Configuring a Document Definition

Now that the document has been created and named, we must define and configure its properties.

Each document type within DocuPhase Applications must have a Document Definition at the Progression level so it may be further associated with Binder Definitions and Process Definitions within Progression.  You can view the properties with either of the two methods illustrated below.

§ Within the Document workspace on the Dashboard, Right-click and select Properties from the short-cut menu.

 

The first requirement is to associate this document configuration with the Application.

doc definition_app

 

Now, Progression needs to know how to identify this document, its’ Document Identifier as originally defined by the DocuPhase Document Type or other index value.

 

Rounded Rectangle: Note: If all the types of the documents stored in an DocuPhase Application are of the same doc type, then the Doc Identifiers field can be ignored. For example if the only Doc Type contained in the Accounts Payable (AP) Application is defined as an invoice, defining a Doc Identifier would be redundant. However, there are no consequences for defining this field when it is not required and it may also be needed sometime in the future.

 

The information is supplied by DocuPhase; however, Progression gives you the ability to override the established definition, or create a new definition.  By selecting the ellipsis button located to the right of the Doc Identifiers field, the Expression Builder tool opens allowing you to define the conditions that you wish to be the means by which the Document is recognized by Progression.

Rounded Rectangle: Note: Multiple index values can be combined together using the Expression Builder to make more complex definitions of documents. For example: AP[Doc Type] = Invoice AND AP[AcctType] = Receivable.

 

doc definition_expression builder_filled out

 

Note: The data contained in the Fields pane displays the indexes of the Document within the Application.  The data contained in the values will display the UDL defined values; however, if the field chosen is not a UDL, the Values pane will not be populated.

 

Next, define the Key Fields.  As with the Document Identifier, this information is populated with the default values contained within DocuPhase, but is available for modification.

 

Rounded Rectangle: • Note: A Key Field is the information that is unique to every Work Item that will arrive. In our example, the Key Field is the Order Number because it is a document unique identifier, as no two orders will have the same order number.

 

doc definition_expression builder_filled out_key field

 

Rounded Rectangle: Note: It is strongly suggested that you use the Document Type and Key Fields that are defined by DocuPhase as the Key Field.

 

Next, choose the Status Fields that will be used by Progression to determine the field when action should be taken to change this information in DocuPhase documents.

doc definition_status field_filled out

 

Rounded Rectangle: Comment: If there is a status type you determine should be present to facilitate the workflow process and that status is not present for use, you will need to return to DocuPhase and define that status code in the appropriate User Defined List (UDL) to make it available to Progression.

 

These steps must be completed for every document type that you intend to associate with the business process which you wish to automate.

As Document Definitions are created, Progression displays them in alphabetical order to make them easy to locate as they are selected and used to create Binder Definitions, as shown below.

 

More:

Binder Definition