Learning About the Documents Application

The Documents application is used to manage the flow of documents in Output Manager. In the navigation pane, click the Documents button to open the Documents application. The navigation pane displays a configurable Documents tree showing all of the document folders and saved document queries. From the tree, you can create document folders for organizing documents. Under the Document Queries folder, you can also create queries for quickly locating documents based on their properties and query folders for organizing queries. Document folders, query folders, and queries can be moved using drag-and-drop functionality.

Click the area of the window you want to learn more about.

Documents Application Navigation Pane Console window

Navigation Pane

When you right-click an item in the navigation pane, the following options will display. The options listed will vary depending on if a document folder, query folder, or document query is selected.

Navigation Pane Option Description See
Open Displays a grid view of the selected item. If a document folder is selected, all of the documents contained in the folder will be listed. If a document query is selected, all of the documents that meet the criteria of the query will be listed.  
Open in New Tab Opens the document folder or document query in a new tab.
New Folder Creates a new document folder or query folder under the selected folder. A new folder entry titled UnNamed will appear in the tree. Type the new folder name and press enter to create the folder. By default the new folder will inherit the security settings of its parent folder.
New Query Creates a new document query under the selected query folder. Displays the Document Query Tool dialog box.
Rename Renames the selected folder.
Delete Deletes the selected folder or query. Folders cannot be deleted if they contain any documents, queries, or subfolders.
Security Opens the Security Configuration dialog box for updating the security settings. This will define the type of access users and groups have to the documents either contained in the folder or that meet the query criteria.

Console window

The console window displays a tabbed view of the Documents tree selection. When a document folder is selected in the tree, the Documents grid will display listing all of the documents in the folder. Retained documents will appear in a blue shaded row. When a query is selected in the tree, the Documents grid will list all of the documents whose properties match the query. Notice the Documents grid is in a tab page control. By default, navigating in the tree will replace the information in the active tab. Document queries can be opened in a new tab, by right-clicking a query in the tree and clicking Open in New Tab. Your tree selection, open tab pages, and console window settings will be saved for the next time you open the application.

Grid shortcut menu options

When you right-click a document in the grid, the following options will display.

Grid Option Description See
View

Displays the selected document in the Viewer of your choice. The submenu options that display vary depending on the type of document selected.

OM Viewer — Displays the selected document in the Output Manager Viewer.

Windows Default Viewer — Opens the application installed in Windows that Windows has assigned to open that file type.

Properties Displays the properties for the selected documents. You can edit the document properties from the Document Properties dialog box.
Delete Deletes the selected document from Output Manager.
Hold Sets the state of the selected document to Hold. The document cannot be routed.
Ready Sets the state of the selected document to Ready. The document is ready to be routed.
Reprint Reprints the selected document at a scheduled time. You can choose to reprint the document using the original page range, clear the current page range and print the entire document, or reprint the document with a new page range.
Restore Restores the selected retained document to an active status. The document can now be automatically routed to a destination.
Route to Destination Sends the selected document to the destination of your choice. You can select one or more destinations in the tree.
Assign to Document Folder Sets the location the document will reside in Output Manager. A dialog box will display listing all of the document folders.
Assign Profiles
  • Assign Failover Profile — Assigns a failover profile to documents. Failover profiles specify what should happen to documents when they are sent to inaccessible destinations (they aren’t able to receive documents).
  • Assign Library Filing Profile — Assigns a library filing profile for sending documents to the document library. You will specify the library folder where documents will be sent, the file store, any notifications, and how long to keep documents before deleting.
  • Assign Notification Profile — Assigns a notification profile to documents. This will send notifications when specific events occur in the document life cycle.
  • Assign Output Process — Assigns an output process to documents. Output processes are used to modify document data while sending a document to a destination.
Billing Accounts  
Package Management Manages document grouping (or association with one another) for purposes of merging, zipping, or routing as a group. The Package Manager dialog box is displayed.
Run Ad hoc Action Configures and performs ad hoc rule actions on one or more selected documents. These actions have no associated rule or conditions. The configured action is performed against the documents unconditionally. You can configure the following actions.
  • Create Package — Configures a package of documents.
  • Zip Package — Zips the merged document or any other documents in Output Manager.
  • Merge Package — Configures the document properties of the merged file.
Run Ad hoc Rule Allows you to run any of the rules listed in the submenu. Only rules with the Allowed for document right click option selected on the Ad Hoc Rule dialog box are displayed.
View messages Displays all messages related to the selected document in the Message Console.
Schedule Schedules the selected document to print on the day and time of your choice.
Set Retain Period Assigns a retain period to documents. Retain periods determine how long documents will be retained.
Filters
  • Save Applied Filter — Saves the applied document filter.
  • Load Filter — Opens the Document Filters dialog box for selecting a saved filter.
  • Create New Filter — Creates a new filter for the grid. Displays the Filter Builder dialog box.
Queries
  • Edit Query — Opens the Document Query Tool for modifying the current query.
  • Load Query — Opens the Document Queries dialog box for selecting a saved query.
  • Create New Query — Opens the Document Query Tool for creating a new query.
  • Save Current Query — Saves the current query. The Document Queries dialog box displays. You can apply saved queries by right-clicking the grid and selecting Queries > Load Query.
Layouts
Important: Layout files are saved for the logged in user. You will only have access to load and delete the layout files you create.

Delete layout — Allows for deleting layout files created by the current user.

Load layout — Allows for loading layout files created by the current user.

Reset layout — Abandons any unsaved grid changes and resets the grid to the default settings. The default settings are configured in the Configure Document Properties Utility.

Save layout — Saves the current grid settings to a layout file for the current user.

Grid status bar options

The following are the options that display in the status bar below the grid.

Status bar option Description
Search Searches the grid. To search, type the text you want to find and press Enter or click the Search image. If the text is found, your focus will be moved to the first occurrence. New buttons will appear near the Search box that allow you to stop searching, move to the previous occurrence, and move to the next occurrence.
Print button Prints the contents of the grid.
Query button Displays the query tool for creating a custom query.
Refresh Query button Refreshes the current query.
Cancel Query Mode button Cancels the current query.
Paging buttons Allows for paging through the grid. Click the double left arrow button (<<) to go to the first page, the left arrow button (<) to go to the previous page, the right arrow button (>) to go to the next page, and the double right arrow button (>>) to go to the last page.
Number of Records Displays the number of records in the grid.

Document states

The following are the possible document states.

Document State Description
Hold The document cannot be routed to a destination.
Ready The document is ready to be routed. The document will begin printing when its routing criteria matches that of a destination and it is the next document in the queue.
Incomplete The document is being received into a source and is going through a transformation (for example, page count) and/or being scheduled. It will remain in this state until the transform and/or scheduling is completed.
Error The document cannot be successfully routed to a destination. The destination may be disabled or unavailable.
Busy The document has begun printing to a destination but will remain in this state until printing is completed
Retry Pending The document has been routed to a destination. If a failover profile has been configured, the document will continue to retry routing to this destination based on the failover criteria.
Scheduled The document is scheduled to be sent to a destination.