Create and Manage Queues

Create a Queue

After you create document classes, fields, and document types, the next step in configuring your Transflo DMS system is setting up your queues.

If you have not already done so, select a company and a document class.
Below the Document Class node in the menu tree, click Queues.
Click the Add link in the top left corner of the Queues work area.

Tip: The same screen appears when you select a queue and click the Edit link.
In the Queue Name field, enter the name of the queue.
(Optional) In the Description field, enter a description about the purpose of this queue.
- Although it is not technically required, it is a good practice to include the polling application in the queue description.
- The polling application name is appended to the queue name in Exception Manager and Management Reports.
Decide if your new queue is internal or external:
- Internal Queue: If the queue is internal (most common), select the Internal Queue check box. Internal queues reside in the Transflo database.
- External Queue: If the queue is external (less common), clear the Internal Queue check box. External queues reside on the file system.
For external queues, complete the following fields:
1. Path: Enter the full storage path for the external queue.
2. Domain: Enter the domain name of the storage location.
3. Username: Enter the user ID to establish connections to the domain.
4. Password: Enter the associated password.
5. Confirm Password: To verify you have the correct password, enter it again.
6. Extension: Enter a file extension to identify the files in this queue.
For internal queues, specify how you want items to be sorted in the queue. Select one of the following values in the Sort Order drop-down field:
- By Arrival Date
- By Origination Date
Expand the Polling Application drop-down list and click the name of the TRANSFLO® application that will use this queue. Available polling applications include:
- AutoIndexerService
- Capture
- CustomerAppFirst
- CustomerAppLast
- Document Orientation and Cleaning Service
- Gateway
- Import
In the Classification Type drop-down list, select the appropriate classification for this queue:
- Working: A normal working queue for active document batches.
- Archive: An archive queue is where the batch will be moved after it has been de-assigned from the TRANSFLO® system when all processing is complete. If a batch enters an archive queue and an import activity has not already been assigned to the batch, one will be recorded.
- Failed: A failed queue is where the batch will be moved if batch processing fails.
Note: If the TRANSFLO® database is on a different server than the TRANSFLO® Server, the Import activity timestamp will use the TRANSFLO® database time and not the TRANSFLO® Server time.
If the polling application you selected requires that preview images be available, select the Thumbnails Needed check box.
- This feature is generally used with applications that have a user interface, such as TRANSFLO® Capture.
- This check box is checked by default.
If you want to specify the maximum number of batches in a queue, enter the number in the Max Batches Per Queue field. The default value is zero, which does not limit the number of batches.
If you select Transflo Capture as the polling application for this queue, complete the following conditional fields:
- Next Queue: Select the queue where you want the system to send indexed batches.
- Pass Queue: Select the queue where you want the system to send passed batches.
- Auto Process: To enable the automatic processing of batches (formerly called auto skip), select the Auto Process check box.
  
  Note: The automatic processing feature must also be enabled for the entire TRANSFLO® system.
- Continue auto processing documents in the batch after failure: If you want Capture to continue processing the remainder of the documents in a batch after any document fails the validation criteria, select this check box. If at least one document fails validation, Capture must still move the batch to the failed queue.
- Allow batch review before submitting: To allow your Capture users to view the batch after indexing but before submitting, select this check box.
When you are finished configuring the new queue, click Add.

Result: The Select Queue page appears in the work area. Your new queue appears in the list of queues.

Edit a Queue

To make changes to an existing queue:

In the menu tree, click the Queue menu item.
- To search for a queue, enter your criteria in the filter fields at the top of the list.
- To switch to a different company, select it from the Select Company drop-down list at the top of the page.
In the row for a query, under the Action column, click Edit.
Make your changes and click the Update button.

Delete a Queue

1. Click the Delete link on the row of the Queue that you want to delete.

2. A message box opens asking you to confirm that you wish to delete the Queue.

To delete the Queue, click OK.

If you do not wish to delete the Queue, click Cancel.

Sort a List of Queues

To sort the Queue list by the values in a column:

Click the heading of the column you want to sort the Queue list by.

The list is sorted in ascending order.

An up arrow on the column header indicates that the list was sorted in ascending order by that column.

Click the heading a second time.

The list is sorted in descending order, and a down arrow in the column header indicates that the list was sorted in descending order by that column.
To reset the column order to the original order, click the heading of the Id column.

Apply Filters to Find Queues

The filter feature provides a powerful way to find queues in a list that can potentially have thousands of queues. In this example, we use filters to find all import queues with a classification type of failed.

Drag the Classification Type header field next to the Description header. Moving the Name, Description, and Classification Type columns together makes it easier to work with the filter.
Since all import queues have the letters imp in them, enter IMPin the box below the Name column header.
Enter Failed in the text box below the Classification Type column header.

Result: The list is filtered to show only import queues of type Failed.

Queue Navigation Bar

The queues interface has a navigation bar at the bottom of the list.

Example:

If your list of queues exceeds one page you can navigate to other pages using any of the following navigation bar features:

Click on a page number.
Click Next Page.
Click Previous Page.
To view all queues as one long list without breaking them up onto multiple pages, click the All button. To improve performance when viewing 300 or more queues, use the default pagination behavior.

Configure the Inbound Email Server Queue

To configure the Inbound Email Queue, you must have an alias associated with a Document Class and create a Field Map. You will not be able to save the Inbound Email Queue parameters, until a Field Map is created. Once a Field Map is created, the same Field Mapping can be used for multiple Queues.

Add Batch Fields

To add the Batch Fields:

Click the Add button next to Batch Fields, then select BatchName.

Note: If you do not choose a BatchName, the system will automatically generate a numerical sequence as the name.

In the Source Field Type drop-down field, select StringGenerator.

Enter the BatchName into the field. To generate the Result Value, click the Evaluate button. Mouse over each button to see its name and number of digits.

The following table displays the naming convention buttons:

Button	Name	Digits
$Y	Year	4
$M	Month	2
$D	Day	2
$H	Hour	2
$m	Minute	2
$S	Second	2
Ss	Millisecond	3
#	Sequence Number	1
##	Sequence Number	2
###	Sequence Number	3

After adding the Batch Name, click the blue Add button next to Batch Fields, then select OriginDateTime.

Select Date, from the drop-down menu next to Source Field Type, then click the blue OK button.

After you have completed adding the Batch Fields, the next step is to add the Document Fields if needed.

Add Document Fields

To add the Document Fields:

Click the blue Add button next to Document Fields, then select DocType.

Select StringLiteral from the drop-down menu next to Source Field Type and enter a name in the field next to String Literal.

The Result Value will automatically fill in a value, after you enter the name.

Click the blue OK button, after you have added the Document Fields.

After the Batch Fields and Document Fields have been created, click the Save and Close button.

The newly created Field Map will appear under the Field Mapping section, in the Main Menu.

You can click the blue Edit button to change the new Field Mapping, click Copy to copy an existing Field Map, click Delete to remove a Field Mapping from the list, and Add to create a new Field Mapping.

Note: You can only copy Field Mapping to another Queue within the current Document Class.

If you need to create new Field Mapping for another Document Class, you will have to select a new

Document Class from the drop-down menu and configure the new Field Mapping.

Create an Inbound Email Queue

After you create a field map, create an inbound queue.

In the left navigation pane, select Queues and then click the Add New Queue link.
From the Add New Queue window, enter the Queue Name and add details:
1. Select By Arrival Date from the drop-down next to Sort Order in Queue.
2. Select Inbound Email from the drop-down next to Polling Application.
3. Select Working from the drop-down next to Classification Type.
Note: The default number for the Max Batches Per Queue is 100. This can be changed by the Administrator.
After adding the Queue details, click the blue Add New Queue button. After the new Queue has been added, the next steps are to configure the Queue Actions and Queue Parameters.
Queue Actions signify the events that will happen, when a document has been reached through a Queue and processed. In this example, Success will be the configured Queue Action.
Click the Edit button under the Queue Actions column.
Select a name from the drop-down menu under Queue, then click the blue Save button.
After you have configured the Queue Actions, click the Edit button under the Queue Parameters column. To configure the Queue Parameters, continue with the steps in the next section.

Configure the Queue Parameters

The steps below are continued from the previous section.

Select an appropriate name from the Alias drop-down menu (this is the same alias used for the Field Mapping process).
In the Field Maps drop-down, select the new field map that you previously created (a few procedures before this one).
Enter the types of files that you would like to be converted to a single-page TIFF file, in the File Type(s) to Convert to TIFF field (In Gateway, this is called ConvertValidImagesToTiff).
Enter the types of files that you would like to be converted to single-page PDF file, in the File Type(s) to Convert to PDF field (In Gateway, this is called PdfConversion).
Enter the list of file types that you would like to be included in the batch, in the File Type(s) to Include field (In Gateway, this is called AdditionalFileTypes).
Enter the desired file size in the Minimum File Size (KB) field.

The default number is 9 KB.

You can use the arrows to increase or decrease the value, or simply enter a number.
Enter the minimum image resolution in the Min Image Resolution field.

The default value is DPIAny.

Note: If you add images that are less than 200 DPI, the size will automatically be increased to the minimum value of DPI200.
Enter the maximum image resolution in the Max Image Resolution field.

The default value is DPIAny.

Note: If you add images that are more than 400 DPI, the size will automatically be decreased to the maximum value of DPI400.
Click the drop-down menu next to Mail Body and Attachment Method and select a value.

The default value is BodyAndAttachment.

Note: The order of processing will be based on the title. Ex.BodyAndAttachment will process the Body first then the Attachment second.
Enter the inbound mail server in the Inbound Mail Server field. If you forget the name of your server, contact your Administrator.
Enter the name of the inbound mailbox in the Inbound Mailbox Name field (In Gateway, this is called Mailbox).
Enter the username used to authenticate the inbound mail server in the Inbound User Name field (In Gateway, this is called User).
Enter the password used to authenticate the inbound mail server in the Inbound User Password field (In Gateway, this is called Password).

To reveal the password (hidden for security), click Show Password.
The Inbound Protocol will be automatically filled with the IMAP value, as this is currently the only supported function (In Gateway, this is called InboundAuthenticationMode).
Click the drop-down menu next to Inbound Encryption and select a value based on your Inbound Mail Server configuration.
Enter the mail port in the Inbound Mail port field.

The default value is 993.
Enter the Host Name or IP of the outbound mail server in the Outbound Mail Server field.
Click the drop-down menu next to Outbound Mail Method and select a value.

The default value is Authentication (In Gateway, this is called ForwardingMailMethod).
Enter the username used to authenticate the outbound mail server in the Outbound User Name field (In Gateway, this is called ForwardingUser).
Enter the password used to authenticate the outbound mail server in the Outbound User Password field (In Gateway, this is called ForwardingPassword).
Click the drop-down menu next to Outbound Encryption and select a value (In Gateway, this is called OutboundAuthenticationMode).

This value will be based on your Inbound Mail Server configuration.
Enter the outbound port value in the Outbound Port field (In Gateway, this is called OutboundMailPort).

You can use the arrows to increase or decrease the value, or simply enter a number.

The default number is 587.
Input the email address that you would like displayed for Outbound mail services in the Outbound From Address field (In Gateway, this is called ForwardingMailFromAddress). The Forward Mail Address List field is optional as a backup.
If you would like to receive an email notification if a Queue fails, enter the Email address in the Exception Mail Address List field.
Click the drop-down menu next to Reply to Sender and select a value (In Gateway, this is called SendReplyOnException).

The default value is None.
(Optional) Before you click Save, as an option before you save the queue parameters, you can validate the connections for the outbound and inbound configurations.
- To validate the Inbound Configuration:
  1. Click the blue Validate Inbound Configuration button, in the bottom right-hand corner of the Queue Parameters screen.
  2. The Validation Connection Result window will appear, to show the success or failure of the connection
- To validate the Outbound Configuration:
  1. Click the blue Validate Outbound Configuration button, in the bottom right-hand corner of the Queue Parameters screen.
  2. The Validation Connection Result window will appear, to show the success or failure of the connection
After you have completed configuring the Queue Parameters or validating the connections, click the blue Save button.
Your new Inbound Email Server Queue Configuration has been created, and now you can enable it for processing.
1. Restart the TRANSFLO® Inbound Email Service.
2. In the Windows Services section on your computer, the new Inbound Email Service must be installed, before configuring the queue.