infor document management administration guide

Infor Document ManagementAdministration Guide

Version 11.0.xPublished July 28, 2015

Copyright © 2015 Infor. All rights reserved.

Important NoticesThe material contained in this publication (including any supplementary information) constitutes andcontains confidential and proprietary information of Infor.

By gaining access to the attached, you acknowledge and agree that the material (including anymodification, translation or adaptation of the material) and all copyright, trade secrets and all otherright, title and interest therein, are the sole property of Infor and that you shall not gain right, title orinterest in the material (including any modification, translation or adaptation of the material) by virtueof your review thereof other than the non-exclusive right to use the material solely in connection withand the furtherance of your license and use of software made available to your company from Inforpursuant to a separate agreement, the terms of which separate agreement shall govern your use ofthis material and all supplemental related materials ("Purpose").

In addition, by accessing the enclosed material, you acknowledge and agree that you are required tomaintain such material in strict confidence and that your use of such material is limited to the Purposedescribed above. Although Infor has taken due care to ensure that the material included in this publicationis accurate and complete, Infor cannot warrant that the information contained in this publication iscomplete, does not contain typographical or other errors, or will meet your specific requirements. Assuch, Infor does not assume and hereby disclaims all liability, consequential or otherwise, for any lossor damage to any person or entity which is caused by or relates to errors or omissions in this publication(including any supplementary information), whether such errors or omissions result from negligence,accident or any other cause.

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Trademark AcknowledgementsThe word and design marks set forth herein are trademarks and/or registered trademarks of Infor and/orrelated affiliates and subsidiaries. All rights reserved. All other company, product, trade or servicenames referenced may be registered trademarks or trademarks of their respective owners.

Publication InformationRelease: 11.0.x

Publication date: July 28, 2015

Document Number: IDMAG_11.0.x_W_04

Version Log

The version log describes the changes between versions of this document.

DescriptionRelease DatePart NumberRelease for 11.1.0201504IDMAG_11.1.0-01Bug Fixes and document updates:201504IDMAG_11.1.0-02Added Configuring Infor Document ManagementServer, Backup, Configuration Importer, DocumentTypes, and Value Sets.

Minor changes in ION Configuration section.

Infor Document Management Administration Guide | 3

Contents

Chapter 1: Introduction.......................................................................................................................7

What is Infor Document Management?..............................................................................................7

Chapter 2: Starting and Stopping Infor Document Management...................................................8

Infor Document Management Lifecycle..............................................................................................8

Starting and Stopping Infor Document Management Server.............................................................8

Starting and Stopping Infor Document Management StreamServe Adapter.....................................8

Chapter 3: Infor Document Management Client Interface...............................................................9

Client Configuration and Access .......................................................................................................9

Infor Document Management Client in Infor Ming.le.......................................................................9

Secure Your Clients........................................................................................................................9

Infor Document Management Server Information.........................................................................10

Infor Document Management Client Access.................................................................................10

Infor Document Management Client Features.................................................................................10

Search Documents.......................................................................................................................10

Search...........................................................................................................................................11

Advanced Search..........................................................................................................................11

Display document information.......................................................................................................12

Chapter 4: Infor Smart Office and Infor Document Management.................................................14

Infor Document Management Client in Infor Smart Office...............................................................14

Chapter 5: Infor Document Management Maintenance.................................................................15

4 | Infor Document Management Administration Guide

Prerequisites....................................................................................................................................15

Authorization: How to Connect User/Roles to IDM..........................................................................16

Output Files......................................................................................................................................16

Document Links...............................................................................................................................17

Creating Document Links.................................................................................................................17

Maintaining Data Models..................................................................................................................17

Attributes..........................................................................................................................................17

Item Types........................................................................................................................................18

Backup.............................................................................................................................................18

Performance.....................................................................................................................................18

Configuring Infor Document Management Server...........................................................................19

Configuring Event Hub Subscription................................................................................................20

Configuring Infor Document Management Contextual Application for Ming.le................................23

Filtering Available Document Types.................................................................................................23

Chapter 6: Infor Document Management Resource Server..........................................................24

Maintaining Conversion Types.........................................................................................................24

Adding a New Conversion Type.......................................................................................................25

Linking Conversion Type to a Document Type................................................................................25

Chapter 7: Infor Document Management Control Center..............................................................27

Access Point....................................................................................................................................27

User Roles.......................................................................................................................................27

Configuration Importer.....................................................................................................................28

Synchronize Data Model..................................................................................................................29

Document Types..............................................................................................................................29


Contents

Value Sets........................................................................................................................................39

Configuration....................................................................................................................................41

Document Tools...............................................................................................................................44

Manage Documents......................................................................................................................44

Add Documents.............................................................................................................................46

Chapter 8: Infor ION Workflows and Infor Document Management.............................................48

Infor Document Management integrated with ION workflows .........................................................48

ION Configuration............................................................................................................................48

Import and Setup...........................................................................................................................48

Start the Workflows.......................................................................................................................49


Contents

1Introduction

What is Infor Document Management?Infor Document Management enables customers to manage business documents related to ERPobjects and make them available to the user. It provides a versatile solution for storing, sharing, reusing,and archiving digital content.

This product reduces the time and cost for searching documents. Infor Document Management issecure and provides granular access control, enabling users to add security and permissions down toindividual pieces of the document.

PurposeThis document provides reference information for Infor Document Management administrators.

Who Should Read this Document?This document is written for those who are administering Infor Document Management. It also servesas a useful guide for those who want to understand how the product works and learn more about theavailable functions.

Administrator Responsibilities and TasksAs a system administrator, your role is to ensure the Document Management system is accessible forusers.

You must have the required knowledge to assist users in their daily tasks. You are expected to maintainand troubleshoot the system in case of problems.

You are expected to maintain the data model. This includes item types, value sets, and access controllists. All of these are located in the content repository.

Where to Find Installation and Configuration Information for Infor DocumentManagementInfor Document Management installation and configuration information is available in a separatedocument Infor Document Management Installation Guide.


2Starting and Stopping Infor DocumentManagement

Infor Document Management LifecycleInfor Document Management is delivered as an Infor Grid application and its runtime lifecycle is managedthrough the Grid management pages.

Starting and Stopping Infor Document Management Server

To start or stop the Infor Document Management Server1 From the Grid Management pages, select the IDM instance you want to start/stop.

2 Click Start or Stop.

Starting and Stopping Infor Document Management StreamServeAdapter

To start or stop the StreamServe Adapter1 From the Windows Services Management Console, select the Infor Document Management

StreamServe Adapter service to start or stop.

2 Click Start or Stop.


3Infor Document Management ClientInterface

The Infor Document Management solution supplies an HTML client that is integrated with Infor Ming.leor can be used as a standalone client for customers who do not use Infor Ming.le. This client providesan intuitive user interface for accessing and managing the documents stored within IDM.

• "Client Configuration and Access " on page 9

• "Infor Document Management Client Features" on page 10

Client Configuration and Access

Infor Document Management Client in Infor Ming.leThe Contextual Application can be configured in Ming.le to display contextual information stored inIDM that is related to objects in other Ming.le applications.

For more information about configuring the Contextual Application, see "Configuring Infor DocumentManagement Contextual Application for Ming.le" on page 23

Both the Infor Document Management Client and the Contextual Application are enabled in Infor Ming.leby installing the Infor Document Management plug-in for Ming.le and completing the Infor Ming.leConfiguration Wizard.

For more information, see the Infor Document Management Installation Guide.

Secure Your ClientsWe strongly recommend only HTTPS access when using BASIC authentication mode. With BASICauthentication mode, passwords will be sent with base64 encoding but unencrypted.


Depending on your system configuration, you may have the option to use only NTLM. If NTLM isavailable, then we recommend using this option.

Infor Document Management Server InformationThere is an HTML file included with the Server installation of the Infor Document Management that canbe used to retrieve information about the installation. Access it using the following URL:"http://your_server:port/ca/index.html".

Infor Document Management Client AccessAccess the client using these URLs:

• Infor Ming.le

https://your_server:port/ca/html/workspace/client.html

• Standalone

https://your_server:port/ca/client/index.html

Infor Document Management Client Features

Search DocumentsYou can search for the required records and view the corresponding details using the search facilities.

The search functions are the following:

• Attribute search

• Advanced search using query language

You can customize the following by configuring the properties in Control Center. For more information,see "Infor Document Management Control Center" on page 27.

• The document types that should be displayed for the users can be modified using the DocumentTypes Filter.


Infor Document Management Client Interface

• The columns to display and the order by which they appear can be modified using the Result Listtable.

The following can be configured by editing the application properties in the grid management pages:

• The number of records that appear on a page using the property called Client Search Result PageSize.

• The number of records that appear in the Contextual Application using the property called RelatedInformation Contextual Application Result Page Size.

• The maximum file size of uploaded files using the property called Maximum File Size.

Search

Attribute SearchIt is possible to search for documents using their attribute data.

For example:

‘Find all Approved Images’ using the following search criteria:

Select the document type as Image, the attribute as Status, the conditional operator as ‘=’, and thevalue as Approved.

You must select an operator and a value if you select an attribute. Select a condition from the respectivedrop-down list. The conditions will vary based on the attribute type selected.

To perform an attribute search:

1 Select a type from the Select Document Type drop-down list. The Select Attributes box is populatedbased on the selection.

2 Select an attribute from the next drop-down list. For example, Id, Name, Description, Status, andso on.

3 Select a condition from the respective drop-down list and enter the value. The conditions changebased on the selected attributes.

4 Search criteria can be created and combined indefinitely. Attribute criteria can also be combinedwith free text search criteria. Click "+" too add criteria to the search query.

5 Click Search. The Result Area displays the records matching the search criteria.

Advanced Search

The language used is a query language called XQuery. This language is similar to XML Xpathexpressions. Advanced users can use this functionality to search for items. "/MDS_Image" is an exampleof a query that will search the database for all images.



1 Expand the advanced search section.

2 Enter the required query as the search criteria to fetch the appropriate records.

3 Click Search. The Result Area displays the records matching the search criteria.

Note: The advanced search field will be populated with the actual query when building a query usingfree text and attribute input.

Display document information

Search for the documents using any search functionality. The results are displayed in the Result Area.Click on any document from the Result Area to view the details in a new tab.

Editing a document

1 From the Result Area, select the document to be edited. The details are displayed in a new tab.

2 Click the Checkout button to check out the document.

3 Make the necessary changes to the document details.

4 When done, click the Save button to make the changes permanent.

5 Check in the document by clicking the Check in button.

Deleting a document

1 From the Result Area, select the document to be edited. The details are displayed in a new tab.

2 Click the Delete button to delete the document.

Note: The edit and delete actions, as well as an option to download the file, can also be performedon an item from the search result list.

Reverting a document

1 Click the Versions tab of an open document.

2 Select which version you wish to revert from the list.

3 Right-click the selected version and click Revert to this Version.

Note: It is not possible to edit a previous version of a document.



Adding a documentThis function allows you to add various documents. The input fields/attributes are displayed based onthe document type selection. The displayed attributes reflect your organizations data model. Mandatoryattributes are marked with a small asterisk "*" in front of the attribute name.

Some examples of attribute type are value set values, integer values, strings, date, time, and tables.



4Infor Smart Office and Infor DocumentManagement

• "Infor Document Management Client in Infor Smart Office" on page 14

Infor Document Management Client in Infor Smart OfficeInfor Smart Office is delivered with the IDM Client already installed.

Use the Infor Smart Office profile editor to configure and enable the IDM Client.

For more information, see Infor Smart Office Administration Guide.


5Infor Document Management Maintenance

This chapter contains information about data modeling and how to maintain Infor Document Management.Specific guidelines on how to maintain the different content repositories can be found in <linkplaceholder>.

• "Prerequisites" on page 15

• "Authorization: How to Connect User/Roles to IDM" on page 16

• "Output Files" on page 16

• "Document Links" on page 17

• "Creating Document Links" on page 17

• "Maintaining Data Models" on page 17

• "Attributes" on page 17

• "Item Types" on page 18

• "Backup" on page 18

• "Performance" on page 18

• "Configuring Infor Document Management Server" on page 19

• "Configuring Event Hub Subscription" on page 20

• "Configuring Infor Document Management Contextual Application for Ming.le" on page 23

• "Filtering Available Document Types" on page 23

PrerequisitesBefore you can start working with Infor Document Management, you must have access to:

• Infor Document Management Client

• Infor ION Grid


Note: You must also have a valid user name and password to log in to the application with administrativeprivileges.

Authorization: How to Connect User/Roles to IDMThere are two ways to connect users/roles to IDM in order to provide the needed authorization model.

The preferred way is to create the IDM roles (IDM-User, IDM-AdvancedUser and IDM-Administrator)in the active directory that is connected to the Infor Grid. When the roles are created, set up theauthorization by connecting existing users and roles in the active directory to the newly created roles.In this case the authorization in IDM will work automatically without the need to configure theauthorization in the Infor Grid.

It is also possible to manually create the IDM roles (IDM-User, IDM-AdvancedUser andIDM-Administrator) in the Infor Grid via the Infor Grid UI. When the roles are created it is possible toconnect existing active directory roles to them using the Infor Grid UI. The Grid documentation describeshow to create Grid roles and how to connect active directory users/roles.

Output FilesStreamServe creates two output files for each document. These files should be located in the newDirdirectory, as specified in the adapter configuration.

One of the created files is a document file that is saved in the archive.

The other is a descriptive text file that contains meta-information about the document. It contains XMLformatted information, as in the example below:

The MDAS entity and ACL are mandatory nodes. Make sure that you use unique filenames for theoutput from StreamServe. You can use timestamp or a similar feature in StreamServe, since they willbe overwritten if they have the same name and are put in queue.

The value of the entity node is the name of the item type. The document created will be of this type.

The value of ACL is the name of the action control list setting the authorization level of the document.

The child nodes of the attr nodes are the attribute values to associate with the document. The nameof each child node must be equal to an attribute in the item type and the value should be the actualdata put as attribute value in the newly created item. Repeat these type-value pairs for all attributesthat should be stored in IDM.

Any attributes that are not part of the chosen item type will be ignored with a logged level 2 warning.This log occurs when Log Level 2 is set on the adapter.

Use CDATA encapsulation if the output from StreamServe may contain characters that are reservedfor xml, i.e. ‘<’ and ‘>’.


Infor Document Management Maintenance

Document LinksYou use document links to navigate from an M3 transactional object to any kind of document in InforDocument Management. This is one of the most important features of IDM. It helps you find importantdocuments like a particular customer invoice, an item image, or a product document.

You can create dynamic links from M3 objects to information in the archive. Since these links aredynamic, they change when the M3 objects change. It is the "current" match of attributes/meta datathat makes up the link.

All invoices in M3 use the same dynamic link to find the invoice PDF in Infor Document Management.Since the invoice number (or any other key or multiple keys) is used, each M3 invoice number will referto a different invoice pdf in IDM.

Creating Document LinksYou can define Document Links in Smart Office, or in M3 H5 Client.

You can use the new links after the program(s) are restarted in Smart Office.

Other users who want to use the new links you created in Smart Office must restart Smart Office (linksare loaded upon start of Smart Office).

For more information about defining document link types, see Infor Smart Office Administration Guide.

For more information on how to create document links in M3 H5 Client, see "Link Manager" in Infor M3H5 Client User Guide.

Maintaining Data ModelsInfor Document Management stores different types of information like image files, PDF, and otherdocuments. You can use Infor Document Management to assign attributes on these documents. Theseattributes are used to classify information contained in IDM and relate them to entities in an ERP.

AttributesAttributes can be used to locate an item.

An attribute can store:

• Units of data (metadata)

• Values that describe a certain characteristic

• Property of an item

You can group attributes to make attribute groups. For example, the address attribute can be madeup of a group of attributes including street, city, state and zip code.



You can also define attributes that have multiple values. Such attributes are called multi-valued(collections) attributes, which are implemented as child components. For example, you can storemultiple addresses, home addresses, and work addresses.

You create an attribute to store a characteristic of an item.

Item TypesAn item type is essentially a template for defining and later locating similar items. An item type is astructure containing all the components and associated data. For example, an item type may containthe attributes such as height, weight, or color. By using the same template, items of the same type areconsistently constructed, which helps you to locate them and quickly define new ones.

BackupA backup strategy is an overall data management plan. It is necessary to understand how importantthe data is to the function of an organization.

To create a backup of your data, follow the instructions below:

1 Stop your Infor Document Management application. This ensures that the metadata in the databaseand the files will be in sync for your backup.

2 Create a backup of your database. This can be done in pgAdmin/Postgres Enterprise Manager byright-clicking on your database and select Backup.

In this window, configure your backup and then click Backup. This will create a backup file in thelocation you have specified. At the top of the Messages tab, you will see the command that wasexecuted which can be used to automate this task.

3 Create a backup of your files. The files are located in the Files Root folder, as specified in theapplication properties in the Grid Management Pages. To create a backup simply make a copy ofthe subfolder called "mainFiles". If you want a larger backup including image conversions andcached data, copy the entire Files Root folder.

4 Start your Infor Document Management application.

PerformancePerformance refers to the way in which a system performs or functions given a particular workload.

Performance is typically measured in terms of response time, throughput and availability.

Response time is the elapsed time between a submitted request and the response from the returnrequest. Examples include the time taken by a database query, or the time taken to display a retrieveddocument.



Throughput is a measure of the amount of work over a period of time. In other words, it is the numberof workload operations that can be accomplished per unit of time. Examples include databasetransactions per minute, kilobytes of a file transferred per second, total number of legacy documentsimported per hour.

Performance problems may be caused by poor application and system design; inadequate systemresources such as CPU, memory, disks, and non-optimal tuning of system resources.

Performance tuning can be performed to improve the performance. It is a complex and iterative process.It involves establishing quantitative objectives, constant system monitoring, and selective and carefultuning to ensure that the objectives are met over time.

Configuring Infor Document Management ServerThe following properties can be configured by accessing the Application Properties page of the InforDocument Management application in the Grid Management Pages.

General• Files Root The root for the file structure where files will be stored, for example, C:\

IDM\Files. For sizing guidelines, see Infor Document Management InstallGuide.

The base URL which is used for example when creating public resourceURLs. If possible this is automatically calculated from the routerinformation, but if needed this can be overridden in this property. Forexample:

https://<host>:<port>/

Server Base URL

Maps file extension to file type. Only valid MIME types can be set. Forexample, image/tiff or application/pdf. The Key field is for the extensionand Value is for the MIME type.

MIME Types

Client• Client Search Result

Page SizeStates how many results to display in a page in the Infor DocumentManagement Web Client.

States how many search result hits to show in one page in the Ming.leweb part for IDM called "Related information".

Related InformationContextual ApplicationResult Page Size

The maximum size that a file can have. The unit of this property is MB.The default value is 50MB.

Maximum File Size



Event HubSee "Configuring Event Hub Subscription" on page 20 for information on how to configure the EventHub properties.

Resource ServerSee "Infor Document Management Resource Server" on page 24 for information on how to configurethe Resource Server properties.

ION Adapter• Database Server The address of the server hosting the SQL Server database to be used

for ION Workflow.

Note: The database server address must not contain protocol or portnumber.

The password of the user connecting to the database.Database Password

The database user. Must have privileges to create and alter tables andto read, insert, and update rows.

Database User

The name of the database to be used for ION integration.Database Name

The database schema to be used when accessing the database.Database Schema

The port to be used when accessing the database.Database Port

Configuring Event Hub SubscriptionInfor Document Management can act as a subscriber to Events coming from Event Hub. Dependingon the Event type, IDM will find a specific document and update it with the changed information in theEvent. Only update is supported. If there are multiple documents found based on the keys in the Event,they will be updated as well.

The Event Hub is configured in Infor Document Management Server with Grid properties.

1 To configure the Event Hub, enter the configuration view of the Infor Document Managementapplication in the Grid Management pages.

2 Click Edit Properties.

3 Under Application Defined Properties > Event Hub, find the Server property and click the Valuecell.

4 In the Edit Property dialog box, type the server_name/IP:port to Event Hub, for example,"event.hub.server.infor.com:20005". Click Create Property.

5 Find the Subscriptions property and click the Value cell.



Note: All queued events for the IDM subscriber in Event Hub will be purged when you change theSubscriptions property.

6 In the Edit Property dialog box, type subscription entries separated with semicolon.

A subscription entry should contain details about the Event Hub subscription, a document typename, and key fields (any number) separated by a comma. The following shows the format forwriting a subscription entry:

event_hub_publisher:database_table:event_hub_operation,idm_document_type,search_key_maps:update_key_maps:acl_map;

For example, M3:MITMAS:U,ADCSupInv,M3_CONO=ITNO:ADC_TotalAmount=ITNO,DIM2:{DIVI}Acl;

The above example will evaluate to the following search query: /ADCSupInv[@M3_CONO="<theIncomingValueOf_ITNO>"]. The Documents matching the query will be updated with theattribute 'ADC_TotalAmount' is set to the incoming new value of the source key ‘ITNO’ and theattribute ‘M3_DIM2’ will be updated to the incoming new value of the source key ‘DIM2’. The documentwill be given the ACL '<theIncomingValueOf_DIVI>Acl' if it's supported by the document type.

You can follow the guide below to aid in constructing a subscription entry:

Available event hub publishers can be found in your Event Hub installation.Event Hub Publisher

Depending on the selected event hub publisher, there are differentdatabase tables available for use. For example, if the event hub publisheris "M3", any table in M3 would be a valid database table.

Database Table

Event Hub Operations are typically CRUD (Create, Retrieve, Update,Delete) operations, but more are available. The order of the letters in thisstring is not important. For more information, see "Event" in the Overviewsection of "Event Hub Grid Extension" in Infor ION Grid ExtensionsInstallation and Administration Guide.

Event Hub Operations

The Infor Document Management document type identifier can be foundin your IDM installation.

IDM Document Type

This is a list of key mappings that are required to find the correct documentto update in Infor Document Management. A search_key_map has thefollowing format: idm_key=source_key, where the source_key is a keyfrom the publishing system and idm_key is an attribute in IDM. You caninclude as many key maps as you need, the order of the keys is notimportant.

Note: If the idm_key is left out of a map, it will default to M3_<source_key>.

Search Key Maps

Optional. It has the following format: idm_key=source_key. If it’s leftout, all attributes matching the format M3_<source_key> will be updated.If provided, only the mapped attributes will be updated in IDM and themappings will determine which IDM attributes are updated with whichevent source value.

Update Key Maps



Optional. It is a map used to set the access control list (ACL) on theupdated items. To use the Access Control List Map, you also have tospecify the Update Key Maps. If left empty, it will not be used. Configurethe Access Control List Map by setting '{source_key}', more complexwith source key combined with text '{source_key}someText{source_key}' , or a predefined ACL like 'myOwnACL'.

For example the Access Control List Map '{DIVI}ACL' will set the ACL onthe documents to ‘<theIncomingValueOf_DIVI>ACL’ if its supported bythe document type.

Access Control ListMap

Separates the subscription entries. After the semi-colon you can start anew subscription if you need more than one. You can have as manysubscription entries as you require.

semi-colon (;)

After typing the subscription entries, click Create Property.

7 Provide values for the following properties:

Enter a username with 'search', 'update', and 'check in' access in thedatabase. This user will be used to update the items that will be updatedfrom the Event Hub. This user will also check in other users checked outitems if the items are checked out and gets updated from the Event Hub.

It is recommended to have a special user for this. Then it will be visible inthe client from where the item is updated.

Username

The password for the user. Is not required and should not be set if it's notabsolutely necessary.

Password

8 The following properties are optional and can be left as undefined:

The language code for the language to be used when creating a connectionwhere no language has been provided.

Language

Sets additional options for the connection. Only supported by some contentrepositories and implementation is content repository specific.

Option

9 To save all the property configurations for Event Hub, click the Save button beside the Navigation.

10 The Save Configuration Changes dialog shows a summary of the changes. Click Save to finalizeall changes.

You do not have to restart the IDM Server, the value in the properties will take effect as soon as yousave them in Grid.

You can test your new subscriber by simply making a change to the system that will normally triggeran event in the Event Hub. For more information, see "Event Hub Grid Extension" chapter in Infor IONGrid Extensions Installation and Administration Guide.



Configuring Infor Document Management Contextual Applicationfor Ming.leThe Infor Document Management contextual Application can be configured to listen to contextualchanges in any Ming.le-enabled product that publishes contextual changes (that is, when a selectionis changed from one item to another). The contextual Application will display related documents, basedon the business message context sent from the publishing product.

For example, when item "Bicycle123" is selected in the Item Master program of the M3 ERP system,the Infor Document Management contextual Application will display a photo of the selected bicycle.

To make the Infor Document Management contextual Application understand what to display dependingon the inbound contextual message, a configuration must be made. This configuration will tell the InforDocument Management contextual Application which documents to display – it maps input values toa query/search string so the right documents are presented for the right publishingobject/program/system.

There is an option to add a default Access control list. The Access control list can be set to an accesscontrol list name, one or more variables available in the Context Message, or a string of text combinedwith variables. The result of the text and variables must form a supported, by the document typespecified in the query/search string, access control list. If it is valid it will then be default in the InforDocument Management contextual Application.

For information on how to edit the contextual business mappings, see "Business Context Model" onpage 43

Filtering Available Document TypesThis functionality will filter out document types entirely from Infor Document Management. Filtering isuseful when you use the content repository for other things that you do not want available in InforDocument Management. It is also useful if you have several IDM instances installed for differentpurposes, but connected to the same content repository. The logic of filtering is as follows: if there areno filters, all available document types will be present and available in IDM. However, if there are filters,only document types in the filter will be present and available in IDM.

For example, to enable all document types – leave the filter empty. To enable only File, Image, andInvoice document types – put File, Image, and Invoice in the filter. To enable all document types exceptfor Blueprint, you have to put all document types you want in the filter. For information on how to editthe filter, see "Document Types Filter" on page 41.



6Infor Document Management ResourceServer

The Infor Document Management Resource Server is an application with the responsibility to convertIDM items into images that can be used for different purposes, for example, in the different clients thatuse information from Infor Document Management. Typically these are thumbnail and preview imagesthat are shown in lists and such in the client's UI.

The Resource Server runs within the grid and communication from Infor Document Management Serverto the Resource Server is done inside the grid.

For initial configuration of the Resource Server, see Infor Document Management Installation Guide

• "Maintaining Conversion Types" on page 24

• "Adding a New Conversion Type" on page 25

• "Linking Conversion Type to a Document Type" on page 25

Maintaining Conversion TypesA conversion type is a configuration for one type of conversion that can be performed by the ResourceServer. A conversion type consists of the following four properties:

The width in pixels for the converted image.Width

The height in pixels for the converted image.Height

The MIME type for the converted image.Mime Type

The file extension for the converted image.File Extension

There are two groups of conversion types, predefined and user defined. The predefined types Thumbnailand Preview, are two types of conversions that will be performed on all item types in Infor DocumentManagement. They should never be removed or the Resource Server will stop functioning. The valuesof the Thumbnail and Preview conversion types can be altered to best suit the needs of the specificapplication. User defined conversion types can be added when the need occurs.


Adding a New Conversion Type

To add a new conversion type follow the steps below:

Add a Conversion Type1 From the IDM Grid Application page, access Configuration > Edit Properties.

2 Click the link in the column Value for the property Conversions in the table Resource Server.

3 Click Add New Entry and add a new name for the conversion in the Key column.

4 Click <emtpy list>.

5 Click Add New Entry and type Width:<width> (where <width> is the desired width in pixels).

6 Click Add New Entry and type Height:<height> (where <height> is the desired height in pixels).

7 Click Add New Entry and type Mime:<mime> (where <mime>is the desired MIME type. SupportedMIME types are image/png and image/jpeg).

8 Click Add New Entry and type FileExtension:<extension> (where <extension> is the desiredfile extension. Supported file extensions are png and jpg).

9 Save all changes.

Note: All user-defined conversion types can be edited when needed.

Linking Conversion Type to a Document Type

In order for the Resource Server to actually convert a document type into a specific conversion type,a reference must be created between the document type and all conversion types that it should beconverted into.

To add a new reference between a document type and a conversion type follow the steps below:

Link Conversion Type to Document Type1 From the IDM Grid Application page, access Configuration > Edit Properties.

2 Click the link in the column Value for the property Document Types and their Conversions in thetable Resource Server.

3 If the document type is not in the list click Add New Entry.

4 Type the name of your document type.


Infor Document Management Resource Server

Important: This must be exactly the same as the document type (item type) in the Infor DocumentManagement Server, taking case sensitivity into account.

5 Click the link in the Value column for the document type, select Add New Entry. Type in the nameof the conversion type that you wish to have the document converted into.

6 Save all changes.

Note: After having referenced a document type to a new conversion type the Resource Server mustbe restarted for the changes to take effect.


Infor Document Management Resource Server

7Infor Document Management ControlCenter

The Control Center offers a suite of tools for administration and configuration of IDM.

• "Access Point" on page 27

• "User Roles" on page 27

• "Configuration Importer" on page 28

• "Synchronize Data Model" on page 29

• "Document Types" on page 29

• "Value Sets" on page 39

• "Configuration" on page 41

• "Document Tools" on page 44

Access PointThe Control Center can be accessed directly using the following link:

https://your_server:port/cc/index.html

It can also be accessed by clicking the Control Center icon displayed in the top right of the DocumentManagement Client.

User RolesDue to the sensitive nature of the Control Center, access to it is restricted to the following User Roles:

AccessRole

Tools - ImporterIDM_User


AccessRole

Configuration ImporterIDM_AdvancedUser

Synchronize Data Model

Tools - All options (Export, Delete, Import)

Configuration ImporterIDM_SuperUser


Document Types

Value Sets

Tools - All options (Export, Delete, Import)

Configuration

Configuration ImporterIDM_Administrator


Document Types

Value Sets

Configuration

Configuration Importer

Configuration Importer allows the user to import Document Types, Value Sets, and Value Set items(referred to as Configuration) using the XML documents.

❏ Import Configuration___1 Navigate to Control Center > Configuration Importer (upper-right corner).

___2 Add XML documents to import:

a Click to the upload area and select XML files to import or drag & drop the XML documentsto the upload area.

b Selected documents are displayed in the Pending files list on the right. Pre-upload validationresult is displayed next to the each selected file.

c Valid Configuration XML has to meet following constraints:

• Valid XML document. entityModel / entityModels / cmItem / cmItems root element.


Infor Document Management Control Center

• Valid namespace declaration (http://infor.com/daf).

___3 To remove a file, click the Remove button next to its entry in the Pending files list.

___4 Click the Upload button to upload and apply the configuration.

Note: The Upload button is enabled only when all pending files passed the pre-uploadvalidation.

___5 When the processing is completed, a pop-up dialog is displayed with the upload results.

Synchronize Data ModelInfor Document Management clients use caches to increase performance. Located in the Infor DocumentManagement Server, these caches contain information that can be retrieved fast.

You must refresh the caches whenever you change the setup of Infor Document Management or thesetup of the content repository with an external tool other than the Control Center. For example if youuse a repository specific admin client to add new Document Types or Value Sets then you will needto synchronize the document management data model cache.

This is achieved by clicking the refresh icon Synchronize Data Model located at the top right corner ofthe screen.

Document Types

Document Types in the Control Center allows the user to view and manage (create / update / delete)Document Types.

❏ View existing Document Types___1 Navigate to Control Center > Document Type.

___2 List of all existing Document Types is displayed on the left side of the page.

❏ Add new Document Type___1 Navigate to Control Center > Document Type.

___2 Click the New Document Type button.

___3 Go through the New Document Type wizard.

(see Document Type Details form for more details):



a The wizard navigates the user through the whole process of creating a new DocumentType.

b It consists of 4 steps (see Document Type Details form for more details):

i General

ii Attributes

iii ACL

iv Summary

___4 When on the last step of the wizard, click Finish to save the new Document Type.

Note: You need to fix all validation issues displayed in the current step to be able to proceedto the next step.

❏ Clone a Document Type___1 Navigate to Control Center > Document Type.

___2 Click the Copy Document Type button next to the selected Document Type name.

A new Document Type wizard is displayed with pre-filled fields with the selected DocumentType properties.

___3 Go through the New Document Type wizard and change the configuration as desired.

The wizard will guide you through the whole process of creating a new Document Type.

It consists of 4 steps (see Document Type Details form for more details):

a General

b Attributes

c ACL

d Summary

___4 When on the last step of the wizard, click Finish to save the new Document Type.

❏ Edit an existing Document Type___1 Navigate to Control Center > Document Type.

___2 Select a Document Type to edit from the list of all Document Types.

The Document Types details view is displayed.

The view consists of 3 parts (see Document Type Details form for more details):



a General

b Attributes

c ACL

d XML

___3 Update the Document Type properties as desired.

___4 Click Save at the lower-right corner to save all changes.

Note:• When a Document Type contains unsaved changes, an indicator is displayed in the

upper-right corner of the Document Type details view.

• Any changes made to the Document Type are saved only when the Save button in thelower-right corner is pressed.

• Some of the properties cannot be updated once they have been saved.

❏ Delete an existing Document Type___1 Navigate to Control Center > Document Type.

___2 Click the Delete Document Type button next to the Document Type name in the list of allDocument Types.

___3 Confirm the dialog.

___4 After the request has been processed, a dialog box with the result is displayed.

Document Type Details formThe form consists of 5 parts (described below), allowing the user to view and modify the properties ofa Document Type, its attributes and ACLs (Access Control Lists).

1 General

Contains general properties of the Document Type.

DescriptionField

Required. Name of the Document Type.Name

Constraints: None



DescriptionField

Required. The ID of the Document Type. The value is generatedfrom the name by default, but can also be changed manually.

ID

Auto-generation is turned off after the value has been manuallymodified and turned on again after clearing the ID from field.

Constraints:

• ID format: Only letters (a-z, A-Z), digits (0-9), andunderscore (_) are allowed. The ID cannot start with a digit.

• Unique within all existing Document Types.

• Enabled only when a new Document Type is being created.

(Dis)allows versioning of the documents stored under thisDocument Type.

Versioning

Constraints:

• Always allowed

(Dis)allows text search on the documents stored under thisDocument Type.

Text Searchable

Constraints:

• Enabled only for existing Document Types (disabled in theNew Document Type Wizard).

Text search language.

Constraints:

Language

• Displayed and enabled only when Text Searchablecheckbox is selected.

2 Attributes

Allows the user to manage Document Type attributes.

ProcedureTask

All attributes assigned to the current Document Type aredisplayed in the list along the left edge of the form content.

List attributes



ProcedureTask

Add an Attribute a Click Add New Attribute button.

b Fill in the attribute details form (see Attribute details formfields for more details).

c Apply changes by clicking the Apply button in the upper-rightcorner.

Discard the changes by clicking the Close button in theupper-right corner.

Note: Applied changes are sent to the server only when thewizard is finished (creating a new Document Type) or theSave button is clicked (editing an existing Document Type).

Clone existing attribute of thecurrent Document Type a Click the Copy Attribute button next to the Attribute’s name

in the list.

b A New Attribute form is displayed with pre-filled fields usingthe cloned attribute properties.

c Update any of the properties if needed.

d Apply the changes by clicking the Apply button in the upper-right corner.

Discard changes by clicking the Close button in the upper-right corner.


Edit an attribute a Click an attribute to edit in the list of existing attributes.

b Perform desired changes in the attribute details form.

c Click Apply button to apply changes.




ProcedureTask

Remove an attribute a Click the Delete Attribute button next to the Attribute namein the list.

b Confirm the dialog


Attribute details form fields•

DescriptionField

Allows the user to select any of the attributes of all existingDocument Types to use as a pattern for the current attribute.

Use Template

a Click the field to open the tree-structured list of DocumentTypes.

b Expand a Document Type to see its attributes.

c Click the attribute to clone/use as a pattern for the currentattribute.

The dialog is closed and the attribute properties are pre-filled with the values of the selected attribute.

Constraints:

• Enabled only for new attributes.

Required. The name of the attribute.

Constraints: No constraints.

Name

Required. ID of the attribute.

Constraints:

ID

• ID format: Only letters (a-z, A-Z), digits (0-9), andunderscore (_) are allowed. Value cannot start with adigit.

• Unique within the current Document Type attribute.




DescriptionField

Data type of the attribute. Default value is String.Data Type

Options:

• String

• Short (min: - 32,768, max: 32,767)

• Long (min -2³¹, max 2³¹-1)

• Decimal (unlimited)

• Date (format: YYYY-MM-DD)

• Timestamp (format: YYYY-MM-DD hh:mm:ss)

• Double (min: - 1.7976931348623157e+308, max: 1.7976931348623157e+308)

• Bool (true/false)

• Value Set (set of applicable options defined by theassigned Value Set)

Constraints:


Default value of the attribute.

Field has a form of a text field, radio buttons (bool), or as adrop-down (Value Set)

Default value

Constraints:

• Value has to match constraints defined by the attributeData Type, min, max, and sized properties.

• Not enabled for Date, Time, and Timestamp Data Types.

• Not enabled for multi-value attributes.

Maximum length of the value.

Constraints:

Max length

• Value has to be a positive integer.

• Enabled only for String attributes.




DescriptionField

Minimum acceptable value.Min

Constraints:

• Enabled only for numeric attributes (Short, Long, Decimal,Double).

• Min/Max bounds defined by the Data Type.

Maximum acceptable value.

Constraints:

Max

• Enabled only for numeric attributes (Short, Long, Decimal,Double).

• Min/Max bounds defined by the Data Type.

Required. Set of values for the attribute.

Constraints:

Value Set

• Enabled only for Value Set attributes.

Specifies whether the attribute is required.

Constraints:

Required


Specifies whether the values are supposed to be unique.

Constraints:

Unique

• Enabled only for Value Set attributes.

Specifies whether the attribute should be used to representthe item.

Representative

Constraints:


• Only one representative per Document Type is allowed(specifying an attribute as representative will remove the"representative" flag from the current attribute).

3 ACL

Allows the user to manage Access Control Lists (ACLs - sets of user roles and privileges) assignedto the current Document Type.



Default ACL: One of the Document Type’s ACLs can be (optionally) selected as the default ACL byselecting the radio button in the Default column of the ACL’s table row.

ProcedureTask

All ACLs assigned to the current Document Type are displayedin the list.

List ACLs

Add a New ACL a Click the Add ACL button in the upper-right corner.

b Fill in the form in the pop-up dialog (see ACL Details Formfor more details).

c Manage roles of the ACL:

Add a Rolei Click the Add Role button.

ii Select a role to add.

iii Confirm your selection by clicking OK.

iv In the Roles table, check the checkboxes under theprivileges you want to assign to the role for the currentACL.

Remove a Rolei Click the Remove button at the end of the row of the role

you wish to remove.

ii Confirm the dialog to remove the role.

d Click the Save button to apply changes




ProcedureTask

Clone an ACL already definedin the Control Center a Click the Add ACL button in the upper-right corner.

b In the pop-up dialog, click the Clone existing ACL tab.

A tree-structured list of all Document Types and their ACLSare displayed.

c Check ACLs to clone.

d Click Save to confirm the selection.

The Selected ACLs are added to the list of current DocumentType ACLs.

Edit an ACL a In the ACLs table, click the Edit button on the right side ofthe row of the ACL you wish to edit.

b Edit ACL’s properties in the pop-up dialog (see ACL DetailsForm for more details) and/or update ACL’s roles as desired.

c Click Save to apply changes.


Remove an ACL a In the ACLs table, click the Remove button on the right sideof the row of the ACL you wish to remove.

b The ACL is removed from the list after confirming theconfirmation dialog.




ACL Details Form•

DescriptionField

Name of ACL.Name

Constraints:

• ID format - only letters (a-z, A-Z), digit (0-9), and underscore (_) areallowed. Value cannot start with a digit.

• Unique within the current Document Type ACLs.

Enabled only for new ACLs.

Required. Description of the ACL.

Constraints: No constraints.

Description

4 Summary (New Document Type wizard only)

Summarizes most of the new Document Type’s details for the final overview. It also allows the userto export current Document Type in an XML format.

Export the new Document Type (XML format)a In the Summary view, click the XML icon on the upper-right corner.

b A pop-up dialog win an XML describing the new Document Type is displayed.

5 XML (Existing Document Types only)

Contains a XML representation of the Document Type (including all unsaved changes).

Save the Document Type XML• In the XML tab, click the Download as XML button on the upper-right corner.

Value Sets

An application used to manage value sets.



❏ List of Value SetsFull list of all available value sets is loaded when the application starts. The list is visible on theleft side, and allows the administrator to select any of existing value sets to manage it.

❏ Selecting a Value SetAll values belonging to the selected Value Set are loaded first, then two tabs are opened on theright side.

DescriptionTab Name

General information describing the selected Value Set.General

• Name: Name of the Value Set.

• ID: Value Set identification

• Data Type: Data Type of values.

A table with all values stored in the selected value set.Values

❏ Creating a Value Set___1 Click the "New Value Set" button on the top of the list of value sets. Only the general tab

appears at first.

___2 Type the new Value Set name.

___3 Change the ID. By default, the auto-generated one is used.

___4 Select a Data Type from the list of all available Data Types. The default is Data Type is string.

___5 Click the Save button to create a new Value Set, or the Cancel button to discard changes.

___6 When the new Value Set is created, the second tab appears to add values in the Value Set.

❏ Updating an Existing Value Set___1 Select a value set from the list to edit and open the General tab.

___2 Only the name of the Value Set can be updated by default.

___3 Click the Save button to save changes, or the Cancel button to discard them.

❏ Deleting a Value Set___1 Select a Value Set from the list. The Delete button appears on the highlighted Value Set.

___2 Click the Delete button to remove the value set.



___3 Confirm or Cancel the delete operation.

Note: All individual values need to be deleted first to be able to delete the value set.

❏ Adding New Values___1 Select a Value Set from the list to edit. The selected Value Set opens in the Values tab.

___2 Enter the value name in the Name column.

___3 Enter the value in the Value column.

___4 Click Save to add the new value.

❏ Deleting Values___1 Select a Value Set from the list. The selected Value Set opens in the Values tab.

___2 Click Delete Values button to remove the value from the Value Set

___3 Confirm or cancel the delete operation.

Note: Values are not sorted by default. It is possible to sort the table by clicking the name ofthe header column.

ConfigurationA section that provides various options for configuring Infor Document Management.

Document Types FilterThe Document Types Filter allows the administrator to specify what document types should be displayedto a user.

The filter consists of two lists of document types. On the left side is the list of all available documenttypes that are not selected (not visible to the user). On the right side are all selected ones (visible tothe user).

Filtering the document types1 Move all document types that should be visible to the right list.

2 Move all document types that should not be visible to the left list.

3 Click Save to apply the changes. Click Cancel to reset both lists.



Note: When no document type is selected, all of them are visible to the user.

Result ListThe Result List allows the administrator to specify which columns to display in various search resultlists.

Result List table:

The name of the document type.Key

The list of strings where each string represents a column. The first entry isthe first column.

Value

Adding a New Result

Note: The last row in the table is used to add new result.

1 Enter the document type in the Key column.

2 Click Edit. The Results Properties window appears.

3 Click Add New Property to add new entries.

Click Delete the Property to remove unwanted entries.

4 Click Save to apply the changes. Click Cancel to discard the changes.

Deleting a Result1 Click Delete to remove a result.

2 Confirm the operation.

Editing a Result1 Click Edit. The Results Properties window appears.

2 Click Add New Property to add new entries.

Click Delete the Property to remove unwanted properties.

3 Click Save to apply the changes. Click Cancel to discard the changes.



Note: Result List is not sorted by default. It is possible to sort the table by clicking the Key headercolumn.

Business Context ModelThe Business Context Model allows the mapping between a Business Context Model and a SearchQuery to be specified. It is used to find documents from a Business Context Object instead of a query.

Business Context Model table:

The business context model message.Key

The search query.Value

Optional default access control list.Access Control List

Adding a New Mapping

Note: The last row in the table is used to add a new mapping.

1 Enter the business context model message in the Key column.

2 Enter the search query in the Value column.

3 Enter default access control list in Access control list column.

4 Click Save the Business Context to add the new mapping.

Deleting a Mapping1 Click Delete to remove a mapping.

2 Confirm the operation.

Editing a Mapping1 Update the search query in the Value column or the default access control list in the Access control

list column.

2 Click Save the Business Context to add the new mapping.

Note: Business Context Model is not sorted by default. It is possible to sort the table by clicking theKey column header.



ION ConfigurationThe ION Configuration section is where the communication between IDM and ION is configured.

The first radio button "Activate ION" is a general switch to enable or disable IDM link to ION. If you donot have Infor ION installed you should turn this off.

Below this option is a list of the Document Types present in IDM. You can select to individually turnthese on or off. If turned on, these will then be published to ION triggering any relevant workflow thatis configured.

Document ToolsIn the Document Tools view, the tools are accessed via the two buttons on the left side of the screen.

• "Manage Documents" on page 44

• "Add Documents" on page 46

Manage Documents

This section allows the user to enter search criteria to retrieve a count of documents and then to beable to export or delete these documents.

Search ToolThe search tool allows the user to search documents based on the provided search criteria.

1 Enter the required query as the search criteria to fetch the appropriate records.

2 Press Enter, or click the Search icon.

3 The result area displays the count of documents matching the search criteria.

Note: Use the XQuery language to specify the search criteria.

Export ToolThe Export tool exports files from IDM to a customer specified location. The exported documents arestored in a zip archive file. The zip archive might also contain a log file (corrupt.log) if the export jobfinished with warnings (corrupt documents).

1 Use the Search tool to retrieve the count of documents.



2 Specify the export parameters.

Provide the name. If left blank, a name will be automatically generated.Export Name

Specify the maximum number of the files to be exported. If left blank, alldocuments that match the search criteria will be exported.

Max Files to Export

Specify the block size. If left blank, the default value is used.Block Size

Note: All parameters are optional.

3 Click Export to start an export task. The new task will appear in the List of Exports table.

Note: If the search criteria has not been specified, the fields "Name of export", "Max. files to export"and "Block size" are inactive and disabled. You need to use the Search tool before using the Exporttool.

List of Exports:

The name of the export task.Name

The date and time when the export task started.Created

The status of the export task.

• Completed: The export task has successfully completed (even withwarnings), and the exported documents can be downloaded as a ziparchive.

• Failed: The export task has failed. Exported files cannot bedownloaded.

• Running: The export task is currently running. A progress bar indicatesthe status of the running task.

• Deleting: Waiting for the task to be deleted from the server.

Status

Only displays if the export job has warnings. A log file is attached to theexport.

Warning

• Download exported documents in a ZIP archive.

• Delete the export.

• Cancel the export task. The export task will be marked as failed.

Actions

Delete ToolThe delete tool will remove files from the database based on the search query.

1 Use the Search tool to retrieve the count of documents.

2 Specify the export parameters.



Provide the name. If left blank, a name will be automatically generated.Task Name

Specify the maximum number of the files to be deleted. If left blank, alldocuments that match the search criteria will be exported.

Max Files to Delete

Note: All parameters are optional. You need to provide a search criteria before using the Deletetool.

3 Click Delete to start the delete task. The newly started task will appear in the List of Delete Tasks.

Note: While the search criteria has not been specified the fields Task name and Max. files to deleteare inactive and disabled. You need to use the Search tool before using the Delete tool.

List of Delete Tasks:

Provide a name for the task.Task

The date and time when the delete task started.Started

The status of the delete task.

• Completed: The delete task has successfully completed.

• Cancelled: The delete task was cancelled by the user.

• Failed: The delete task failed to finish.

• Running: The delete task is currently running. A progress bar indicatesthe status of the running task.

Status

Displays the number of items that have been successfully deleted fromthe database.

Deleted

The number of items that were not deleted from the database.Errors

• Download the error log.

• Remove the delete task.

• Cancel the delete task. The delete task will be marked as failed.

Actions

Add Documents

Allows the user to add documents using the Importer tool.

Importer ToolImporter tool is a standalone desktop application for importing documents. The application can bedownloaded and launched from the Add Documents section. When the application successfully launches,the user is prompted to log in first.



Import files from a local machine

1 Choose Entity. Select a document type from the drop-down menu. Additional options aredisplayed depending on the document type.

2 Specify the ACL or leave it blank for the default value.

3 Browse for the file to upload.

4 Optional. You can choose a folder where the imported files will be moved.

5 Click Import to start the import job. The progress bar indicates how many documents have beenimported.

Import an XML fileTo import from an XML file, you need to ensure the XML is valid and a folder with the documentsreferenced in the XML is present. The export tool produces XML files with folders that can be directlyconsumed by the importer.

• The valid XML needs to contain an opening tag with a valid namespace: <itemsxmlns="http://infor.com/daf">

• All items inside this tag needs to be valid CMItems. See the REST api for the definition of anitem (for example: /api/items/{pid})

• Along with the XML, there should be a folder with the documents to import. The name of thefolder needs to match the XML file name:

• block_00001.xml + block_00001 folder.

• block_00002.xml + block_00002 folder.

1 Browse for the XML file that describes the items to import.

2 Choose an import option:

Only updates items with IDs that exists in the database.Update existing itemsonly

Updates items with IDs that exist in the database, other items will beadded as new items.

Update existing andadd new items

All items will be added as new.Add all items as newitems

3 Click Import to start the import job. The progress bar indicates how many documents have beenimported.



8Infor ION Workflows and Infor DocumentManagement

Infor Document Management integrated with ION workflowsInfor Document Management is integrated with the Infor ION platform to trigger ION workflows forspecified documents and user actions in IDM.

To configure particular Document Types to trigger and communicate with ION, see "ION Configuration"on page 44.

ION ConfigurationWe have supplied some example workflows to demonstrate a possible Review and Approve workflowthat can be used with IDM documents. To import and configure these for use by IDM, login to ION Deskand follow these steps.

Import and Setup

1 Setup an application connection point.

• Name: 1

• Logical ID Type: daf

• Documents

• ContentDocument - Process (Receive in Application)

• ContentDocument - Sync (Send from Application)

2 Import Workflows.

• Workflow > Workflows > Import


• IDM_Review_Workflow.xml

• IDM_Approve_Workflow.xml

Note: The Approval workflow requires an ACL with name Private to be defined. If it's not, updatethe ACL name for approved documents to suitable value (Workflow > Workflows > IDM_Approve> Decision table "Update ACL" > value under "Parameters To Be Set" - ACL).

3 Set up distribution lists for workflows.

• Workflows > IDM_Review/IDM_Approve workflows

• Ming.le notification entity > Distribution > Add

• Review/Approve entity > Approval Matrix > Add

4 Import activation policies.

• Workflow >Activation Policies >Import

• IDM_Review_ActivationPolicy.xml

• IDM_Approve_ActivationPolicy.xml

5 Import the Document Flow.

• Connect > Document Flows > Import

• IDM_DocumentFlow.xml

6 Verify that Connection Point is correctly paired with the Document Flow.

• Document Flows > IDM_DocumentFlow > IDM IObox entity (Application column:1)

Start the Workflows

1 Activate both Workflows. Activate both Activation Policies.

2 Activate IDM_Document Flow.

For further details on how to configure and setup ION workflows, see ION Process AdministrationGuide.


Infor ION Workflows and Infor Document Management