Transflo Workflow AI Broker Admin Guide

You can create a new Transflo Workflow AI application in AppEnhancer Administrator. Each data source can support up to 2048 different applications.

1. As a customer admin, work with Transflo to install and configure your storage server.

2. Before you create an application, define the necessary secure paths in AppEnhancer Administrator.

   • Secure write paths are required for AppEnhancer Software Retention Management applications, including retention-enabled applications (applications that are configured for retention by using the Retention Management Configuration Utility).

   • We recommend that you use secure paths for all applications. Otherwise, any Windows user who has access to the file share location can delete BIN files (*.bin files) even if the files are under retention.

3. Provide your workstation with read and write privileges to all paths that the AppEnhancer system will use.

4. Sign in to your instance of Transflo Workflow AI Administration at the following URL:

   https://metastortest3.metasource.com/AppXtenderAdmin/Account/Login?Datasource=TFPOC

   

5. Navigate to the Application Management, <your data source>, Applications node in AppEnhancer Administrator.

6. On the Application List page, click ADD.

7. On the Application Information page, click the Applications tab and enter a name and description. Configure other fields or enable other options depending on your requirements:

   • Application Name: Enter a unique name with up to 64 alphanumeric characters. Only system administrators can access applications that begin with an underscore (for example: _APP2 ).

     The application name cannot start with a number and cannot contain any of the following symbols:

     • angle bracket (< >)

     • asterisk (*)

     • backslash (\)

     • colon (:)

     • comma (,)

     • double quote (")

     • percent (%)

     • period (.)

     • pipe (|)

     • question mark (?)

     • semicolon (;)

     • single quote (')

     • slash (/)

     • space

   • Application Description: Identifies the application. The description can be up to 128 alphanumeric characters and must not use the following characters: double quote ("), single quote ('), or percent (%).

   • Multiple indexes referencing single document: Stores a single document once, but makes it available for indexing many times and saves storage space. However, if you want each document to have a separate index record, do not use this option. If you intend to use the Document Level Security feature for any index field in this application, it is recommended that you do not use this option.

   • Reason Code: Prompts users to enter comments and select the functionality that they use whenever they create, display, export, print, or email a document in the current application. This option facilitates compliance with the Health Insurance Portability & Accountability Act of 1996 (HIPAA) by enabling you to capture information about the use of documents within AppEnhancer. If you use this option and do not have the audit trail option enabled, a message appears, indicating that audit trail is disabled and HIPAA messages will not be logged.

   • Prompt for checkout when open documents: Prompts users to check out documents from the current application when they open documents for display. This option performs the following functions: enables the check in/check out mode for the application; enables the final revision feature.

   • Check-out comments required: Enables users to enter a comment whenever they check a document out of the current application. Each comment is saved to the audit trail database table or log file, depending on the audit trail configuration.

   • Check-in comments required: Enables users to enter a comment whenever they check a document into the current application. Each comment is saved to the audit trail database table or log file, depending on the audit trail configuration.

   • Enable EDB: Configures the application to dispatch events to the Event Dispatch Broker each time a user adds, modifies, or deletes a document index.

   • Full-text Engine: Full-text engine for the application. This engine will be used to process documents in this application when they are submitted for full-text indexing.

   • OCR Queue: The default queue to submit documents for OCR indexing. If no queue is selected, the first queue is used.

   • Full-Text Index Queue: The default queue to submit documents for full-text indexing. If no queue is selected, the first queue is used.

8. On the Application Information page, click the Pathstab and configure the fields and options for your requirements:

   • Storage Options: Enable the options and provide the information depending on your requirement.

     • Use secure path: Uses secure paths that are required for retention-enabled applications. It is recommended that you use this option for all applications. If you select Use secure path, then click SELECT to search and select a path for Secure Path Root. This search list contains all secure root paths for Paths in the Environment > Storage Management node in AppEnhancer Administrator, for example <\\ServerName\document\>. You should already have defined all paths in the Environment, Storage Management node.

     • No Retention: Creates applications without retention.

     • Enable Software Retention Management: Creates applications with Software Retention Management.

   • Document Write Path: Path where you want document page files to be stored. If you opted to use a secure path in Storage Options, the Document Write Path and Annotation Write Path fields are populated with the root directory. You can create a subdirectory for document files by appending \docs to the end of the root path in this field. For non-secure paths, you can enter the appropriate path or click SELECT to search and choose an existing path. After the existing path is selected, you can add subfolders.

     • A document write path must be specified for each application for AppEnhancer to store documents and pages added to the application.

     • Documents are stored as .BIN files.

     • The document write path could be a local hard drive or network file server.

     • If you use a network file server as the write path, it is recommended that you create a secure path to prevent Windows users from deleting AppEnhancer files.

     • If dual write paths have been configured in AppEnhancer Administrator for the data source, the document write path could be a remote or primary path.

     • If you are using cerner specific storage, you can type the path (for example, CerOIF://cerner) directly in the Document Write Path field.

     Example A: Local Hard Drive

     • In the Document Write Path field, enter the following string: 

       C:\OPTICAL

     • Resulting storage path for an application named RECORDS:

       C:\OPTICAL\RECORDS

     Example B: Network File Server (mapped drive)

     • In the Document Write Path field, enter the following string: 

       P:\OPTICAL

     • Resulting storage path for an application named RECORDS:

       P:\OPTICAL\RECORDS

     Example C: Network File Server (UNC)

     • In the Document Write Path field, enter the following string: 

       \\SERVERNAME\\OPTICAL

     • Resulting storage path for an application named RECORDS:

       \\SERVERNAME\OPTICAL\RECORDS

   • Annotation Write Path: Path where you want annotations to be stored or click SELECT to search and choose an existing path. After the existing path is selected, you can add subfolders. An annotation write path must be specified so that annotations can be added to AppEnhancer document pages. Annotations are stored as .ANO files.

     • The Annotation Write Path text box is disabled if you select Enable Software Retention Management in Storage Options.

     • If a path managed by DX and using file retention is assigned to the annotation write path of application, annotations can no longer be modified after they are created and saved.

     • The annotation write path could be a local hard drive or network file server.

     • If dual write paths have been configured in AppEnhancer Administrator for the data source, the annotation write path could be a remote or primary path.

   • OCR Write Path: Path where you want optical character recognition (OCR) output text to be stored (if you want to use OCR) or click SELECT to search and choose an existing directory path.

     • After the existing path is selected, you can add subfolders.

     • If a path managed by DX and using file retention is assigned to the OCR write path of application, after an image has been processed by using OCR and a text view of the image has been created, a new text view can not be produced through OCR processing.

9. On the Application Information page, click the Fieldstab and configure the fields and options for your requirements:

   • Field List: Lists all the fields defined in the application. You can also drag and drop fields to reorder the field list.

   • Field Name: Name for the index field. The field name can be up to 64 alphanumeric characters. The first character must be a letter of the alphabet; it should not be a number, blank space, or symbol. The following characters must not be used: double quote ("), single quote (‘), backslash (\), or percent (%).

   • Data Type: Data type that you want to associate with the index field. The following conversions are available for each data type:

     • Currency: Decimal/Numeric, Integer, or Text

     • Date: Time Stamp or Text

     • Decimal/Numeric: Integer, Currency, or Text

     • Integer: Decimal/Numeric, Currency, or Text

     • SSN: Integer or Text

     • Telephone: Text

     • Text: Anything but Boolean Choice or Userdefined

     • Time: Time Stamp or Text

     • Time Stamp: Date, Text, or Time

     • Zip Code: Integer or Text

     

     Tip: When converting a field with a Date data type to a Text field type, ensure that the field length is at least ten (10) characters to prevent the truncation of existing information.

      

   • Field Length: Number of characters or digits that you want the index field length to be if you are defining a Currency, Decimal/Numeric, Integer, or Text field. The maximum field length varies, depending on the data type you have chosen. AppEnhancer Administrator automatically populates the length for the following field types: Boolean Choice, Date, SSN, Telephone, Time, Time Stamp, User-defined List, or ZIP Code

   • Field Format: Format that you want to use for the field. The list box provides options, depending on the selected data type.

   • Flags: Flags that you want to apply to the field. Flags specify the index field functionality.

     • Required: Requires a user to enter data in this field.

     • Search: Enables this field for searching.

     • Read-Only: Protects this field from being modified.

     • Doc Level Security: Enables or disable user access based on the contents of this field.

     • Part of Unique Key: Requires unique data in this field for each document.

     • Dual Data Entry: Requires a user to enter this data twice as a validation measure.

     • Key Reference: Used for key reference file indexing. If you set this field, you must also define at least one Data Reference field. If you select this, a new Key Reference File tab appears. After you have created an application with this Key Reference flag, you cannot clear it while modifying an application.

     • Data Reference: Used for key reference file indexing. If you set this field, you must also define a Key Reference field. If you select this flag and if there is no Key Reference File tab, a new Key Reference File tab appears. When an application is created, you cannot clear the Data Reference flag while modifying an application.

     • Auto Index: Populates the index of document from imported data. If you select this, a new Auto Index File tab appears.

     • Validation Mask: Creates and sets a template format for this field. If you enable Validation Mask for a text field when defining your index fields, the Format text box is enabled so that you can create a mask. AppEnhancer supports input validation and field display masks.

       • An input validation mask validates the user input in text index fields, character by character. When adding documents, users are required to match the character pattern that you specify for this index field. This action ensures that data is stored in the database in the designated format.

       • A field display mask hides confidential data in text index fields to prevent unauthorized users from viewing the data. You can create full or partial display masks for index fields. You can also define a format for a text index field that uses any combination of input validation and field display mask characters, depending on your business needs.

       You can use the characters as described in the following table to create a template for the data to be contained in the text field by specifying the exact characters that reflect an allowable entry in the Format text box.

       Input validation mask characters	Field display mask characters	Enables or hides characters
       n	d	Numerical character (0-9)
       z	y	Numerical character (0–9) or space
       a	c	Alphabetic character (AZ)
       x	m	Non-space character
       ?	p	Any character

       Each character in the mask string represents one character in the index field value. For example, to hide a text index value consisting of four alphabetic characters, create a field display mask by using the format cccc.

       Use the following rules when defining a mask:

       • The field length defined for the index field must be at least as long as the mask. After you have entered the mask requirements in the field, other characters can be added, if the overall length of the entry does not exceed the allowable length as defined in index creation.

       • Although z is the special mask character representing a number or space, a space is not allowed as the leading entry in an index field.

       Input validation mask examples:

       • Enable only any two alphabetic characters and four numbers:

         aannnn

       • A plus or minus sign, two numbers, a space, and three numbers:

         xnnznnn

       • Letter A followed by five numbers:

         Annnnn

       • Two numbers, a hyphen, and an alphabetic character:

         nnxa

   • Leading Zeroes: Preserve leading zero characters in an integer field.

   • Hidden: Designates a field as hidden. Behavior is subject to new access rules and older legacy access rules.

     Legacy access rules: For SYSOP users, all fields are unhidden. For users who are not SYSOP, regardless of the permissions, the following applies:

     • Users can create new hidden field index values for required fields when creating new documents or new document indexes.

     • Users cannot create new hidden field index values if the field is not a require field when creating new documents or new document indexes. Only SYSOP users can create these values.

     • Users cannot view or modify existing hidden field index values in doc index display, doc query resultset, match index resultset, or auto index resultset.

     New access rules: For users with AEAdmin permissions, all fields are unhidden. For users without AEAdmin permissions, the following applies:

     • Users can create new hidden field index values when creating new documents or new document indexes.

     • Users cannot view or modify existing hidden field index values in doc index display, doc query resultset, match index resultset, or auto index resultset.

        

     AppEnhancer automatically uses the new access rules unless there is a need to use the legacy rules. If you need to enable the legacy access rules, complete the following steps:

     1. For C++ legacy components, define a registry entry to force AppEnhancer Desktop to use legacy access rules. AppEnhancer Desktop and AexDB API layer will check this registry key to determine which rule should be used. The registry key is a DWORD value named HiddenFieldLegacyRules that can be found at one of the following locations, depending on your operating system:

        • 32–bit OS

          HKEY_LOCAL_MACHINE\Software\XtenderSolutions\AppEnhancer\Settings

        • 64–bit OS:

          HKEY_LOCAL_MACHINE\Software\WOW6432Node\XtenderSolutions\AppEnhancer\Settings

        Choose one:

        • The default value for new access rules is <0>.

        • The value for legacy access rules is <1>.

     2. For .NET legacy components, define the AEHiddenFieldLegacyRules application setting in app.config/web.config to force .NET applications to use legacy access rules. The AppEnhancer Web Access application and AEEngine API layer will check this setting to determine which rule should be used.

        Choose one:

        • The default value to use new access rules is <false>.

        • To enable legacy access rules, set this value to <true>.

   • (Optional) To add your own custom fields, provide the information for the field name, data type, and other options and click ADD. If the standard data types or their formats do not meet your requirements, you can create custom data types or custom data formats.

     • You can insert or delete fields from the list.

     • You can also drag and drop to reorder the list.

10. USER-DEFINED LIST: Click the field name to enable USER-DEFINED LIST.

    1. Click USER-DEFINED LIST.

    2. Type a name and then click ADD.

       • You can add an unlimited number of items to the list, but a large number of items (more than 400) in a user-defined list adversely affects performance. For example, if an application has three (3) user-defined list fields with 200 items in each field, the effect is equivalent to having one (1) user-defined list field with 600 items.

       • Each item can contain up to 132 characters.

    3. You can choose to use a Global UDL or define the UDL on your own. To define the UDL on your own, you can add an unlimited number of items.

       • To import text from a file for use as a list item, click IMPORT. In the File Upload dialog box, click Choose File to browse and select a file for import.

       • To remove an entry from the list, select it and click DELETE. You can also modify an entry.

    4. At this step, you can also modify, insert, or delete fields.

    5. To enable and configure the Audit Trail feature, click the Audit Trail tab.

    6. To configure the Specification list and the Field list, click the Index Image File tab. The Specification list contains the specification name and the field delimiter. When you select a specification from the list, you can edit the Field list. Each field has field name, max width, and format attributes.

       • Specification Name: Unique name for the specification. Do not use the following characters in specification names: double quotation mark ("), single quotation mark (‘), percent (%).

       • Field Delimiter: Character that the import file uses to separate fields.

       • Field Name: New field from the list box.

       • Max Width: Maximum width for the field. The maximum width indicates the maximum number of characters to import from the file.

       • Format: Format for the field. The format indicates the format of that field in the import file.

    7. Click ADD. You can also insert or delete fields.

11. Click SAVE.

12. Restart the server. When an Audit Trail setting is changed, IIS (Internet Information Services) must be restarted before the change takes effect.

You can delete or purge applications by using the AppEnhancer Administrator tool if the data stored in an application is no longer needed.

• When an application is deleted, the index information related to each stored document is deleted and the index field definitions for the application are deleted.

• Purging an application deletes all index records, but keeps the application definition in place. If the data stored in an application is no longer needed, but you anticipate using the same application in the future, the data in the application should be purged. If you do not foresee a future need for the application, the application should be deleted.

When an application is either purged or deleted, the disk space occupied by the index information is reclaimed for other uses.

To delete or purge an application, follow these steps:

1. (Optional) The .BIN files containing the documents themselves are not deleted. These .BIN files can be deleted by deleting the document files within AppEnhancer before deleting the application.

2. Navigate to the Application Management, <your data source>, Applications node in AppEnhancer Administrator.

3. On the Application List page, select the application, and depending on your requirements click DELETE, PURGE ALL DATA, or PURGE AND KEEP KEY REF TABLE DATA.

Caution: The PURGE ALL DATA option purges all index values currently stored in the selected application and recovery of the data is not possible.

A specification is a set of rules followed by AppEnhancer when you import data from an import file by using one of the three import wizards.

About Import Specifications

In most cases, you can import the data by using a default import specification provided in AppEnhancer.

• As an alternative, when data will be imported into all available fields in an application, and the data format and field length does not need to be altered, you can use a default specification to perform the import. If an existing default specification is not sufficient for an import, you can modify a default specification or create a new, customized specification for the import.

• For a successful import, AppEnhancer must correctly read the data to be imported from the file. Each line of data in the import file must be organized in a specific format. AppEnhancer stores each line of the file as a separate record, or group of index field values, by using the hard return character as an indicator of the end of a record.

• Each imported record must contain a value for each field separated by a delimiter, such as a comma or a tab.

• When AppEnhancer parses a line of the import file, it creates a record and stores the data preceding the first delimiter in the first field of the record, the data preceding the second delimiter in the second field, and so on.

• The specification provides the following information to AppEnhancer during the import process:

  • The fields into which data are imported

  • The order in which fields are imported

  • The data format and length of each field

  • The delimiter that will be used to separate one field value from another in the import file

• The default specification automatically imports data into every available field in an application in the order specified in the application, and uses the data format configured when the application was created. The only difference between one default specification and another is the delimiter used to separate data. The default specifications are named for the delimiter used in the specification. The following delimiters are used in default specifications:

  • comma ( , )

  • pipe character ( | )

  • tilde ( ~ )

  • tab ( \t )

  • none (no delimiter): Fixed length records.

• As an administrator, you can modify a default specification by reordering fields. However, to prevent confusion when importing data for the same application in the future, it might be better to create a new specification.

• Administrators can remove fields from the field list in the specification. This enables a user to import data into only the fields on the field list, rather than all available fields in the application. If fields have previously been removed from a specification, you can add them again. You can also reorder the fields in the field list, so that AppEnhancer will import index field data from the file in a different order.

• You can make changes to data formats to accommodate discrepancies between the format of data in the import file and what AppEnhancer will accept as a valid index field value. AppEnhancer will automatically reformat the data as it is imported so that it conforms to the application index field setting. For example, if the field setting for a date field is mm-dd-yy, and the dates in the file are formatted yy-mm-dd, the data format for the field can be changed in the import specification. When AppEnhancer imports the dates from the file, it will copy the numbers it reads as yy-mm-dd, convert them to the format mm-dd-yy, and store them in the application in the mm-dd-yy format.

Create an Import Specification for a New Application

You can create a new import specification and customize it to your needs while creating an application.

1. On the Fields page, as you create each field, to configure Auto Index Import or Key Reference Import, apply the appropriate import flag to the field.

2. On the import file setup page, create the new import specification.

3. To perform Auto Index Import or Key Reference Import, ensure that you have applied the appropriate flag or flags to the fields into which you intend to import data.

   • If you plan to use Auto Index Import wizard to import data into a field, apply the Auto Index field flag to that field.

   • If you plan to use the Key Reference Import wizard to import data into an application, apply the Key Reference flag to one field, and apply the Data Reference flag to at least one field.

Create an Import Specification for an Existing Application

You can create a new import specification and customize it in an existing application. Standard templates are included for import files that are an acceptable format (the files use one of the standard field delimiters and are in the application’s index field order). Custom specifications should be added only if the standard templates cannot be used.

1. On the Fields tab, to configure a field for Auto Index Import or Key Reference Import, apply the appropriate import flag to the field.

2. Click the appropriate File Setup tab (Auto Index, Key Reference, or Index Image). The Auto Index and Key Reference File Setup tabs are available only if their field flags are enabled in the application.

3. On the import file setup tab, create the new import specification.

4. You can apply one or more import flags to an existing field. To perform Auto Index Import or Key Reference Import, apply the appropriate flags to the fields into which you intend to import data.

   • If you plan to use Auto Index Import wizard to import data into a field, apply the Auto Index field flag to that field.

   • If you plan to use the Key Reference Import wizard to import key reference data into a field, apply the Key Reference flag to that field.

   • If you plan to use the Key Reference Import wizard to import data reference data into a field, apply the Data Reference flag to that field.

   • If you plan to use Key Reference Import wizard to data into an application, apply the Key Reference flag to one field, and apply the Data Reference flag to at least one field.

5. On the File Setup tabs (Auto Index, Key Reference, or Index Image) you can configure custom specifications for importing data into AppEnhancer. By default, the Index Image Import File Setup tab always appears. If Key Reference or Auto Index flags were set for any fields, these specifications can also be set now or custom specifications can be set after applications are created.

6. Depending on how the index fields of your application are configured, you might be presented with multiple File Setup tabs. Repeat the following steps for each File Setup tab:

   1. In the Specification Name text box, type a unique name.

   2. In the Field Delimiter list box, select the character that the import file uses to separate fields.

   3. Click ADD. The new specification appears in the Specification List along with the standard formats. The Field Name text box also becomes available.

   4. In the Field List box, list the fields in the order in which they are listed in the import file.

   5. After all fields have been added, click SAVE to save the specifications (delimiter, field formats, field lengths, field order, and so on) for use in importing data.

   6. (Optional) To quit the procedure at any point, click CANCEL.

• You can add, delete, and import user accounts. You can also copy privileges from one user to another user.

• You can add, delete, and import groups.

• You can add and delete annotation groups.

You can configure audit trail options to track the creation, deletion, and modification of applications, users, and groups. The Audit Trail feature enables you to track user activities for one or more applications or globally for all applications. Audit events, such as the creation, use, or purging of documents, document pages, batches, queries, and various AppEnhancer tools, can be tracked for each AppEnhancer application. In addition, activity related to the creation and deletion of users, groups, and applications can be tracked on a system-wide basis.

Use of queues and import tools can also be tracked. The Audit Trail feature also supports compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

Each option on the Audit Trail page represents one audit event. When a user activity triggers an audit event, details of the audit event are recorded in the database. For upgrading applications, Document Manager however can still record details of the audit event to log file that was previously configured. AppEnhancer Audit Trail encodes the time column tsstamp in the audit table in Greenwich Mean Time (GMT) format. This enables the audit table entries to maintain consistency when workstations are located in multiple time zones. You can calculate your local time by applying your time zone offset.

1. Navigate to the Application Management, <your data source>, Audit Trail node in AppEnhancer Administrator.

2. Configure audit trail options to track the creation, deletion, and modification of applications, users, and groups.

3. In addition to tracking system-wide changes, you can configure default audit settings for user activities within AppEnhancer applications.

   • When you set options for user activities within applications, you set audit defaults for all applications.

   • When creating or editing applications, you can choose to either use the default settings for user activities within applications or you can configure specific audit settings for user activities within each application.

   • When an Audit Trail setting is changed, IIS (internet Information Services) must be restarted before the change takes effect.

4. Set one or more of the following tracking options:

   • Enable Audit Trail: Tracks enabling and disabling of audit trails and changes in audit trail settings.

   • Application > Create/Delete/Modify: Tracks all creation, deletion, and modification of applications.

   • Application > Document > Add: Tracks addition of documents.

   • Application > Document > Delete: Tracks deletion of documents.

   • Application > Document > Index > Create: Tracks creation of a document index.

   • Application > Document > Index > Delete: Tracks deletion of a document index.

   • Application > Document > Index > Modify: Tracks modification of a document index.

   • Application > Document > Page > Add: Tracks addition of a page to a document.

   • Application > Document > Page > Delete: Tracks deletion of a page from a document.

   • Application > Document > Page > View/Print/Export/Mail: Tracks when a document page or document page text view is displayed; a document page, document (all pages), or list of document pages are printed; a document page or document page’s OCR text is exported; and a document page, document reference, or document (all pages) is mailed.

   • Application > Document > Page > Version >Add: Tracks addition of a page version.

   • Application > Document > Page > Version > Delete: Tracks deletion of a page version.

   • Application > Document > Page > Version > Annotate: Tracks additions and modifications of annotations.

   • Application > Document > Page > Version > OCR/Text-view: Tracks the changes to OCR/Text view of a page version.

   • Application > Batch > Create: Tracks creation of a batch.

   • Application > Batch > Delete: Tracks deletion of a batch. Depending on the event, logs account data of user, delete event, batch name, file status and index data, batch name, batch ID, and module.

   • Application > Batch > Batch import/scan: Tracks batch import/scan of batch open and close.

   • Application> Batch > Batch Index: Tracks indexing of a batch.

   • Application > Batch > Batch Page > Add: Tracks addition of a batch page.

   • Application> Batch > Batch Page > Delete: Tracks deletion of a batch page.

   • Application> Batch > Batch Page > Attach to a document: Tracks saving a batch page in a document.

   • Application > Query > Save: Tracks saving of a query.

   • Application > Query > Delete: Tracks deletion of a query.

   • Application > Query > Execute: Tracks execution of a query.

   • Application > Query > Modify: Tracks modification of a query.

   • Application> ODMA operations: Tracks execution of ODMA operations.

   • Application > Tools > Import utilities: Tracks import operations for the Index Image Import, Auto Index Import, and Key Reference Import services.

   • Application > Tools > Migration Wizard: Tracks when a document is migrated to a destination database or when a source document is deleted from the source database (Delete source document option is selected).

   • User> Login/Logout: Tracks user login/logout activity.

   • User > Create/Delete/ Modify: Tracks when a new user is created, a user is deleted, or settings of user are changed.

   • Group > Create/Delete/Modify: Tracks when a new group is created, a group is deleted, and group settings are changed in a group profile.

   • Queue > Create/Delete: Tracks creation, deletion, and modification of a queue.

   • Generic Import Tools: Tracks generic bulk-load operation.

   • License Server: Tracks all changes to the License Server settings.

   • Create/Delete/Modify Annotation Groups: Tracks the creation, deletion, and modification of annotation groups.

   • Audit Trail Table: Enables the user to select the audit trail table for the data source.

   • New Audit Trail Table Name: A name for the audit trail table.

The Transflo Workflow AI for Brokers AppEnhancer component enables you to choose from a variety of data types and formats for each field. Contact Transflo to have us configure your OpenText AppEnhancer installation options.

1. Navigate to the Application Management, <your data source>, Auto Index Options node in AppEnhancer Administrator.

2. On the Auto Index Options page, configure the following fields:

   • Disable Auto Index <Delete> Option:  Disables Delete on the Auto Index Result dialog box.

   • Disable Auto Index <Delete All> Option: Disables Delete All on the Auto Index Result dialog box.

   • Disable Auto Index <Select> Option: Disables Select on the Auto Index Result dialog box.

   • Preserve Auto Index Records: Preserves Auto Index records. By default, when an index record in the Auto Index table is used to index a new document, the record is deleted from the Auto Index table. You can configure the data source so that records are preserved in the Auto Index table even after they have been used.

   • Auto Index Values are Read-Only during Document Indexing: Maintains the Read-Only state in Read-Only index fields when using Auto Index during Document Indexing. By default, when a record from the Auto index table is used to index a document, the index values can be changed (until the document is saved) even if the index fields are flagged as Read-Only. You can configure the data source so that index values in Read-Only fields cannot be changed after the field is populated with the Auto Index value.

3. Click SAVE.

You can create a global user-defined (UDL) that can be shared between AppEnhancer applications within a data source. Each global UDL has a unique name.

1. Navigate to the Application Management > <your data source> > Global UDL node in AppEnhancer Administrator.

2. Click ADD.

3. In the Global UDL page, provide a unique name, description, and the number of user-defined list items.

4. Click OK.

During password policy loading and initialization, the built-in password policy plug-in is installed. The built-in password policy is shared by all data sources.

1. Navigate to the Application Management > <your data source> > Password Policy List node in AppEnhancer Administrator.

2. Click a policy from the list.

3. On the policy page, enter the minimum password length.

4. Select the Enable this policy check box to enable the policy.

5. Click Save.

6. Any changes made in AppEnhancer Administrator take effect immediately. To take effect in Web Access and Rest components, you must restart the IIS.

To use full-text search and the OCR features, Queues for full-text and OCR are controlled from Queues under each DataSource. You can locate this node in AppEnhancer Administrator by navigating to Application Management > <your data source> > Queues.

You can create/modify and delete queues from the Available Queues list. The queues are then moved to Processing Queues to be picked jobs for Indexing Service. A queue is unique for each data source and a queue can have the same name in different data source.

Any changes made in Queues within AppEnhancer Administrator take effect immediately. Before changes will be applied in Indexing Service, you must start or restart the AppEnhancer Indexing Service from Windows Service.

Create a Queue

When you create a new queue, the system adds a new entry for the queue in the AE_QUEUE table in the database for storing full-text database information for documents. You can choose whether a queue will be a full-text queue (for documents that are already in text format or for images that have been processed using OCR) or an OCR queue (for documents that must be processed to extract text from an image). These options are only available for available queues.

To add a new queue:

1. In AppEnhancer Administrator, click Application Management > <your data source> > Queues.

2. Click New.

3. In the Create New Queue dialog box, type a name in the Name box.

4. In the Type list, select a queue type. You can choose from OCR or FULLTEXT. OCR queues can be used by users submitting documents for OCR and FULLTEXT queues can be selected when a user submits a document for full-text indexing.

5. In the Description box, you can enter an optional description that will appear in the Available Queues list with the queue name.

6. Click OK. The new queue is listed in the Available Queues list.

7. When you are finished, click CANCEL to close the Create New Queue dialog box.

Modify a Queue

Users can only modify a queue’s description in Available queues.

To modify a queue description:

1. Select a queue from the Available Queues list.

2. Click Modify.

3. In the Modify Queue Description dialog box that appears, update the description.

4. When you are finished, click OK. The updated description appears in the Available Queues list.

5. When you are finished, click CANCEL to close the Modify Queue Description dialog box.

Delete a Queue

If a queue is no longer required, you can delete the queue from the Available queues list. When deleting a queue, you must ensure that it is not assigned to any applications.

To delete a queue:

1. Select a queue from the Available Queues list.

2. Click Delete.

3. In the Confirmation message box, click OK. The selected queue is deleted from the Available queues list.

4. When you are finished, click CANCEL to close the Confirmation dialog box.

Move Queues

The Available Queues list displays the existing queues in your database and the Processing Queues list displays queues you can currently use in a job. As an administrator or a user with sufficient permissions, you can move queues between the Available Queues to Processing Queues lists.

To move a queue from Available Queues to the Processing Queues list:

1. In the Available Queues list, select a queue.

2. Click the right arrow button.

   The selected queue is moved from the Available Queue list to the Processing Queues list.

3. Click Save to save the move.

4. After moving queues between lists, you must restart Indexing Service to apply the changes.

To move a queue from Processing Queues to the Available Queues list:

1. In the Processing Queues list, select a queue.

2. Click the left arrow button.

   The selected queue is moved from the Processing Queues list to the Available Queue list.

3. Click Save to save the move.

4. After moving queues between lists, you must restart Indexing Service to apply the changes.

As an administrator you can grant managers, team leaders, and other authorized users access to an Executive Dashboard where they can view progress on a daily basis to manage their exceptions, track staff progress, and present a standard set of target metrics to senior management and executive staff. The dashboard also includes export functions.

You can also use the dashboard as an administrator in UAT and production environments to verify the system is working as expected.

To learn more, see Transflo Workflow AI Executive Dashboard.

A user setting is a set of default properties assigned to an AppEnhancer Web Access user by the administrator. The user setting is created when a user logs in to AppEnhancer Web Access for the first time.

Note: If the current data source is using the Windows security provider, user settings are not created for users until they have logged in to Windows.

When you edit user settings, you can customize profiles on a per-user basis or edit the default user settings for all AppEnhancer Web Access users. If users are not given the Configure Work Station privilege, they cannot alter the settings that you have configured in their user settings. This enables you to uniformly configure functionality across clients, if needed. You can make changes to user setting values and save the changes to the database. Also, you can export settings to a file and import settings from a file. You can also undo changes that you have made, copy one setting to specific users and groups, or restore default values to reinitialize the database values to their original defaults.

Caution: Changes made to the user settings can accidentally disable AppEnhancer Web Access functionality. Settings should be changed only if necessary. If your AppEnhancer Web Access does not function correctly after you make a change, reset the settings to their default values.

1. Navigate to the Application Management > <your data source> > Web Access User Settings node in AppEnhancer Administrator.

2. Select one or more users or groups.

3. On the Data Source tab, configure the following Search/Result Set options:

   • Enable Preview Thumbnails for Each Document in Query Results: Allows user to specify whether to preview thumbnails for each document in query results.

   • Page Index of Preview Thumbnail Sets which page will be used in thumbnail preview.

   • Display Document in Separate Popup Window: Opens each document in a separate browser window. This setting applies only when you open documents from the Query Results page. It does not affect document display during batch import or document indexing.

   • Show Document ID Includes AppEnhancer document IDs in the query results.

   • Show Previous Document Version: Displays the previous document revisions in the query results.

   • Document ID Sort Order: Sets the sort order (the order in which a result set is sorted and displayed, based on the document ID) for documents in the query results.

   • Query Results Page Size Limit: Limits the number of results per page in the query result. Type any number from 1 to 500.

   • Enable Document Properties Search Configures the search criteria page to include document properties as well as document index values.

   • Document Index Export Format Sets the format for exporting document index values.

   • Enable Preview Thumbnails for Each Document in Query Results: Enables you to specify whether to preview thumbnails for each document in query results.

   • Page Index of Preview Thumbnail: Sets which page will be used in thumbnail preview.

4. On the Data Source tab, configure the following Document View options:

   • Prompt for Checkout Prompts you to check out the document when you open it from the Query Results page.

   • Show Page Thumbnails Displays page thumbnails for an open document.

   • Enable Inline Rendering of Foreign Files Enables HTML export of foreign files on the server side.

   • Use Browser to Display PDF Files Provides a link to view the PDF files in a new browser tab or window if the browser can display PDF files in their native format. You can also install Adobe Acrobat Reader to view PDF files.

   • Use Browser to Display Secured PDF Files: Provides a link to view the secured PDF files in a new browser tab or window if the browser can display PDF files in their native format. You can also install Adobe Acrobat Reader to view PDF files.

   • Enable Inline Viewing of PDF Files: Enable inline viewing of PDF files inline in Viewer instead of a PDF file link while using a browser to display PDF files or secured PDF files.

   • View Native Images Display Bitmap, GIF, JPEG, PNG images in Viewer in native format without Render Server capability.

   • The Number of Pages to Pre-render Set the number of pages to pre-render after current page is loaded. Its valid value is from 0 to 5 and its default value is 3. Sets 0 means turns off pre-render function.

   • Thumbnail Number Limit Limits the number of thumbnails for a document to help improve rendering performance.

   • Open Office Documents with Office Online Server: Enables viewing and editing Microsoft Office Documents using Office Online Server (OOS).

   • Display DPI of PDF/Image file in viewer Sets the display DPI of PDF and Image files in the viewer. The value range is 72-999. The default value (-1) is the original DPI. This option can be configured by the administrator only.

   • Automatic Displaying DPI: Renders images using dynamic DPI scaling to improve rendering server performance. When this option is enabled, the DPI value set in Display DPI for PDF/Image file in viewer is ignore.

     Note: If you do not encounter performance issues while rendering, this option should be disabled.

5. On the Data Source tab, configure the following Index options:

   • Show Index View Enables you to specify whether to display index fields for an open document.

   • Check for Matching Index When you index a new document, checks for duplicate index entries for documents in the current application and provides an error message if a matching index is found.

   • Enable Dual Data Entry Enables you to set dual data entry as the required method for entering document indexes. Selected by default.

   • Ignore Date Stamp Ignores the date stamp field for the matching index check.

   • Index Results Page Size Limit Limits the number of indexes displayed on a page.

6. On the Data Source tab, configure the following Import options:

   • Display Batch in Separate Popup Window Opens the batch in a separate window.

   • Enable Scanning Scan feature can create a new document or batch. It can also scan documents into an existing document or batch.

   • Scan File Type Sets the scanned file format to AutoDetect, TIFF, JPEG, PDF, or PNG.

   • Scan Feed Mode Sets the scan feed mode to Auto or Single.

   • Import Email Attachment as New Page If set to true, imports email (.msg) body as one page and attachment as another page (If attachment contains attachment, adds more pages).

   • Start New Document from a temporary Batch Create a document from batch (legacy way by default) or new document directly.

   • Inspect PDF File Inspects PDF files when they are imported.

   • Decrypt PDF File: Decrypts secured PDF files when they are imported.

   • PDF Portfolio Import Options Sets the import settings for PDF Portfolio files. You can choose from No Detect, As Foreign File, or Extract Embedded Files. No Detect indicates that no attempts are made to identify PDF Portfolio files. As Foreign File indicates that portfolio files are maintained as foreign files and to view a file, users must first download it before opening it in a PDF viewer. Extract Embedded Files indicates that all embedded files are extracted from the portfolio file and imported as separate pages before the original PDF portfolio file is deleted.

7. On the Data Source tab, configure the following Export options:

   • Use PDF Format if Possible: Exports documents in the PDF format, if applicable. If you select this option, you cannot set the image format for black and white, 4-bit and 8-bit color, and true-color images.

   • PDF Sets the PDF file export format for PDF or image.

   • Black and White Images Sets the image format for black and white images. Available values are: Windows BMP, TIFF, and Compressed TIFF.

   • 4-bit or 8-bit Color Images Sets the image format for 4-bit or 8-bit color images. Available values are: Windows BMP, Compressed Windows BMP, GIF, TIFF, and Compressed TIFF.

   • True-Color Images: Sets the image format for true-color images. Available values are: Windows BMP, GIF, JPEG, TIFF, and Compressed TIFF.

   • JPEG Quality Factor Sets the quality factor when you select JPEG as the True Color Image format. Type any number from 1 to 100.

   • Text Specifies whether you want to export textual data as text or as an image.

   • Use Multipage Files Enables the export of multipage documents.

   • Export in Archived Format Enables the export of documents in the archived format.

   • COLD Form Overlay for Export Sets the type of COLD overlay you want to use when you export documents. Available values are: Text, Image, None.

   • Merge Selected Documents into One Combines the selected documents from a query results list into single document.

8. On the Data Source tab, configure the following COLDoptions:

   • Default View COLD Form Overlay Specifies the type of COLD overlay to use when you open documents. Available values are: None, Text, and Image.

   • Show Color Bars Turns on the color view.

   • Color Bar Lines (1-6) Sets the width of color bar bands. Use a number from 1 to 6. The default is 3.

   • Color Bar Color Sets the color that is used for the color bar bands. When you view documents in AppEnhancer Web Access Document Viewer, the background is composed of alternating bars of a selected color and white.

   • Text Font Name Sets the name of the font to use for text data.

   • Text Font Size Sets the point size to use for the selected font. This is a required field. Type a font size from 6 points to 24 points.

   • Text Font Bold Displays text in bold typeface.

   • Text Font Italic Displays text in italic typeface.

9. On the Data Source tab, configure the following Printoptions:

   • COLD Form Overlay for Print: Sets the type of COLD overlay you want to use when you print documents. Available values are: Text, Image, None.

   • Endorse Printed Pages: Configures printing so that printed documents are endorsed.

   • Endorsement Position: Sets the endorsement position, if you select Endorse Printed Pages. Available values are: LeftTop, LeftBottom, RightTop, and RightBottom.

   • Endorsement Text (Maximum of 70 characters): Specifies the text to appear in an endorsement, if you select Endorse Printed Pages. This field also supports predefined macros. You can type up to 70 characters, including spaces.

   • Page Fetch Retry Enabled: If an error occurs, sets the application to continue its attempts to retrieve a page as many times as you specify in the Page Fetch Retry Count field. Selected by default.

   • Page Fetch Retry Count (1-10): Sets the number of attempts that the application makes to retrieve a page if an error occurs. Applicable only if you select Page Fetch Retry Enabled.

   • Show Print Log: Displays the log when the print operation ends.

10. On the Data Source tab, configure the following E-mailoptions:

    • Use PDF Format if Possible: Sets the format for email attachments to PDF.

    • PDF: Sets the PDF file export format for PDF or image.

    • Use XPS Format if Possible: Sets the format for email attachments to XPS.

      You can choose either the PDF or XPS format. If you select these options, you cannot set the image format for black and white, 4-bit and 8-bit color, and true-color images.

    • Black and White Images: Sets the image format for black and white images. Available values are: TIFF, Windows BMP, and Compressed TIFF.

    • 4-bit or 8-bit Color Images: Sets the image format for 4-bit or 8-bit color images. Available values are: Windows BMP, Compressed Windows BMP, GIF, TIFF, and Compressed TIFF.

    • True-Color Images: Sets the image format for true color images. Available values are: Windows BMP, GIF, JPEG, TIFF, and Compressed TIFF.

    • JPEG Quality Factor: Sets the quality factor when you select JPEG as the True Color Image format.

    • COLD Form Overlay for Email: Sets the type of COLD overlay you want to use when you email documents. Available values are: Text, Image, None.

    • Display Text as: Indicates the display of textual data as text or image. Image is selected by default.

    • Use Archive File Format: Enables you to use the archive file format for email messages.

    • Use Multipage Files Enables you to email multipage documents. Selected by default.

    • Send Attachments as Hyperlinks Enables you to use hyperlinks for email attachments. Selected by default.

    • Send Documents as Email Attachments Enables you to choose if you want to include documents as hyperlinks or attachments in an email. When this option is set to False, you can send documents as hyperlinks only. This option can be configured by the administrator only.

    • Merge Selected Documents into One Combines the selected documents from a query results list into a single document.

    • Mail Message Format: Specifies the format for email messages. HTML is selected by default.

    • Client Email Format Specifies the format for email messages that are saved to the desktop client. MSG is selected by default.

    • Registered Mail Address Specifies the default mail address of a user. This option can be configured by the administrator only.

11. On the Data Source tab, configure the following Full-textoptions:

    • Enable Full-Text Search: Configures the search criteria page for full-text search. The option is selected by default.

      • To enable this feature, select Request Full-Text Search Support on the Login page when you log in to a data source.

      • Disabling this option does not release the full-text license that was assigned to you when you logged in to AppEnhancer Web Access.

    • Thesaurus: During queries, includes a thesaurus search for words that are related to the search criteria.

    • OCR Language: Sets the default language to submit documents for OCR indexing.

    • Prompt Submitting Full-Text Index/OCR Dialog: If selected, each time you submit documents for full-text or OCR indexing, a dialog box appears to enable you to select an OCR language from a list box. If not selected, no dialog box appears. The value set in the OCR Language field is the default.

12. On the Data Source tab, configure the following Otheroptions:

    • Show Checked Out Documents in Home Page: Allows user to specify whether to show currently checked out documents in home page.

    • Only Show Recently Created Documents by Current User: Shows only the recently created documents by the current logged in user in the application page.

    • Job Manager (only in Administrator) Maximum Count of Backend Print/Export/ Email Job – When enabled, processes long-running print, export, and email jobs in the background and not in the WebAccess UI. It improves user experience by allowing other WebAccess operations simultaneously. This item defines the maximum job count of a user.

13. On the Application tab, select an application and configure the following options:

    1. Search/Result Set:

       • Result Set Sort Column Column sorting of the result set. This option is used to configure which column the query results are sorted by (it requires an index of the column as opposed to the column name).

       • Result Set Sort Order Sort order of the result set.

       • Result Set Display Columns Number of columns to be displayed in the result set.

       • Result Set Column Order Order of columns of the result set.

    2. Index:

       • Sort by Index Field Name Sort order of index.

       • Result Set Sort Order Sort order of the result set.

    3. Others:

       • Document Title Field Title for the document. The list of index fields populates according to the application you select. The value assigned to the selected field appears as the title of all documents that belong to the selected application.

    4. Batch:

       • Batch Sort Column: Default column sorting of the batch list.

       • Batch Sort Order: Default sort order of the batch list.

       • Allow Public Owner: Enable batch public owner.

       • Allow Private Owner: Enable batch private owner.

       • Allow Group Owner: Enable batch group owner.

14. Click SAVE.

15. You can also configure additional settings by using the following options:

    • SET DEFAULT: Initialize selected user settings to default values.

    • COPY TO: Copy user settings from one user or default profile to other users and groups.

    • IMPORT: Import existing user settings or merge with current profile. If the merge file does not contain a value for a particular setting, the existing setting does not change.

    • EXPORT: Export the user settings to an XML file.