Import from Folders Mailbox settings

PANTHEON

For automatized import of documents through Mailroom from a custom folder, the eWorkflow Import from Folders is available on Datalab Web Service. The eWorkflow needs the Import from folders Mailbox, which must be created.

When creating, you determine the location of the folder for importing documents, classification and other data.

HINT For more detailed information about mailboxes, see the chapter Mailboxes in the technical manual.

CASE SUMMARY The person responsible wants to use Mailroom to periodically import documents from custom folder. The Import from Folders mailbox needs to be created and set up for use. This is done as follows: Creating an Import from Folders Mailbox Defining Mailbox header settings Defining Mailbox settings on tab Settings Defining Mailbox settings on tab eWorkflows Defining Mailbox settings on tab Task Autorun

1 Creating an Import from Folders Mailbox

Select the menu Settings | Program | Administration Panel | Settings | Documentation | Mailboxes panel.

In the navigation bar, select the (Enter Record) button.

A new mailbox is created.

Next, define required settings in Mailbox header.

2. Defining Mailbox header settings

Into the Name field, enter a custom name: Import from Folders.

Form the drop-down list in the Classification field, select the classification that will define documents transferred through the mailbox.

Select the Type of Mailbox in this case is Imput/Output.

HINT The Mailbox Icon visible in the Mailroom is preset by default, but it can be customized by clicking on the icon and selecting a different one from the gallery.

In the next step, configure the settings on the Settings tab.

3. Defining Mailbox settings on tab Settings

In the Subject field, select the subject that will define documents transferred through the mailbox.

With Operations, you determine the functionality of the mailbox. Select the folder, from which data will be imported and a folder for control, where imported documents are copied.

First create the custom folders for importing and control in Windows Explorer.

On the Settings tab, click the empty Operation field and enters the operation "acReadFrom". This is the command for importing documents.

Into the Data column, enter the path to the folder with files for import, for example: C:\ImportFolder

Into the second row of the Operation column, enter the operation "acMoveTo". This is the command for control of imported documents.

Into the column Data, enter the path to the control folder, for example: : C:\ImportFolder\bkp.

IMPORTANT The Log tab displays a log of events (transfers via mailbox). Tab Dates displays the last checked date for document statuses in the mailbox.

In the next step, configure the settings on the eWorkflows tab.

4. Defining Mailbox settings on tab eWorkflows

On this tab, eWorkflows are linked to Mailbox.
From the dropdown list select Import from folder.

HINT We can edit or add necessary Import from Folders eWorkflow from Web service in Workflow design register.

IMPORTANT When eWorkflow is linked to the mailbox, mailbox is visible in the Mailroom. Each added eWorkflow is displayed as an action button on the Mailroom form.

In the next step, configure the settings on the Task Autorun tab.

HINT Tab Classification allow default classifications are set for specific types of received mailbox documents. Tab Authorizations allows you to manage user authorizations for work with mailbox, especially in Mailroom.

5. Defining Mailbox settings on tab Task Autorun

Tab Task Autorun allows to set task automation for the mailbox eWorkflows.
Responsible person wants to set task autorun for eWorkflow Import from folders.

Select button Add "Import from folders" eWorkflows to transfer them to tasks list.

For the selected eWorkflow Import from folders define the task settings:

• In filed Run select Recurring for repeating task.
• In filed Start set tomorrow at noon as a start of the repeating task.
• In field Repeat Every 1 Days for repeating task every day.

To run task true PAAS  select checkbox Run on Automation Server and set desired Max. Duration.
 

HINT If checkbox Run on Automation Server is unchecked, which is default, task is executed on client PANTHEON running under user selected in Users tab.

Save the mailbox by clicking the (Post edit) button.

Import from folders Mailbox is now ready to be used in PANTHEON Mailroom. You can see user case in chapter Import from folders case.