Action Manager Overview

The purpose of this guide is to provide you with information and instructions on how to use Barcodes and Action Manager in XPLAN.

Documents generated by XMerge can have a unique system generated barcode inserted into the document. This barcode can be associated with one or more Actions. When a document that contains one of these barcodes is scanned and uploaded into XPLAN, it will automatically carry out any Actions associated with the document.

It is the Actions associated with Action Manager that are the key to understanding how this module works.

Some available Actions are:

• File note to be automatically added to client record
• Task to be assigned
• A Thread will be activated
• A field in the client record will be automatically changed
• An email will automatically be sent to the client

Barcodes

The first step is to create an XMerge document with the Action Manager barcode code inserted into the document. The barcodes can also be used to generate a sheet of labels for a client.

• To view the IRESS Insights Video, please view the following link here. (Created by Anthony Derriscott on July 27, 2016)

Below are some examples of codes that can be used to bring through the barcode:

An example is to paste the following code to the top right corner of a document:

• <:=$barcode.make(font_size=10):>
• <:=$var(‘%label%’):>

The first part of this code will bring through the barcode.

The second part of this code will allow us to assign a name to the barcode that will be visible when merged

Uploading the Document

Now we need to upload this Xmerge document into XPLAN so it can be merged against client records.

1. Select the XPLAN button, Administration Functions > Templates
2. Locate the appropriate Category
3. Select Add Template
4. Name the Template. Enter the Description, and select the Report Type.
   
   
   
   
5. Select Create
   The Main area can be used to define certain parameters for the Template
6. Select Files
7. Browse for the Xmerge document you have created
8. Enter a Description and select Upload
   
   
   
   
9. The file is uploaded to XPLAN
   
   
   
   

   Steps 10-12 are only applicable if you are including the Label code

10. Select Variables
11. Left click on the word Label
12. Within the Value field enter whatever wording you wish to appear underneath the barcode (For example, you might call it Authority to Proceed)
13. Select Save

Setting Actions for the Document

<Description>

Further information on Setting Actions for the Document here

Merge the Action Manager Document

Understand how to merge the Action Manager Xmerge document against a client.

• To view the IRESS Insights Video, please view the following link here. (Created by Anthony Derriscott on July 27, 2016)

How to Create a WebDAV Folder

Once documents have been scanned they will need to be uploaded to a WebDAV (Web-based Distribution Authoring and Versioning) folder. A WebDAV folder allows you to map a virtual directory in Windows which connects to your XPLAN server.

To create a WebDAV folder:

1. Open Windows Explorer
2. Select My Network Places
3. Deselect the Folders option at the top of the screen
4. Select Network Tasks > Add a network place
5. Work through the Windows Wizard to setup the WebDAV folder
6. Select Choose another network location
7. The Internet or network address will be https://wealthaxis.xplan.iress.com.au/dav/actionman/
8. Enter your XPLAN Username and Password and tick Remember my password
9. Select OK
10. Enter a name for your WebDAV folder
11. Select Finish

The WebDAV folder will appear in your Windows Explorer. Scanned documents should be dragged and dropped to this folder. XPLAN will then process those documents and activate any Actions that have been assigned to them.

Executing an Action Manager Document

With the WebDAV folder created and the XMerge Document (with the Actions) uploaded to XPLAN we can now execute the template:

1. 1. Select your client
2. 2. Select Merge Report
3. 3. Select the Category of the document
4. 4. Select the Template
5. 5. Select Execute to merge the document
6. 6. Select the Notification Envelope to download the document

When the document is scanned (supported file types are PDF, PNG, GIF, TIFF, TIF and JPG), you would then need to dropped into the WebDAV folder you created.

The Actions associated with the template would be activated.

Check with your printer to see if it can scan directly to a network drive (the WebDav folder). Otherwise you may have it sent to an email address or load it onto a USB stick for processing.

Check the Pending and Completed Actions

Understand how to view the Action Manager Pending Jobs and File Upload Queue pages.

• To view the IRESS Insights Video, please view the following link here. (Created by Anthony Derriscott on July 27, 2016)

To view the pending actions and also those that have been completed previously:

1. Select XPLAN button, Administration Functions > Action Manager
2. The Pending Jobs section displays those items that have been merged and that you are waiting to be scanned back into XPLAN
3. The File upload queue displays those documents that have been dropped into the WebDAV folder and that we are waiting to be uploaded and processed.

Hints and Tips

• Using a label template for a sheet of labels, XPLAN can generate a sheet of identical labels for a client, that can be attached to documents sent out to the client.
  
  
• It is recommended that all barcode scans are a minimum of 300dpi resolution.
  
  
• When processing a file which contains multiple barcodes, the following rules apply:
  • Only valid XPLAN barcodes are recognised by XPLAN
  • The first barcode found will create a new document that includes all pages before the first barcode and all pages following the first barcode up to the second barcode
  • Excluding the first barcode, any page containing a unique barcode will be treated as the first page of a new file. This file will contain all following pages until another page is found that contains a valid barcode
  • Multipage support is available for PDF and TIFF files
    
    
• You can setup actions that can be used for ‘On-the-fly’ XMerging. This involves creating an XMerge template which contains no template documents, and then setting an option to associate the template with ‘On-the-fly’ XMerging. This XMerge template can have Action Manager Actions set. When you upload a template file ‘on-the-fly’, you select XMerge template to execute the Action Manager Actions.