replace the STORAGECODE variable with the unique code of the storage location. SELECT DISTINCT(PERSON_PERS_ID) FROM KW_WFDOCS, PERSON WHERE WFDOCS_LOCN_CODE = STORAGECODE AND WFDOCS_FOLDER_ID = TO_CHAR(PERS_ID) ORDER BY PERSON_PERS_ID Indexed Documents for PERS_ID and Department This report retrieves all indexed documents for a specific PERS_ID and department. Replace the PERS_ID variable with the primary key value; replace the DEPTCODE variable with the department code. SELECT WFDOCS_UTYP_CODE, WFDOCS_DOC_NAME, WFDFVAL_WFDF_NAME, WFDOCS_DOCUMENT_ID, WFDOCS_CSTM_NAME, FROM KW_WFDOCS, KW_WFDFVAL, KW_LOCNVAL WHERE WFDOCS_FOLDER_ID = 'PERS_ID' AND WFDOCS_DEPT_CODE = DEPTCODE AND WFDOCS_WFDF_CODE = WFDFVAL_WFDF_CODE AND WFDOCS_LOCN_CODE = LOCNVAL_LOCN_CODE UNION SELECT WFDOCS_UTYP_CODE, WFDOCS_DOC_NAME, WFDTVAL_WFDT_NAME, WFDOCS_DOCUMENT_ID, WFDOCS_CSTM_NAME, FROM KW_WFDOCS, KW_WFDTVAL, KW_LOCNVAL WHERE WFDOCS_FOLDER_ID = 'PERS_ID' WFDOCS_FILTER_ID WFDOCS_FILTER_ID Page 250 of 305

251 AND WFDOCS_DEPT_CODE = DEPTCODE AND WFDOCS_WFDT_CODE = WFDTVAL_WFDT_CODE AND WFDOCS_LOCN_CODE = LOCNVAL_LOCN_CODE Fully Qualified Paths for Documents By Social Security Number This report retrieves the fully qualified path for all documents, in a folder, that belong to a social security number. Replace the SSN variable with the social security number. SELECT DISTINCT(LOCNVAL_UNC_SHARE LOCNVAL_UNC_PATH WFDOCS_DOC_NAME) FROM KW_WFDOCS, PERSON, KW_LOCNVAL WHERE PERSON_PERS_ID = 'SSN' AND WFDOCS_FOLDER_ID = TO_CHAR(PERS_ID) AND LOCNVAL_LOCN_CODE = WFDOCS_LOCN_CODE Workflow Inbox Summary This report retrieves and groups the folders owned by a user who has multiple inboxes. Replace these variables: INBOX: Specify the number of each inbox. WORKFLOWCODE: Specify the workflow code. USERCODE: Specify the user code. SELECT COUNT(DECODE(WFCURRENT_WFDE_CODE, 1, 1)) AS INBOX1, COUNT(DECODE(WFCURRENT_WFDE_CODE, 2, 1)) AS INBOX2, COUNT(DECODE(WFCURRENT_WFDE_CODE, 3, 1)) AS INBOX3, COUNT(DECODE(WFCURRENT_WFDE_CODE, 4, 1)) AS INBOX4, COUNT(DECODE(WFCURRENT_WFDE_CODE, 5, 1)) AS INBOX5 FROM KW_WFCURRENT, KW_WFOWVAL WHERE WFCURRENT_WFMA_CODE = WORKFLOWCODE AND WFOWVAL_USER_CODE = USERCODE AND WFCURRENT_WFMA_CODE = WFOWVAL_WFMA_CODE AND WFCURRENT_WFDE_CODE = WFOWVAL_WFDE_CODE AND WFOWVAL_OWN = 'Y' GROUP BY WFCURRENT_WFDE_CODE Page 251 of 305

252 Appendix C: Example Nolij Web Workflows In this scenario, after folders enter the workflow, they are routed to one of three inboxes, based on the first letter of the last name, if they meet certain conditions. If they can be routed, they are routed to inboxes for last names beginning with A through E, F through J, K - O, P - T, or U - Z. If they cannot be routed, they are returned to the master inbox, where they reenter the workflow process. In this scenario, you will: 1. Create the workflow. 2. Create the master inbox to where all folders first enter the workflow. 3. Create a complete step action. 4. Create a condition that determines if the folder can be routed. 5. Create a rule that specifies where the folders can go, if they can be routed. 6. Create the inboxes to which documents can be routed. 7. Add a recycled inbox if folders cannot be routed, they return to the master inbox and reenter the workflow. 8. Create the stored procedure for the condition, which determines if the folders can be routed. 9. Create the stored procedure for the rule that determines the inbox to where folders are routed. Creating the Workflow Create the workflow by doing the following: 1. In the Navigation pane, right-click Workflows. 2. From the pop-up menu, select Add Workflow. The Enter the Name of the New Workflow dialog box appears 3. Type the name of the workflow. In this example, type Route by last name. 4. Click OK. The workflow is created and appears in Navigation > Workflows. Page 252 of 305

253 Figure 33: Route by Last Name Workflow 5. Add the master inbox. Refer to Adding the Master Inbox on page 253. Adding the Master Inbox Add the master inbox to the workflow, which is the first inbox in the workflow into which documents are routed. 1. In the working pane, right-click the workflow and, from the pop-up, select Add Inbox. The Add Inbox dialog box appears. 2. In the Enter the Name of the New Inbox dialog box, type the name of the dialog box. In this example, type Check if complete. 3. Click OK. The inbox appears in the working pane. Page 253 of 305

254 Figure 34: Check If Complete Inbox 4. Click Save to save your changes. After you save an inbox, Nolij Web assigns it a unique numeric identifier, tracked in the database. This number appears in parentheses next to the inbox in the working pane. Inbox numbers are needed when you create complex workflows that use rules. The SQL procedures used by rules must return a numeric value that designates the inbox to which folders are sent. In this example, the inbox is assigned the number Add a Complete Step Action. Refer to Adding the Complete Step Action on page 254. Adding the Complete Step Action Add a Complete Step action to the Check if complete inbox, which indicates that work has been completed and that folders can be sent to the next inbox in the workflow. When a user has completed work on documents in a folder and clicks the Work Complete button in Nolij Web, the folder is sent to the next inbox in the workflow either directly or by way of a rule or condition. In this example, the folder will be routed based on a condition. 1. In the working pane, right-click the Check if complete inbox. 2. From the pop-up menu, select Complete Step. The Complete Step appears in the workflow. Page 254 of 305

255 Figure 35: Complete Step Action 3. Click Save to save y our changes. 4. Add the condition. Refer to Adding the Condition on page 255. Adding the Condition A condition determines one of two possible paths that the folder can take. The condition references the stored procedure that returns a Yes or No value. Depending on the criteria specified, a folder can travel one of two possible paths. If a folder is ready to be routed, the Yes condition is satisfied, and the document moves to the Route folder by first letter rule. If it is not ready to be routed, the No condition is satisfied, and the folder moves to the Check if complete inbox, which was the first inbox to which folders were moved. The folder reenters the workflow and moves through the workflow again. 1. Right-click the Complete Step action. 2. From the pop-up menu, click Add Condition. 3. The Enter the name of the Condition dialog box appears. 4. Type the name of the condition. In this example, type See if this folder is ready to be routed. 5. Click OK. The condition appears in the working pane, displaying the Yes and No options. Page 255 of 305

256 Figure 36: See If This Folder Is Ready to be Routed Condition 6. Click Save to save your changes. 7. Configure the Yes condition. You add a rule that determines which inbox, out of three inboxes, folders are routed. Refer to Adding the Rule on page 256. Adding the Rule Rules are stored procedures or functions that accept input and, based on database or Nolij Web conditions, return an inbox number. Inbox numbers uniquely identify each inbox in the workflow. Folders are routed to the appropriate workflow path, depending on the inbox number the rule returns. In this example, a rule is used to determine which inbox that a folder, which has satisfied the Yes condition, can be routed. Folders are routed based on the first letter of the last name. The three possible inboxes are Last Name A - E, Last Name F - J, and Last Name K - O. 1. Right-click the Yes condition. 2. From the pop-up menu, click Add Rule. The Enter the name of the new Rule dialog box appears. 3. Type the name of the rule. In this example, type Route folder by first letter. 4. Click OK. The rule appears in the working pane. Page 256 of 305

257 Figure 37: Route Folder By First Letter Rule 5. Click Save to save your changes. 6. Add the inboxes to the Rule by right-clicking the Rule and selecting Add Inbox from the pop-up menu. Create and add the inboxes Last Name A - E, Last Name F - J, Last Name K - O, Last Name P - T, and Last Name U - Z. Follow the procedure in Adding the Master Inbox on page After you save the inboxes you added, they are assigned numbers to uniquely identify them. In this example, Last Name A - E is assigned the number 559, Last Name F - J is assigned the number 560, Last Name K - O is assigned the number 561, Last Name P - T is assigned the number 562, and Last Name U - Z is assigned the number 563. Page 257 of 305

258 Figure 38: Inboxes 8. Configure the No condition by adding a recycled inbox. Refer to Adding the Recycled Inbox on page 258. Adding the Recycled Inbox To add the recycled inbox, do the following: 1. Right-click the No Condition 2. From the pop-up menu, select Add Recycled Inbox, then select the previously added inbox to use. In this example, select the Check if Complete inbox. The inbox appears in the working pane under the No condition. 3. Click Save to save your changes. Page 258 of 305

259 Figure 39: Recycled Inbox 4. Create the stored procedure for the condition that determines if the folder can be routed. Refer to Creating the Stored Procedure for the Condition on page 259. Creating the Stored Procedure for the Condition In this workflow, folders of information can be routed to the appropriate inbox if they first satisfy the condition, which verifies if the following information is present: Application fee Essay Test score Transcript Signature You also configure the stored procedure to return a prompt when a student record cannot be found or a required document does not exist. If all documents exist, and the containing folder can be routed, a prompt is also returned. These prompts will be returned in pop-up messages, and you specify this setting when you configure rule properties. In your database editing tool, create the CHECKLIST stored procedure, as follows: Page 259 of 305

260 CREATE OR REPLACE PROCEDURE CHECKLIST (PERS_ID IN VARCHAR2, nullcnt OUT NUMBER, prompt OUT VARCHAR2) IS tcnt tapp_fee tessay ttest ttrans tsig errtext tprompt NUMBER(2); VARCHAR2(1); VARCHAR2(1); VARCHAR2(1); VARCHAR2(1); VARCHAR2(1); VARCHAR2(50); VARCHAR2(255); CURSOR wfdocs_cur IS SELECT WFDTVAL_WFDT_NAME AS wfdtval_wfdt_name FROM KW_WFDOCS, KW_WFDTVAL WHERE WFDOCS_FOLDER_ID = TO_CHAR(PERS_ID) AND WFDOCS_DEPT_CODE = 13 AND WFDOCS_WFDT_CODE = WFDTVAL_WFDT_CODE; BEGIN nullcnt := -1; tcnt := 0; prompt := 'Unable to locate student record.'; errtext := 'No checklist record found.'; -- loop through all Nolij Web documents for the -- current student and see what's there FOR singlerow IN wfdocs_cur LOOP IF singlerow.wfdtval_wfdt_name = 'Application Fee' THEN tapp_fee := 'Y'; tcnt := tcnt + 1; ELSIF singlerow.wfdtval_wfdt_name = 'Essay' THEN tessay := 'Y'; tcnt := tcnt + 1; Page 260 of 305

261 ELSIF singlerow.wfdtval_wfdt_name = 'Test Scores' THEN ttest := 'Y'; tcnt := tcnt + 1; ELSIF singlerow.wfdtval_wfdt_name = 'Transcript' THEN ttrans := 'Y'; tcnt := tcnt + 1; ELSIF singlerow.wfdtval_wfdt_name = 'Signature' THEN tsig := 'Y'; tcnt := tcnt + 1; END IF; END LOOP; -- count missing docs for the current student errtext := 'No checklist record found.'; IF tapp_fee IS NULL THEN IF tprompt IS NULL THEN tprompt := 'Missing: ' 'Application Fee'; ELSE tprompt := tprompt ', ' 'Application Fee'; END IF; END IF; IF tessay IS NULL THEN IF tprompt IS NULL THEN tprompt := 'Missing: ' 'Essay'; ELSE tprompt := tprompt ', ' 'Essay'; END IF; END IF; IF ttest IS NULL THEN IF tprompt IS NULL THEN tprompt := 'Missing: ' 'Test Scores'; ELSE tprompt := tprompt ', ' 'Test Scores'; END IF; END IF; IF ttrans IS NULL THEN Page 261 of 305

262 IF tprompt IS NULL THEN tprompt := 'Missing: ' 'Transcript'; ELSE tprompt := tprompt ', ' 'Transcript'; END IF; END IF; IF tsig IS NULL THEN IF tprompt IS NULL THEN tprompt := 'Missing: ' 'Signature'; ELSE tprompt := tprompt ', ' 'Signature'; END IF; END IF; IF tcnt = 5 THEN -- complete errtext := 'Error setting complete flag.'; nullcnt := 1; prompt := 'Folder is complete. Routing to [Ready for Review] in-box'; ELSE -- incomplete nullcnt := 0; prompt := tprompt; END IF; DBMS_OUTPUT.PUT_LINE('status: ' nullcnt); DBMS_OUTPUT.PUT_LINE('prompt: ' prompt); EXCEPTION WHEN NO_DATA_FOUND THEN DBMS_OUTPUT.PUT_LINE('status: ' nullcnt); DBMS_OUTPUT.PUT_LINE('prompt: ' prompt); END;PROCEDURE nwchecklist (PERS_ID IN VARCHAR2, nullcnt OUT NUMBER, prompt OUT VARCHAR2) IS Page 262 of 305

263 tcnt tapp_fee tessay ttest ttrans tsig errtext tprompt NUMBER(2); VARCHAR2(1); VARCHAR2(1); VARCHAR2(1); VARCHAR2(1); VARCHAR2(1); VARCHAR2(50); VARCHAR2(255); CURSOR wfdocs_cur IS SELECT WFDTVAL_WFDT_NAME AS wfdtval_wfdt_name FROM KW_WFDOCS, KW_WFDTVAL WHERE WFDOCS_FOLDER_ID = TO_CHAR(PERS_ID) AND WFDOCS_DEPT_CODE = 13 AND WFDOCS_WFDT_CODE = WFDTVAL_WFDT_CODE; BEGIN nullcnt := -1; tcnt := 0; prompt := 'Unable to locate student record.'; errtext := 'No checklist record found.'; -- loop through all Nolij Web documents for the -- current student and see what's there FOR singlerow IN wfdocs_cur LOOP IF singlerow.wfdtval_wfdt_name = 'Application Fee' THEN tapp_fee := 'Y'; tcnt := tcnt + 1; ELSIF singlerow.wfdtval_wfdt_name = 'Essay' THEN tessay := 'Y'; tcnt := tcnt + 1; ELSIF singlerow.wfdtval_wfdt_name = 'Test Scores' THEN ttest := 'Y'; tcnt := tcnt + 1; Page 263 of 305

264 ELSIF singlerow.wfdtval_wfdt_name = 'Transcript' THEN ttrans := 'Y'; tcnt := tcnt + 1; ELSIF singlerow.wfdtval_wfdt_name = 'Signature' THEN tsig := 'Y'; tcnt := tcnt + 1; END IF; END LOOP; -- count missing docs for the current student errtext := 'No checklist record found.'; IF tapp_fee IS NULL THEN IF tprompt IS NULL THEN tprompt := 'Missing: ' 'Application Fee'; ELSE tprompt := tprompt ', ' 'Application Fee'; END IF; END IF; IF tessay IS NULL THEN IF tprompt IS NULL THEN tprompt := 'Missing: ' 'Essay'; ELSE tprompt := tprompt ', ' 'Essay'; END IF; END IF; IF ttest IS NULL THEN IF tprompt IS NULL THEN tprompt := 'Missing: ' 'Test Scores'; ELSE tprompt := tprompt ', ' 'Test Scores'; END IF; END IF; IF ttrans IS NULL THEN IF tprompt IS NULL THEN tprompt := 'Missing: ' 'Transcript'; ELSE Page 264 of 305

265 tprompt := tprompt ', ' 'Transcript'; END IF; END IF; IF tsig IS NULL THEN IF tprompt IS NULL THEN tprompt := 'Missing: ' 'Signature'; ELSE tprompt := tprompt ', ' 'Signature'; END IF; END IF; IF tcnt = 5 THEN -- complete errtext := 'Error setting complete flag.'; nullcnt := 1; prompt := 'Folder is complete. Routing to [Ready for Review] in-box'; ELSE -- incomplete nullcnt := 0; prompt := tprompt; END IF; DBMS_OUTPUT.PUT_LINE('status: ' nullcnt); DBMS_OUTPUT.PUT_LINE('prompt: ' prompt); EXCEPTION WHEN NO_DATA_FOUND THEN DBMS_OUTPUT.PUT_LINE('status: ' nullcnt); DBMS_OUTPUT.PUT_LINE('prompt: ' prompt); END; After you create the stored procedure for the condition, configure the condition properties. Refer to Configuring Condition Properties on page 266. Page 265 of 305

266 Configuring Condition Properties After you have created a stored procedure for the condition, you can associate the stored procedure with it, and you can configure other properties. 1. In the working pane, right-click the condition and, from the pop-up menu, select Condition Properties. The Condition Properties dialog box appears. 2. From the DSN drop-down box, select the Data Source Name (DSN) for the rule. This value is the name of the database that is associated with the query (with which you associate the workflow) and that contains the stored procedure or function the rule uses. 3. In the System Name field, type the name of the stored procedure used by the rule. In this example, type CHECKLIST. 4. From the Type drop-down box, select Stored Procedure. 5. From the Prompt Type drop-down box, select Return. The stored procedure is returning prompts in this example. 6. From the Display In drop-down box, select Pop-Up. In this example, the prompt returned by the stored procedure appears in a pop-up window. 7. Click OK to close the dialog box. 8. Click Save to save your changes. 9. After you configure condition properties, created the stored procedure for the rule, which determines the inbox to which documents satisfying the Yes condition are routed. Refer to Creating the Stored Procedure for the Rule on page 266. Creating the Stored Procedure for the Rule If folders can be routed, they are routed to one of three inboxes, based on the first letter of the last name (A through E, F through J, and K through O). You create a stored procedure with the code to route documents and associate it to the rule. You also configure the stored procedure to return a prompt when a folder is routed to an inbox and to return an error message when a folder ID cannot be found. These prompts will be returned in pop-up messages, and you specify this setting when you configure rule properties. Page 266 of 305

267 In your database editing tool, create the ROUTELASTNAME stored procedure, as follows: CREATE OR REPLACE PROCEDURE ROUTELASTNAME (PERS_ID IN VARCHAR2, inbox OUT NUMBER, prompt OUT VARCHAR2) IS student_last errtext VARCHAR2(25); VARCHAR2(50); BEGIN -- Get last name for input PERS_ID inbox := -1; prompt := 'Unable to locate this ID.'; errtext := 'No person information found.'; SELECT upper(person_last_name) INTO student_last FROM person WHERE person_pers_id = pers_id; IF substr(student_last,1,1) IN ('A','B','C','D','E') THEN inbox := 559; prompt := 'Route to Names A - E?'; ELSIF substr(student_last,1,1) IN ('F','G','H','I','J') THEN inbox := 560; prompt := 'Route to Names F - J?'; ELSIF substr(student_last,1,1) IN ('K','L','M','N','O') THEN inbox := 561; prompt := 'Route to Names K - O?'; ELSIF substr(student_last,1,1) IN ('P','Q','R','S','T') THEN inbox := 562; prompt := 'Route to Names P - T?'; ELSE inbox := 563; prompt := 'Route to Names U - Z?'; END IF; Page 267 of 305

268 DBMS_OUTPUT.PUT_LINE('in-box: ' inbox); DBMS_OUTPUT.PUT_LINE('prompt: ' prompt); EXCEPTION WHEN NO_DATA_FOUND THEN inbox := -1; prompt := errtext; DBMS_OUTPUT.PUT_LINE('in-box: ' inbox); DBMS_OUTPUT.PUT_LINE('prompt: ' prompt); END;PROCEDURE nwroutealpha (pers_id IN VARCHAR2, inbox OUT NUMBER, prompt OUT VARCHAR2) IS student_last errtext VARCHAR2(25); VARCHAR2(50); BEGIN -- Get last name for input pers_id inbox := -1; prompt := 'Unable to locate this ID.'; errtext := 'No person information found.'; SELECT upper(person_last_name) INTO student_last FROM person WHERE person_pers_id = pers_id; IF substr(student_last,1,1) IN ('A','B','C','D','E') THEN inbox := 559; prompt := 'Route to Names A - E?'; ELSIF substr(student_last,1,1) IN ('F','G','H','I','J') THEN inbox := 560; prompt := 'Route to Names F - J?'; ELSIF substr(student_last,1,1) IN ('K','L','M','N','O') THEN inbox := 561; Page 268 of 305

269 prompt := 'Route to Names K - O?'; ELSIF substr(student_last,1,1) IN ('P','Q','R','S','T') THEN inbox := 562; prompt := 'Route to Names P - T?'; ELSE inbox := 563; prompt := 'Route to Names U - Z?'; END IF; DBMS_OUTPUT.PUT_LINE('in-box: ' inbox); DBMS_OUTPUT.PUT_LINE('prompt: ' prompt); EXCEPTION WHEN NO_DATA_FOUND THEN inbox := -1; prompt := errtext; DBMS_OUTPUT.PUT_LINE('in-box: ' inbox); DBMS_OUTPUT.PUT_LINE('prompt: ' prompt); END; After you create the stored procedure, specify that the rule uses it, in addition to other rule properties. Refer to Configuring Rule Properties on page 269. Configuring Rule Properties After you have created a stored procedure for the rule, you can associate the stored procedure with it, and you can configure other properties. 1. In the working pane, right-click the rule and, from the pop-up menu, select Rule Properties. The Rule Properties dialog box appears. 2. From the DSN drop-down box, select the Data Source Name (DSN) for the rule. This value is the name of the database that is associated with the query (with which you associate the workflow) and that contains the stored procedure or function the rule uses. 3. In the System Name field, type the name of the stored procedure used by the rule. In this example, type ROUTELASTNAME. 4. From the Type drop-down box, select Stored Procedure. 5. From the Prompt Type is drop-down box, select Return. The stored procedure is returning prompts in this example. 6. From the Display In drop-down box, select Pop-Up. In this example, the prompt returned by the stored procedure appears in a pop-up window. Page 269 of 305

270 7. Click OK to close the dialog box. 8. Click Save to save your changes. Page 270 of 305

271 Appendix D: Example Query In this scenario, you will create a simple query that searches for a student s first name, last name, and ID. You will perform the following tasks: 1. Add the query. 2. Add the query field that serves as the unique identifier (folder ID) of the query. 3. Add the query fields used for searching for information. 4. Select the query fields by which to label query results, returned in the form of virtual records. 5. Order the query results. 6. Configure the query field properties specify the query labels, query label colors, and query field size. 7. Test the query. Adding the Query To add a new query, do the following: 1. In the Navigation pane, right-click Queries. 2. From the pop-up menu, select Add Query. The Enter the Name of the New Query dialog box appears. 3. In the Enter the Name of the New Query dialog box, type the name of the query. In this example, type Simple Student Query. 4. Click OK. The query is created and appears under Navigation > Queries. 5. Add the query field that serves as the folder ID (unique identifier) of the query. Refer to Adding the Query Field for the Query Folder ID on page 271. Adding the Query Field for the Query Folder ID You build a query by adding query fields to it. The first field you must add to a query is the folder ID of the query, which is the unique identifier for the query. You can use multiple fields to the folder ID. Nolij Web uses the folder ID to uniquely identify the folder associated with the record that the query returns. The folder ID is the value by which documents are indexed. Page 271 of 305

272 To the query field that uniquely identifies the query, do the following 1. In Navigation > Queries, right-click the query. 2. From the pop-up menu, click Add Query Field. The Database Browser dialog box appears. 3. Click the database that contains the tables you want to access to expand the list of tables. 4. Navigate to the primary query table, which must contain the field used to uniquely identify the query (folder ID). In this example, select NOLIJ > TABLES > PERSON. 5. Click the table to expand the list of fields in the tables and click the field to select it. In this example, select PERSON_PERS_ID. 6. The Folder ID checkbox is dimmed an unavailable for this query field. Because it is the first query field added, it is always part of the folder ID for the query. 7. Do not check the Searchable checkbox; this query field will not be searchable in this query. 8. Click Apply to add the field. 9. Add additional fields. In this example, add the fields PERSON_LAST_NAME, PERSON_FIRST_NAME, and PERSON_STUDENT_ID to the query. Use the procedure in step 3 through step 8. Do not check the Folder ID checkbox for any of these fields. Check the Searchable checkbox to make them searchable query fields. 10. Click OK to apply your changes and close the dialog box. Page 272 of 305

273 Figure 40: Simple Student Query 11. Click Save to save your changes. 12. Configure the results labels. Refer to Configuring the Query Results Labels on page 273. Configuring the Query Results Labels The default label used for the virtual folders returned from a query is the primary key value. However, you can select other query fields by which to label the virtual folders. In this example, specify that the last name and first name fields are used as the folder labels. 1. In the Query Editor, the Results Labels pane contains a list of the query fields that you can use to label the folders. Check the checkbox next to each field to select it for use as a folder label. In this example, check the PERSON_LAST_NAME and PERSON_FIRST_NAME checkboxes. Page 273 of 305

274 Figure 41: Results Labels Pane Fields are added in the same order as their position in the Results Labels pane. A field located in a row above another field is always added before the second field. In this example, the last name appears before the first name, so PERSON_LAST_NAME must appear as a row above PERSON_FIRST_NAME in the Results Labels pane. If it does not, order the order of fields in this pane, by doing one of the following: Right-click the appropriate field and select, from the pop-up menu, Up or Down to move the field to the desired order. Click the appropriate field and, with the pointer, drag and drop the field to the desired location. 2. Click Save to save your changes. 3. Order the query results. Refer to Ordering the Query Results on page 274. Ordering the Query Results To order query results, do the following: 1. In the Order By pane in the Query Editor, specify the order of the results list. In this example, you order the results by last name and first name. Figure 42: Order By Pane Page 274 of 305

275 2. Fields are added in the same order as their position in the Order By pane. A field located in a row above another field is always added before the second field. If PERSON_LAST_NAME appears in a row below the PERSON_FIRST_NAME row, modify the order of fields by doing one of the following: Right-click the appropriate field and select, from the pop-up menu, Up or Down to move the field to the desired order. Click the appropriate field and, with the pointer, drag and drop the field to the desired location. 3. Check the checkbox for each column you want to use. In this example, select the PERSON_LAST_NAME and PERSON_FIRST_NAME columns. 4. Click Save to save your changes and view the ORDER BY clause in the SQL View window. 5. You can change the ORDER BY clause at any time by selecting and deselecting the fields by which to order results and by moving the fields to the desired location. Then, click Save to save and apply your changes. 6. Modify query field information. Refer to Modifying Query Fields on page 275. Modifying Query Fields You can configure how query fields are displayed in the interface. For example, you can define a query field s foreground and background colors. Do the following: 1. In Navigation > Queries > Simple Student Query, click the PERSON_LAST_NAME field. The Query Field Editor pane appears. 2. In the Label Name field, type the text that identifies the query field. In this example, type Last Name:. 3. Right-click the Label Background Color and select a color from the color pallet or choose a custom color. In this example, select the color fff00, as shown in the following figure. Page 275 of 305

276 Figure 43: Color Pallet for the Last Name Query Field 4. In the Field Size field, type the size, in pixels, of the Last Name field. In this example, type Click Save to save your changes. 6. In Navigation > Queries > Simple Student Query, click PERSON_FIRST_NAME to select it. 7. In the Label Name field, type First Name:. 8. Right-click the Label Background Color field and select the color 00ccff from the pallet, as shown in the following figure. Page 276 of 305

277 Figure 44: Color Pallet for the First Name Query Field 9. In the Field Size field, type Click Save to save your changes. 11. In Navigation > Queries > Simple Student Query, click STUDENT_ID to select it. 12. In the Label Name field, type ID. 13. In the Field Size field, type Check the List Values checkbox to display the results for the field in a drop-down box. 15. Click Save to save your changes. 16. You can test the query to verify that it is working properly. Refer to Testing the Query on page 278 for more information. Page 277 of 305

278 Testing the Query To test a query, do the following: 1. In Navigation > Queries, click Simple Student Query to select it. 2. In the SQL View pane, click the Test Query button. The Query Preview dialog box appears. 3. The Query Parameters pane contains the query fields that you specified were searchable fields (in this example PERSON_LAST_NAME, PERSON_FIRST_NAME, and STUDENT_ID) appear. The fields are displayed as they are configured to appear to an end-user (for example, the ID field appears as a drop-down box). Specify the information for which you want to search in a query field. You can also use % for a wildcard search. 4. Click Execute to run the SQL code. Any query results are displayed in the Query Results pane. The Details pane provides information on the time duration, in seconds, of the query execution, and it also displays the number of results returned by the query. The SQL Text pane displays the SQL code that was executed for the specific query you ran. Page 278 of 305

279 Figure 45: Query Preview Dialog Box 5. After you are done testing your query, click OK to close the dialog box. Page 279 of 305

280 Appendix E: Example Form In this scenario, you will create a simple form that contains two groups. One displays a student s first name and last name in two text boxes, and the other displays a student s city, state, and zip code in a list view. You will configure the code that allows the form to retrieve and display this information. In addition, this form allows changes to be saved to the database. You will configure the code that updates changed information from the text boxes and list view. In this scenario, you will: 1. Create a form. 2. Add and configure the Name group, which displays and updates the student name information. 3. Add and configure two text boxes to the Name group one that displays a student s first name, and another that displays a student s last name. 4. Add a refresh button to the Name group and configure the SQL code that retrieves a student s first name and student s last name from the database. 5. Add a save button to the Name group, which updates the first name and last name information in the record with modified information from the first name and last name text boxes. 6. Add and configure the Address group, which displays and updates the student address information. 7. Add and configure the list view that displays the student city, state, and zip code information. 8. Add a refresh button to the Address group and configure the SQL code that retrieves a student s address information fro the database. 9. Add a save button to the Address group, which updates the city, state, and zip code information. 10. Test the form to verify that the save and refresh buttons are functioning properly. Adding the Form To add a new form, do the following: 1. In the Navigation pane, right-click Forms. 2. From the pop-up menu, select Add Form. The Enter the Name of the New Form dialog box appears. 3. Type the name of the form. In this example, type Student Information. 4. Click OK. The form is created and appears in Navigation > Forms. 5. Click Save to save your changes. 6. Add the Name group to the form. Refer to Adding the Name Group on page 281. Page 280 of 305

281 Adding the Name Group To add the Name group, do the following: 1. Right-click the Forms Editor pane. 2. Select Add Group from the pop-up menu. The group appears in the Forms Editor page. 3. Click Save to save your changes. 4. Configure the Address group properties. Refer to Configuring the Name Group Properties on page 281. Configuring the Name Group Properties To configure the Name group properties, do the following: 1. In the Forms Editor pane, right-click the group to configure it. 2. Select Properties from the pop-up menu. The Group Properties dialog box appears. 3. In the Base Info pane, modify the following information. Top: Type the value, in pixels, of the top margin. In this example, type 5. This value specifies boundary length between the top of the Forms Editor page and the group. Left: Type the value, in pixels, of the left margin. In this example, type 0. This value specifies the boundary length between the left side of the Forms Editor page and the group. Height: Type the group height, in pixels. In this example, type 125. Width: Type the group width, in pixels. In this example, type In the Group Info pane, modify the following information. Name: Type a descriptive name for the group. In this example, type Address. Show Frame: Check the Show Frame checkbox to display the frame around the group in the Forms Editor pane. 5. Click Apply to apply your changes and close the dialog box. The Name group appears as: Page 281 of 305

282 Figure 46: Name Group 6. Click Save to save your changes. 7. Add the text box, which displays the student first name, to the Name group. Refer to Adding the First Name Text Box to the Name Group on page 282. Adding the First Name Text Box to the Name Group To add the First Name text box: 1. Right-click the Name group and select Add > Text Box from the pop-up menu. The text box appears at the insertion point. 2. Click Save to save your changes. 3. Configure the text box properties. Refer to Configuring the First Name Text Box Properties on page 282. Configuring the First Name Text Box Properties To configure the First Name text box properties: 1. Right-click the text box you added and select Properties from the pop-up menu. The Text Box Properties dialog box appears. 2. In the Base Info pane, modify the following information. Top: Type the value, in pixels, of the top margin. In this example, type 45. This value specifies boundary length between the top of the Forms Editor page and the group. Page 282 of 305

283 Left: Type the value, in pixels, of the left margin. In this example, type 75. This value specifies the boundary length between the left side of the Forms Editor page and the group. Height: Type the text box height, in pixels. In this example, type 25. Width: Type the text box width, in pixels. In this example, type In the Info pane, modify the following information. Tool Tip: Type the text that appears as a tooltip when a user hovers the pointer over the text box. In this example, type Student First Name. Tab Order: Type the tab order value of the text box. The tab order is the order in which a user moves the focus from one control to another using the Tab key on the keyboard. The focus moves sequentially from the lowest value to the highest value. The lowest value is 0. In this example, type Click Apply to apply your changes and close the dialog box. The text box appears as: Figure 47: First Name Text Box 5. Click Save to save your changes. 6. Add a label corresponding to the text box, which provides a description about the text box to a user. Refer to Adding the First Name Label to the First Name Text Box on page 284. Page 283 of 305

284 Adding the First Name Label to the First Name Text Box A label is descriptive text that identifies a form control to a user. In this example, create a label named First Name that identifies the First Name text box. Do the following: 1. In the Forms Editor pane, right-click the Name group and select Add Label from the pop-up menu. The label appears in the group at the insertion point. 2. Click Save to save your changes. 3. Configure the First Name label properties. Refer to Configuring the First Name Label Properties on page 284. Configuring the First Name Label Properties To configure the First Name label properties, do the following: 1. Right-click the label and elect Properties from the pop-up menu. The Label Properties dialog box appears. 2. In the Base Info pane, specify the following information. Top: Type the value, in pixels, of the top margin. This value specifies boundary length between the top of the group and the label. In this example, type 50. Left: Type the value, in pixels, of the left margin. This value specifies the boundary length between the left side of the group and the label. In this example, type 10. Height: Type the value, in pixels, of the height of the label. In this example, type 25. Width: Type the value, in pixels, of the width of the label. In this example, type In the Label Info pane, Type the name of the label in the Label field. This is the label text as it appears in the form. In this example, type First Name. 4. Click Apply to apply your changes and close the dialog box. The label appears as: Page 284 of 305

285 Figure 48: First Name Label 5. Click Save to save your changes. 6. Add and configure the Last Name text box. Refer to Adding and Configuring the Last Name Text Box on page 285. Adding and Configuring the Last Name Text Box To add and configure the Last Name text box to the Name group, do the following: 1. Add the Last Name text box to the Name group. Follow the procedure in Adding the First Name Text Box to the Name Group on page Configure the Last Name text box properties. Follow the procedure in Configuring the First Name Text Box Properties on page 282. Specify the following properties Top: Type 80. Left: Type 75. Height: 25. Width: Type 225. Tool Tip: Type Last Name. Tab Order: Type 2. The text box appears as: Page 285 of 305

286 Figure 49: Last Name Text Box 3. Add and configure the Last Name label for the Last Name text box. Refer to Adding and Configuring the Last Name Label on page 286. Adding and Configuring the Last Name Label To add and configure the Last Name label, do the following: 1. Add the Last Name label to the Name group. Follow the procedure in Adding the First Name Label to the First Name Text Box on page Configure the Last Name text box properties. Follow the procedure in Configuring the First Name Label Properties on page 284. Specify the following properties Top: Type 85. Left: Type 10. Height: 25. Width: Type 100. Name: Type Last Name. The label appears as: Page 286 of 305

287 Figure 50: Last Name Label 3. Add the refresh button to the Name group. Refer to Adding the Refresh Button to the Name Group on page 287. Adding the Refresh Button to the Name Group To add a refresh button, do the following: 1. Right-click the Name group and select from the pop-up menu, select Buttons > Refresh Button. The refresh button appears on the group at the insertion point. 2. Click the refresh button and, with your mouse, drag and drop it to a suitable area on the group. Refresh buttons are not visible to end users. Page 287 of 305

288 Figure 51: Refresh Button 3. Click Save to save your changes. 4. Configure the SQL code on the refresh button. Refer to Configuring the Refresh Button Code in the Name Group on page 288. Configuring the Refresh Button Code in the Name Group On refresh buttons, you configure the SQL query, using standard SQL SELECT statement syntax, that retrieves the specified information from a query record. You use the question mark (? ) variable to reference the primary key passed from a query record. If the primary key is a non-numeric type, enclose it with single quotation marks (? ). In this example: You retrieve the student first name from the PERSON table and display the results in the First Name text box, which is the first text box that you added to the Name group. You retrieve the student last name from the PERSON table and display the results in the Last Name text box, which is the last text box that you added. You reference the primary key of the PERSON table, which is PERSON_PERS_ID. This primary key is non-numeric, so you must enclose the? variable in single quotation marks. To configure the refresh button code, do the following: 1. Right-click the refresh button and select Edit Logic from the pop-up menu to open the Edit Logic dialog box. 2. Type the SQL code in the dialog box. In this example, type: SELECT PERSON_FIRST_NAME, PERSON_LAST_NAME FROM PERSON WHERE PERSON_PERS_ID =? Page 288 of 305

289 3. Click Apply to apply your changes and close the dialog box. 4. Click Save to save your changes. 5. Add a save button to the Name group. Refer to Adding the Save Button to the Name Group on page 289. Adding the Save Button to the Name Group To add a save button, do the following: 1. Right-click the Name group and select from the pop-up menu, select Buttons > Save Button. The save button appears on the group at the insertion point. 2. Click the save button and, with your mouse, drag and drop it to a suitable area on the group. Save buttons are not visible to end users. Figure 52: Save Button 3. Click Save to save your changes. 4. Configure the SQL code on the save button. Refer to Configuring the Save Button Code in the Name Group on page 290. Page 289 of 305

290 Configuring the Save Button Code in the Name Group Button code syntax is a variation of SQL and SQR. Use the following syntax for the save button, and place these statements in the following order: 1. Q:query_SQL_code: SQL query statement. 2. I:insert_SQL_code: Adds records to the table. 3. U:update_SQL_code: Modifies records in a table. Use the? symbol to represent the primary key. If the primary key is a type non-numeric type, you must enclose the? symbol with single quotation marks (? ). Nolij Web assigns numeric identifiers to combo boxes, text boxes, date boxes, and list views. You use these numbers in the save button code to identify the control that contains the information that is being inserted or updated. Find the numeric identifier for the control by hovering your mouse over the control. The key (numeric identifier) is displayed as a tooltip. In this example: The student first name can be updated using the value in the Last Name text box. The numeric identifier of the text box is The student last name can be updated using the value in the Last Name text box. The numeric identifier of the text box is You reference the primary key of the PERSON table, which is a non-numeric type. To configure the save button code, do the following: 1. Right-click the save button and select Edit Logic from the pop-up menu to open the Edit Logic dialog box. 2. Type the SQL code in the dialog box. In this example, type: Q: I: U: UPDATE PERSON SET PERSON_FIRST_NAME = ':6540:', PERSON_LAST_NAME = ':6542:' WHERE PERSON_PERS_ID = '?' 3. Click Apply to apply your changes and close the dialog box. 4. Click Save to save your changes. 5. Add and configure the Address group. Refer to Adding and Configuring the Address Group on page 291. Perceptive Nolij Web Administrator Guide Page 290 of 305

291 Adding and Configuring the Address Group To add and configure the Address group, do the following: 1. Add the Address group. Follow the procedure in Adding the Name Group on page Configure the Address group properties. Follow the procedure in Configuring the Name Group Properties on page 281. Specify the following properties Top: Type 140. Left: Type 0. Height: 145. Width: Type 365. Name: Type Address. Show Frame: Check the Show Frame checkbox. The group appears as: Figure 53: Save Button Logic 3. Add and the Address list view to the Address group. Refer to Adding the Address List View to the Address Group on page 292. Page 291 of 305

292 Adding the Address List View to the Address Group To add the Address list view: 1. Right-click the Address group and select Add > List View from the pop-up menu. The list view appears at the insertion point. 2. Click Save to save your changes. 3. Configure the list view properties. Refer to Configuring the Address List View Properties on page 292. Configuring the Address List View Properties To configure the address list view properties: 1. Right-click the list view you added and select Properties from the pop-up menu. The List View Properties dialog box appears. 2. In the Base Info pane, modify the following information. Top: Type the value, in pixels, of the top margin. In this example, type 10. Left: Type the value, in pixels, of the left margin. In this example, type 10. Height: Type the group height, in pixels. In this example, type 100. Width: Type the group width, in pixels. In this example, type Click Apply to apply your changes and close the dialog box. 4. Click Save to save your changes. 5. Add and configure the refresh button. Refer to Adding and Configuring the Refresh Button in the Address Group on page 292. Adding and Configuring the Refresh Button in the Address Group To add the refresh button to the Address group and to configure it, do the following: 1. Add the refresh button to the Address group. Follow the procedure in Adding the Refresh Button to the Name Group on page Configure the code for the refresh button. Follow the procedure in Configuring the Refresh Button Code in the Name Group on page 288. Type the following code: SELECT ADDRESS_ADDRESS_ID, ADDRESS_CITY AS CITY, ADDRESS_STAT_CODE AS STATE, ADDRESS_ZIP AS ZIP FROM ADDRESS WHERE ADDRESS_ADDRESS_ID =? Note Note that there are 15 empty spaces between CITY and the closing double quotation marks and that there are two empty spaces between STATE and the closing double quotation marks. Page 292 of 305

293 The list view appears as: Figure 54: Address List View and Refresh Button 3. Add and configure the save button to the Address group. Refer to Adding and Configuring the Save Button in the Address Group on page 293. Adding and Configuring the Save Button in the Address Group To add the save button to the Address group and to configure it, do the following: 1. Add the save button to the Address group. Follow the procedure in Adding the Save Button to the Name Group on page Configure the code for the save button. Follow the procedure in Configuring the Save Button Code in the Name Group on page 290. Type the following code: Q: I: U:UPDATE ADDRESS SET ADDRESS_CITY = ':6582:(1)', ADDRESS_STAT_CODE = ':6582:(2)', ADDRESS_ZIP = :6582:(3) WHERE ROWID = ':6582:(?)' The form, viewed by an end user, appears as follows. Page 293 of 305

294 Figure 55: End User View of Example Form Page 294 of 305