Documents

The Documents option is used to make documents available for viewing in Circulation and iServices. Documents must be set up in advance. This option does not create documents dynamically. Rather, it identifies and categorizes documents that have been created previously using the Circulation application or other tool.

• To access documents, select Miscellaneous | Documents.

Adding a Document

Note: Before you can add a document, you must have the document group (Adding a Document Group) and document type (Adding a Document Type) set up previously. Several standard document groups and types are preloaded into Circulation.

To add a document:

1. Select a Document Area, where the document will be used (such as iServices Distribution, Customer Service, etc.)

2. Click the Add button on the Documents tab.

3. Complete the following fields:

   • Document—Enter a name for the document.

   • Description—Enter a description of the document.

   • Group—Select the group to which this document belongs (e.g., distribution, performance). Document groups are set up on the Document Groups tab.

   • Sequence—Enter a sequence number to identify where in the list this document will appear.

   • Type—Select the file type (e.g., html, pdf, doc) of the document. Document types are set up on the Document Types tab.

   • Days Available—Indicate the number of days for which this document is available.

   • File Name—Indicate how the document’s file name is formatted. Enclose tokens within brackets. For example, you might name your account invoices INVOICE<District>.*, which indicates the district ID. The following tokens can be used:

     Document Area	Available Tokens
     Account Inquiry	<Account>
     Customer Contact	<Subscription>, <AddressID>, <OccupantID>
     Customer Service	<Product>, <Subscription>, <TranDate>
     Customer Services Renewal Notices	<Product>, <Subscription>, <TranDate> Note: It is recommended that you use at least the <Subscription> and <TranDate> tokens to ensure the uniqueness of each document.
     iServices District Manager	<Product>, <District>
     iServices Distribution	<Product>, <Route>, <Account>, <PublDate>, <ReportDate>, <SystemDate>, <RunType>, <SequenceNbr>
     Route Inquiry	<Product>, <Route>

   • File Path—Indicate where the document is stored; e.g., /dti/spool/cm/pdf.

4. Click OK to save the document entry.

Adding a Document Group

Document groups are used to organize documents on the Reports tab in iServices Distribution. If you want to show a group of related reports in the same list, you need to have a document group for them.

To add a document group:

1. Select the Document Groups tab.

   
2. Click Add.

3. Complete the following fields:

   • Group—Enter a group ID (e.g., “Exports”). This ID will appear in the group combo box on the Documents tab (described above).

   • Description—Enter a description of the document group (e.g., “Miscellaneous Data Exports”). This description will appear when the mouse pointer hovers over the group title in the menu row on the Reports tab.

   • Sequence—Enter a sequence number to identify where in the menu row this document group will be listed.

   • Title—Enter a title for this document group (e.g., “Data Exports”). This title will appear in the menu row on the Reports tab.

   • Type—Indicate whether this document group is for standard documents (i.e., within Circulation) or external documents (i.e., stored in a document warehouse outside of Circulation). When standard is selected, the URL Path and URL Params fields are not accessible. When external is selected, the URL Path and URL Params fields are required.

     Note:

     • The external type is only available for the “iServices Distribution” Document Area. All other Document Areas must use the standard type.

   • URL Path—The URL Path and URL Params fields are combined to create a link that launches a window to an external document warehouse. Enter the URL path in this field.

   • URL Params—The valid URL parameters are <ACCOUNT>, <ACCOUNTCLASS>, <FIRSTNAME>, <LASTNAME>, and <CSRFHASH>. The <CSRFHASH> value is passed through MD5 encryption and used for authentication at the specified Document Warehouse. This value is generated in iServices Business Rules.

   • Details—Enter an internal description to indicate what kind of documents these are (e.g., “Data exports in Excel format). This is an internal description that will not appear in iServices Distribution.

4. Click OK to save the document group.

Adding a Document Type

A document’s type indicates its format (e.g., pdf, html), which instructs the default browser how to open it. It also determines the thumbnail graphic that appears next to the report in iServices Distribution, identifying the document’s type.

To add a document type:

1. Select the Document Types tab.

   
2. Click Add.

3. Complete the following fields:

   • Type—Enter a type ID (e.g., “xls”). This ID will appear in the Type combo box on the Documents tab (described above).

   • Description—Enter a description of the document type (e.g., “Microsoft Excel Spreadsheet”). This description will appear when the mouse pointer hovers over the thumbnail image on the Reports tab.

   • Content Type—This is syntax used by browsers to determine how to open the document. For example, you would enter “application/vnd.ms-excel” to indicate that this document should be opened in Microsoft Excel.

   • Image Path—Enter the name of the thumbnail image file that will be displayed next to the document in iServices Distribution.

4. Click OK to save the document type.