XPLAN Workshop - Action Manager

Introduction

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. An Action could be to automatically save the scanned document as a File Note against client; or for a Task to be automatically completed or activated upon the scanning of the document; or a Thread to be Activated; or for a certain field to be automatically changed; or that an email be automatically sent.

In this training session you will learn how to:

Create an Authority to Proceed Xmerge document that will have an Action Manager barcode
Upload the Xmerge document to the Templates area of XPLAN
Assign a Variable to the Template
Assign a number of Actions to the Template. The Actions are for a :
- 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
Overview of how to create a WebDav folder
View the Pending Jobs and Upload Queue

Creating the Authority to Proceed Document

First we need to create our Xmerge document with the Action Manager barcode code inserted into the document.

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

Xmerge Syntax	Generated Barcode
<:=$barcode.make(‘code128’, label=True):>
<:=$barcode.make(‘code128’, label=False):>
<:=$barcode.make(‘code128’, xwidth=0.6):>
<:=$barcode.make(‘code128’, rotate=270):>

Select the Xplan button, Document Library > Training Notes > Action Manager Training folder, and download and save to your local computer the Authority to Proceed document.
Open the document
In the top left hand corner type of copy/paste the following code:

<:=$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 NOTE: it is not obligatory to have the second part of the code.
Save the document

Upload to the document to the Templates area

Now we need to upload this Xmerge document into XPLAN so it can be merged against client records.
Select the Xplan button, Administration Functions > Templates
Click the icon next to Action Manager Training category
Select Add Template
Name the Template ‘your initials Authority to Proceed Templates’. Enter the description, and a Report Type of
Select Create

As explained earlier in this workshop, the Main area can be used to define certain parameters for the Template
Select Files
Browse for the Authority to Proceed Xmerge document you have created
Enter a Description and select Upload.
The file is uploading to XPLAN.
Select Variables
Left click on the word 'label'

Within the Value field enter whatever wording you wish to appear underneath the barcode (in this example call it ‘Authority to Proceed’)
Select Save

Setting the Actions for the Document

The Actions that XPLAN can perform are:

Create a new Task from a Task template
Create a new Thread from a Thread template
Attach the scanned file to a Document Note
Change the status of a Campaign invitee
Change the status of a linked Task
Send an email or SMS
Set the value of a field.

We will assume that once this Authority has been signed by the client, it is scanned into XPLAN. The following Actions will be activated:

The first Action will be that a File Note will be added to the client record with a copy of the scanned document attached.
The second Action will be that a Task will be assigned to the receptionist to retrieve the application form from the adviser and post it to the insurance provider
The Insurance Implementation Thread will be automatically activated against the client record
Then a field denoting if the client is an ‘Insurance Client’ will be set to Yes
And then an email will be sent to the client to confirm receipt of the Authority to Proceed and that work has begun

To create the first Action:

Select Action Manager from the left hand menu
Select Add Action
Select the first Action type – ‘Attach document to docnote’
Set the Action Parameters
Attach to a brand new docnote
Select File Note Template of ‘Returned Authority to Proceed’
Select Save

To create the second Action:

Select Add Action
Select Add task from template
Choose the Task Template 'Retrieve App Form and Post to Insurance Provider'.

To create the third Action:

Select Add Action
Select Add thread from template
Choose the thread template ‘Insurance Implementation thread’

To create the fourth Action:

Select Add Action
Select Set Field value on associated entity
Select Field (Entity) Insurance Client Set value Yes

To create the fifth Action:

Select Add Action
Select Email/SMS to a recipient
Select the email template ‘Authority to Proceed returned - NO DO DELETE’
Select if it’s an email or a SMS

In order to enable these Actions you need to:

Select Edit
Change Enable Action Manager to Yes

Overview of 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 using WindowsXP (instructions on creating a WebDAV folder using Vista and Windows 7 can be located in the Help Files > Search for ‘Setting up WebDAV folders’) :

Open Windows Explorer
Select My Network Places
Deselect the Folders option at the top of the screen
Select
Network Tasks > Add a network place
Work through the Windows Wizard to setup the WebDAV folder
Select Choose another network location
The Internet or network address will be <your sites server address>/dav/actionman/
Enter your XPLAN Username and Password and tick Remember my password
Select OK
Enter a name for your WebDAV folder
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:

Select your client
Select Merge Report
Select the Category Action Manager Training Category
Select the Template ‘your initials Authority to Proceed template’
Select Execute to merge the document
Select the Envelope to download the document

The document would then be printed and sent to the client to sign. When the document is signed and returned it would be scanned (supported file types are PDF, PNG, GIF, TIFF, TIF and JPG) and dropped into the WebDAV folder you created. The Actions associated with the template would be activated.

Check Pending and Completed Actions

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

Select Xplan button, Administration Functions > Action Manager
The Pending Jobs section displays those items that have been merged and that we are waiting to be scanned back into XPLA Here you will see the template that we have just executed.
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.

Using a label template for a sheet of labels, XPLAN can generate a sheet of identical labels for a client. These can be used similar to above, to create ‘Authority to Proceed’ labels for a client that can be attached to documents sent out to the clien
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 fil 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 When you upload a template file ‘on-the-fly’, you select Xmerge template to execute the Action Manager Actions.