Create a Company, Document Classes, and Types

As a system administrator, use the TRANSFLO® Administration Tool to create and administer one or more companies and multiple document classes for each company. A document class is the highest level entity that is used to define your documents. Each document class is assigned separate attributes that are used by TRANSFLO® applications to define, group, and categorize your documents. Each document class contains a unique set of document types.

Note: Although most of the content in this KB article requires admin access, a general understanding of the terms and concepts are helpful to business users, managers, and customers planning to implement or change their Transflo Enterprise DMS systems.

As an administrator, follow these steps to log in to the Transflo DMS Administration Tool for your environment:

  1. In a supported web browser, navigate to the URL of your TRANSFLO® Administration Tool site.

    The address convention is:

    http://<server_name>/Transflo.Admin

    Replace <server_name> with the DNS name of your TRANSFLO® Server.

    Note: If you are running the TRANSFLO® Administration Tool from Windows® Server 2008, you must add the Transflo.Admin web site to your trusted sites.

  2. The Login page appears.

    1. In the Login ID/Email field, enter your TRANSFLO® User ID or your e-mail address, whichever is being used for your TRANSFLO® system.

    2. Enter the corresponding password in the Password box.

    3. Click the Login button.

  3. If the user ID or email address and the password that you entered are valid, the TRANSFLO® Administration Tool opens to the Select Company page. When you first install the TRANSFLO® Server, you have no companies.

  4. Each Administration Tool page is divided into two main sections: the menu tree on the left and the work area on the right. Most of the activities are performed in the work area.

  5. To change your password, click the My Account link in the top right-hand corner of the page.

    1. Enter your current password in the Current Password field.

    2. Enter your new password in both the New Password field and the Confirm New Password field.

    3. Click Submit.

To create a company:

  1. Below the General node in the menu tree, click Select Company.

  2. The menu tree expands and the Company page opens in the work area.

  3. Click the Add button to begin creating a new Company.

  4. The Add/Edit Company page opens. In the Company Name field, enter the name of the company you wish to add.

  5. (Optional) In the Description field, enter a description of the company.

  6. In the Company Code field, enter the unique identification code for your Company provided by your account representative.

  7. From the Corporate Time Zone drop down list, click the time zone in which the company’s headquarters is located.

    If you live in an area where daylight savings time is not recognized you must select the time zone that has “(No Daylight Saving)” appended to it.

  1. To save your selections, click the Save button. The company you created appears in the list of configured companies.

    Note: The first company you create will have an ID of 2. Company ID 1 is an internal system ID.

  2. To delete a company, highlight the row in the Select Company list and click the Delete button. A confirmation dialog prompts you to confirm.

  3. To search for a Company, enter a Company name in the Find Company field, and click the Find Company button.

    • To perform a wild card search, use the asterisk (*) character to replace part of the Company name.

    • To clear your search, click the Reset button.

If you have created more than one company, you will have to select a company before you can configure Document Classes, Fields, Aliases, etc.

To select a company:

  1. Below the General node in the menu tree, click Select Company.

  1. The menu tree expands and the Company page opens in the work area.

    Click on a Company to select it.

  1. The name of the company you selected will display in pale yellow text in the top right corner of the Administration Tool Web page.

To create or edit a document class:

  1. Below the General node in the left navigation menu, click Select Company and then select a company from the list.

  2. Below the Select Company node in the menu, click Document Class.

  3. To add a document class, click the Add button. To edit a document class, select it in the list and then click Edit.

  4. In the Document Class Name field, enter the name for your document class.

  5. (Optional) In the Description field, enter a description.

  6. In the Repository field, select the repository for this document class. Each class can be assigned to just one repository.

  7. Click Save.

    If you attempt to change the repository and get the following message when you click Save, click OK to confirm or Cancel to revert back to the previous setting.

    Note: The Document Class Fields must match the fields configured in the repository. Also, be sure to check your QuickView, ezView, Workflow, and Rendition Print Service Configuration to make sure the configured Fields match the Fields configured in the Repository.

  8. The Document Class you created now appears in the Document Class list.

    Note: Once a Document Class has been created, both its name and description can be modified as needed.

  9. To remove a Document Class from the list, click it to select it, and click the Delete button.

  10. To search for a Document Class, enter a Document Class name in the Find Document Class box, and click the Find Document Class button. You can also perform a wildcard search by using the * (star or asterisk character to replace part of the Document Class name.

    To clear your search, click the Reset button.

    Note: The first Document Class you create will have an ID of 2. Document Class ID 1 is an internal system ID.

An Alias is essentially a copy of a Document Class. Creating multiple Aliases for a Document Class allows you to have multiple instances of that Document Class.

  • Aliases are used by TRANSFLO® Capture and TRANSFLO® Batch Scan.

  • Aliases are also used by TRANSFLO® Import to map Gauss Bases to Workflow.

By default, each Document Class that you create is automatically assigned an Alias with the same name. You can edit the name of this default Alias. You can also create more Aliases as needed.

To create or edit an alias:

  1. Select a Company if one is not already selected.

  2. Select a Document Class.

  3. Below the Document Class node in the menu tree, click Alias.

    The Alias interface opens in the work area.

  1. From the Alias interface, you can add new Aliases and edit existing Aliases.

    To add an Alias, click the Add button.

    To edit an Alias, click the name of the desired Alias to select it, then click the Edit button.

    The Alias settings interface opens.

  1. In the Alias box, enter or edit the name for the Alias.

  2. (Optional) In the Alias Description box, enter or edit the description for the Alias.

  3. When you have finished creating or editing the Alias, click the Save button.

    If you do not wish to save the Alias information that you entered, click the Cancel button.

    Note: You cannot create an Alias with the same name as an existing Alias.

  4. The new Alias is added to the list.

To remove an Alias from the list click it to select it, and click the Delete button.

To search for an Alias, enter an Alias name in the Find Alias box, and click the Find Alias button.

You can also perform a wild card search by using the asterisk (*) character to replace part of the Alias name.

To clear your search click the Reset button.

  1. To make a copy of an existing Alias, select an Alias from the list and click the Copy Alias button.

    You will be prompted to rename the Alias and give it a new description.

All information of the original Alias will be copied to the new Alias.

  1. You can also make a copy of an existing Alias from the Edit Alias pane.

    Click the Copy Alias button, rename the Alias, and give it a new description.

  1. To save the new Alias, click the Save button.

    If you do not wish to save the new Alias, click the Cancel button.

If you enable Workflow Reports, the Procedures menu item is visible under the Document Types menu item. This is used for Management Reports that report Workflow activities.

The purge feature allows you to control how often images and data are deleted from TRANSFLO® DMS. A purge should be performed only after all documents have been imported into your imaging system and after you have run all the desired TRANSFLO® Management Reports on the data.

If you are using TRANSFLO® as your repository, images and data will be removed permanently; however purging images and data from the TRANSFLO® system will not affect the documents in your third-party imaging system.

Purge Settings are part of the System Agent that is installed with your TRANSFLO® Server and are set separately for each document class.

To configure the purge settings for a Document Class:

  1. In the left navigation tree, select a Company and a Document Class.

  2. Below your selected document class in the tree, click Purge.

  3. In the Rejected Document Files box, enter the number of days that the document files should be retained before they are deleted from the file system and the associated Document records are marked as deleted.

    The default number of days is 7.

  1. In the Completed Document Files box, enter the number of days that should pass before completed Document files (Imported or Rejected) are deleted from the file system and associated Document records are marked as deleted.

    The default number of days is 90.

  2. In the Completed Document Records box, enter the number of days that should pass before completed Document records are deleted from the system.

    The default number of days is 180.

  3. In the Completed Batch Records box, enter the number of days that should pass before completed Batches, that do not have any documents associated with them, are deleted from the system.

    The default number of days is 180.

  4. If you want only Documents that were imported to your imaging system to be purged from the TRANSFLO® System, check the Require Documents to be Imported check box.

    The default setting is checked.

    The following conditions must be satisfied for a Document to be purged:

    • All other setting conditions must be satisfied.

    • To purge completed Documents: The Document has to be completed or rejected, has to be imported if the Require Documents to be Imported check box is selected, and the Document records (i.e. Document Index data records in the TRANSFLO® database) must be marked as deleted.

    • To purge the Document records:

      The Document record must be marked as deleted.

      If the Require Documents to be Imported check box is selected, the Document and Document record has to be imported to your imaging system.

  5. Under Management Reports Data, complete the following settings:

    • Days to Keep: Enter the number of days to keep report data. On the next day (n+1), the report data is purged. For example, enter 90 days to save the report data for 90 days until it is purged on day 91.

    • Max Rows to Purge: Enter the maximum number of rows to purge at a time. Each purge event deletes all qualified records or rows of data in blocks or groups as large as you define here. For example, in combination with the Days to Keep setting, if you enter 90 in that field and 2000 in the Max Rows to Purge field, you can expect 2000 rows to be purged on day 91, another 2000 rows to be purged on day 92, and the next oldest set of 2000 rows to be purged on day 93, and so on.

  6. When you have finished configuring purge settings for the Document Class, click the Save button.

  7. (Optional) To restore the default purge settings, click the Reset button.

Separate storage settings can be configured for each Document Class in a Company. These storage settings determine where Document images will be stored within the TRANSFLO® system. You can configure multiple storage locations for a Document Class, and can designate one of them as the primary location.

To configure a storage location for a Document Class:

  1. Select a Company and a Document Class if you have not already done so.

  2. Below the Document Class node in the menu tree, click Storage.

    The storage interface opens in the work area.

To remove a storage location select it from the list, and click the Delete button.

To search for a storage location, enter a storage name in the Find Storage box, and click the Find Storage button.

You can also perform a wild card search by using the asterisk (*) character to replace part of the storage name.

To clear your search, click the Reset button.

  1. To add a storage location, click the Add button.

    To edit an existing storage location, click it to select it, and then click the Edit button.

    The storage settings interface opens.

  1. In the Storage Name field, enter or edit the name for the storage location.

    Valid characters for the path are: A-Z, 0-9, and _.

  2. In the Storage Path field, enter or edit the path of the location where document images should be stored for the current Document Class.

    A default path is automatically entered in this box when adding new locations.

    This default path is

    \\[ServerName]\Transflo\Data

    where [ServerName] is the name of the server where the TRANSFLO® Administration site is installed.

    Valid characters for the path are: A-Z, 0-9, \, _, $ and - .

    Note: The storage folder (the default is the Data folder) must be a share on your server.

  3. (Optional) In the Domain field, enter or edit the name of the domain in which the storage location exists.

    You need to enter a domain only if the computer where Document images are being processed from is not the same as the computer on which Document images are being stored.

  4. (Optional) In the Username field, enter or edit the user name that should be used for connecting to the computer specified in the Storage Path box, if that path is not located on the computer where documents are being indexed.

  1. (Optional) In the Password field, enter or edit the password that should be used for connecting to the computer specified in the Storage Path box, if that path is not located on the computer where documents are being indexed.

  2. (Optional) In the Confirm Password field, re-enter the password entered in the Password box.

  3. Click the Validate button to validate that the Storage Path and optional credentials are valid.

    The word “Success” appears next to the Validate button if the validation passed.

  4. If the storage location will be the primary Document image storage location for the Document Class, select the Primary Storage check box.

    Note: If another location has already been designated as the primary storage location for the Document Class, and you wish to make the current location the primary storage location, you must first clear the Primary Storage check box for the other location.

  5. When you have finished configuring this storage location, click the Save button.

    If you do not wish to save the configuration, click the Cancel button.

A document is an entity by which documents can be categorized. These categories of documents are created and maintained in the Document Type section of the TRANSFLO® Administration Tool. Each document class contains a unique set of document types. After you define these classes and types in the Transflo DMS Administration Tool, they are available to TRANSFLO® imaging and image processing applications.

  1. Make sure you already defined document classes and fields. After you define classes and fields, the next step is to define the document types that will be available to their respective document classes.

  2. Select a company and a document class.

  3. Expand the Fields node in the menu tree, click Document Type.

  4. To add a document type, click the Add button.

  5. To edit an existing document type, click a row in the list, and click the Edit button.

  6. The Add/Edit Document Type page appears in the work area.

    1. In the DocumentType field, assign a short name for this document type.

    2. In the Description field, enter a description to help you and other users understand the purpose of this document type.

    3. In the Category field, select a value from the drop-down list. Typical configurations include just two categories; choose either Log or TripSheet.

      Note: If the document type that you are creating or editing does not include either driver logs exclusively or trip sheets exclusively, do not select a category. Leave the Category field blank or as it was before you clicked Edit.

    4. To adjust the Default Display Order, select a document type and click the Move Up or Move Down buttons.

      Tip: The display order determines how the doc types you define appear to TRANSFLO® Capture users when they are prompted to select a document type during the indexing of a document.

       

    5. Click Save.

  7. Repeat the above steps until all necessary document types are created or edited and they appear in the appropriate display order.

  8. After you click Save, the list of document types appears. The display order is represented by integers in the Display Order column.

  1. To sort the rows, click a column heading such as ID, Name, Category, or Default Display Order.

  1. Select a row in the list.

  2. Click the Delete button.

  3. In the confirmation message box, click OK.