[Legacy] PSIsafe Management Administrator Guide: Templates

version 11.0-11.3

Templates define various document parameters and controls document names when filing documents to PSIsafe.

The template determines the following parameters for documents:

• Document Description
• Document Security
• Document Retention Policy
• Create/Modify Date
• Document Versioning
• Document Types to be filed (MS Word, PDF, Tif, etc.)
• which document master template to use, and what automated processes the document takes after creation (workflow, email, printing, external saving, custom application).

Naming template in PSIPSIsafe.

Using the Advanced button at the bottom of the screen, you may set Restriction, Security, Retention, and Refresh Naming Templates to a selected number of templates at one time.

Define a Document Template

• From the main Management screen, click on Document Settings>Templates. Selecting Add or Edit displays the screen below.

            a. Choose Delete to delete the selected Template.
            b. Choose Add to add a new template.
            c. Choose Edit to change an existing template.

• Enter a Name for the document template in the name field.
• Select the document Security level to apply from the drop down list. This list will display the document classes defined in the Classes section of document settings.
• Select a Retention policy to apply to the document template from the drop down list. This list will display the document retention policies defined in the Classes section of document settings.
• Select the Enable Versioning check box if you would like a new document version to be created every time the document is edited. This is known as Template based Versioning.

• Choose a Restriction option if the template will be limited for use in a particular repository, cabinet, tab, user group, or user. Select the restriction type, click add to save the restricted appearance. More than one restriction may be chosen or the restriction may be removed.
  
• Click Next to proceed.

ASSOCIATED MANAGERS AND EXTENSIONS

• Select the document managers to which the defined template will apply. A manager for each document type to be filed using this template should be selected, i.e. If the document being filed with this template will be created as a PDF, MS Word, or Excel, select Adobe, Microsoft Word, and Microsoft Excel from the list of Available Managers.
• After selecting the required managers, click the add button in Step 1 to add the managers to the Associated Managers box. A file extension for each manager must be selected in Step 2.
  
  • Note: Using the CTRL or SHIFT key allows multiple selections of managers. CTRL allows pick from list and SHIFT allows selection of list.

Highlight a manager from the Associated Managers box. Click the Add button in Step 2.

• Select the extension this template will manage and then click OK.
• Next, associate a file with the selected extension by clicking the Pick button in Step 2.

• Browse to the file which will be used as the template for the selected extension and select it. If the system crashes, the extension(s) picked are retained in the sequel database.
• Limit one extension to be picked at a time in template creation during association of managers and extensions.
• Click the Next button to proceed.

NAMING SEGMENTS

Segments are used to create a document name. Segments are concatenated together to provide the document’s description. Segments can automatically be setup to enter data. They can be required so users must enter data for them. Pull-down lists may be created for each segment.

• Click the Add button to define a new Segment.

• Choose an automated fill segment name or enter a new segment name in the Segment Field. A prompt may be set up. A prompt is a string within {} that is only used to inform the user what to put in the segment. Anything within the {} is not included in the document description. For instance {Enter invoice date} would instruct the user to enter the invoice date, but would not include that in the document description.
• There are a number of predefined segments – select any of the provided definitions including, dates, PSIsafe user names, PSIsafe folder indexes.
• Enter a Format for the segment if needed. Formats are used to provide a mask, so data is entered in a uniform manner (such as id numbers, phone numbers, …)
• The Required check box is used to make the user enter data for the segment. Non-required segments may be left blank. Do not use required on data that is automatically brought in – this is indicated using the <> before and after the segment.
• The Tab Skip check box is used to skip the associated segment when entering document information. This is useful if the segment is automatically populated and needs no further user intervention. Using the tab key will cause this field to be skipped. This speeds up data entry.
• The last part of a Segment is the List Entry part. The administrator may build a list of values the user should select from, when entering segment values. A list may be imported or exported to a text file or items may be added/deleted using the Insert/Remove Buttons. Two options are provided at the top of the screen. One allows the user to only select data from the list. The other allows the user to either pick from the list or enter other data.

TEMPLATES SEGMENTS:

Adding Segments – Hold the ALT key and type A. This will add a new segment and position the
cursor within the segment ready for typing. Hit Enter to save entered segment text before using
ALT-A to add another segment. All other operations are unchanged.

Select Segments Ellipsis:

Clicking on the Segment Ellipsis brings up the “Select items” dialog box and automatically inserts
the cursor in the quick search field.

Screens showing a completed template in Management and defining a document in PSIsafe are shown below.

COMPLETED DOCUMENT TEMPLATE

Document Template brought into PSIPSIsafe – red indicates required segment – naming template is restricted to the tab Benefits.

TESTING TEMPLATE ELIGIBILITY

Templates used for Document Sets and Batch Templates must meet specific criteria and can be
analyzed using the Check Validity button in Management. Select the desired Template and desired
circle (Batch or Document Set), and then click the Check Validity button.

• Templates used as a Batch Template are validated after selecting a User.

• Templates used as a Document Set are validated after selecting a Cabinet.
  If a Template is not valid, a list of criteria is displayed. If the Template is valid, a confirmation
  message is displayed.

EDIT LIST

Management in the Naming Template segments. In the Edit List Box, may Alphabetize, Add,
Delete, Edit, move list up and down and import and export. If you want to change an item click on
edit, will pull the edited item into the enter text box and the change may be made, hit enter and
the item goes back to the item list.

WORKFLOW/EXPORT

To send the document into Workflow, when created, check the workflow enabled checkbox, select a user, group or rule, and then select the destination in the Send to: browse list. Comments to be sent with every document using this template may be entered in the remarks box. Notification in “Settings” for emails must be set up. This will workflow upon creation of document. Exporting the document is done by selecting the appropriate export mechanism (email, printer or hard disk), and entering the destination. Email works only if notification is set in System>Settings.

If Email is checked document will be email, notification must be set In Management>System>Settings; may print document; or send to your hard disk.

Click Next to proceed to the summary page.

TEMPLATE POST CREATION EMAIL OPTIONS

Post Creation emails can have the Subject and Body automatically populated by entering a default Subject and Body text in the document template. Entered text and any folder index or the document’s file name can be applied to the Subject and/or Body of the email.

To include a folder index use <Idx#>, where # is the index number
To include the file name use <fn>

Option to send email without attachment:

In some cases, attaching a document is not desired. This is accommodated by checking the “Send
Email Without Attachment” box.

Insert File Name

The <fn> entry can be used in the document title segment to automatically insert the source
file’s name into the document title. <fn> works when an existing file is brought into PSIsafe via
import or Drag and Drop. <fn> is ignored if the template is also used to create a new document.
Templates> at Step 3 of 5. Enter <fn> into the desired segment.
If the same template is used to create a “New” document, using the document associated with
the template, the <fn> segment is ignored. If printing into PSIsafe, the word “data” will appear in
the segment.
Template configuration:

SUMMARY

After reviewing the summary of the naming template, or click the Finish button to save the new or edited template, or click the Cancel button to abandon the changes to the template. The Previous button lets you move back through the template settings to make changes, if necessary.
More information is available in the workflow manual.

Keywords: PSIsafe Management Key Concepts, How to create Naming Templates, How to edit Naming Templates