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Manual: Office Addin Installation
Detail: Please note the Office addin will only support Office365 authentication, if your Sysero instance has been setup for Office365 authentication, please see seperate Knowledge article on setting that up.

For the Office addin to support Office365 the following registry setting should have been set:

HKLM\Software\Sysero\SyseroCTXOffice\SyseroCTX_AuthMode = 1

If 32bit Office on 64bit Windows Wow6432Node will be between Software and Sysero.

Please note if it was not set on install, we can set it automatically during install, please contact us.
Relevance Score: 0.1891018
Manual: Administration
Detail: This can be configured in lots of ways, but the below will give a starting point.

URL : https://webgate.ec.europa.eu/fsd/fsf/public/files/xmlFullSanctionsList_1_1/content?token=dG9rZW4tMjAxNw

NodeXPath Example : //nameAlias[(lower-case(@lastName)=tokenize(lower-case('[!Search!]'),' ') and lower-case(@firstName)=tokenize(lower-case('[!Search!]'),' ')) or lower-case(@wholeName)=lower-case('[!Search!]') or lower-case(replace(@wholeName,'^(?:([\w]*)(?: (.*))? )?([\w]+)$','$1 $3'))=lower-case('[!Search!]')]

Input Mapping : Search

Output Mappings:
  • @wholeName
  • @function
  • #string(regulationSummary[1]/@publicationUrl)++Download Regulation
Relevance Score: 0.1891018
Manual: Administration
Detail: By default LDAP Data Actions are limited to 1000 results, this can be increased by setting web.config setting to say e.g. 2000 in appSettings section:

<add key="ADPageSize" value="2000"/>

After setting IISReset may be required for setting to take effect.
Relevance Score: 0.1891018
Manual: Administration
Detail:

Before using this method of data import we recommend talking to Sysero, as we might have other options that suit your requirement. 

Please do the below steps in a test Data Room first, to make sure any date formats etc. are in acceptable format.

  1. Go to Admin > Data Rooms > Edit Data Room > Advanced Settings > Import Bulk Data.
  2. Download Excel Template.
  3. If document upload is required add another column called (DocumentUNC).  Or if a http link is required as attachment add column (Link).
  4. Populate Data.
  5. Note if DocumentUNC path used it must be accessible by the Sysero server.
  6. Save XLS and upload it on same page as you Downloaded Excel Template from.

Note:

  • Multiple Repeater Rows : To import multiple values into repeater the import template will create the first set of columns for the first row.  Simply duplicate those columns directly after the first set in same order first set are, but rename the description outside of brackets to identify row number e.g. Repeater2(XMLField1/TextField1).
  • For folder path imports to Taxonomy you can use a normal structure e.g. Folder1\SubFolder1.  To do this modify the Excel template, change the first Repeater/Taxonomy column name from e.g. XMLField1/TextField1 to ImportTaxonomy/XMLField1.  It will work out its parent repeater section and create any missing entries in the Taxonomy.
  • CheckBox Fields : If you had for example choices Example1, Example2 and Example3 and needed to check Example1 and Example3, you would put Example1;Example3 in column.  So the delimeter is a ;.
Relevance Score: 0.1891018
Manual: Administration
Detail:

Coupled Data Rooms have the following Types:

  • Parent to Children
  • Child of Parent(s)
  • Related

Below are a couple of scenarios to explain their usage:

  1. If you have a Knowledge Library and you want to attach Drafting Documents to it, you would probably have two Data Rooms, Knowledge Library and Drafting Documents. 
    1. In the Knowledge Library Data Room you would create a Coupled Data Room Section.
    2. Set the Type to be Parent to Children.
    3. Set the Child Data Room to be Drafting Documents.
    4. Save the section and form.
    5. Although not necessary you could then show the Parents on the Drafting Documents Data Room by adding a Coupled Data Room Section.
    6. Set the Type to be Child of Parent(s).
    7. Set the Parent Data Room to be Knowledge Library.
    8. Make sure the correct section from Knowledge Library is selected.  If Knowledge Library was Coupled to other Data Rooms it would cause items to appear in wrong section if set incorrectly.
    9. Save the section and form.
  2. For document automation where you require a data room to be linked as a child of another, you can do the following:
    1. Create a new data room for the child data
    2. In the main data room make a section that is a coupled data room section
    3. Set the type to be parent to children and select the child
    4. The fields menu in automated templates in the parent data room should now have the ability to add repeat tags for the coupled data room content on the parent section
  3. If you have Knowledge Items that are often used together and they have equal relationship, so they should display if they are either children or parent items.
    1. Add section to Knowledge Library.
    2. Set the Type to be Related
    3. Select the related Data Room, in this case iteself but could be another.
    4. Select the related section, same reasons as in previous scenario.
    5. Save the section and form.
Relevance Score: 0.1891018
Manual: Tips and Tricks
Detail:

If you have rows in a repeater with specifc values, enter the following in the OnSave Formula:

cast(XmlField1 as xml).value('count(!Xpath!)', 'varchar(50)')

and the following in the Add a repeater xpath field:

//RepeaterData/Repeat/*[@DatabaseValue="TextField2" and @Value="Rate2"]

Thiis assumes your repeater looks like this:
  <Repeat UserID="1014">
    <Data LabelText="Record Day or Hour" DatabaseValue="TextField2" Name="Record Day or Hour" Value="Rate2" />
  </Repeat>

Relevance Score: 0.1891018
Manual: Tips and Tricks
Detail: (
SELECT max(CONVERT(DATETIME,Repeater.Data.value('Data[@DatabaseValue="DateField3"][1]/@Value','nvarchar(max)'),103))
FROM (SELECT CAST(XMLField1 as xml) as xmlres) as conxml 
CROSS APPLY conxml.xmlres.nodes('//RepeaterData/Repeat/Data[@BooleanValue="False"]/parent::Repeat')
Repeater(Data))
Relevance Score: 0.1891018
Manual: Tips and Tricks
Manual: Administration
Manual Level Two: Business Process, Data Rooms
Detail: Unlike Word where you can submit document from addin, the PDF documents need to be uploaded via the web interface.  So to add to an business process for use in automated process as static content requires a few more steps.  
  1. Document needs to be added to a Document Library e.g. Knowledge Library.
  2. Usually you will have one of two options on the search page:
    1. Icon allowng you to upload document, then complete profile.
    2. Button to create profile then attach document.
  3. Once uploaded to a document library you need to edit the business process of the automated app you want this document to appear on.
  4. Once in the business process editor you will find an option to Add Document, select the Document Library you added the document to, find the document, check selection box and click add.
  5. Document will now be available in forms editor for inclusion.
Relevance Score: 0.1891018
Manual: Document Automation
Manual: Tips and Tricks, Administration
Manual Level Two: Data Rooms
Manual Level Three: Forms Design
Detail: When adding document links to form via Formatted Field, you may find they are not in order you require.  To change this follow these steps:
  1. Go to the Business Process designer and move them into correct order.
  2. Swap order of documents to correct order.
  3. Save the process.
  4. Go to the forms editor.
  5. Edit the formatted field, the document links should now be in the correct order.  Save the field and form.
  6. The documents should display in correct order on the form.
Relevance Score: 0.1891018
Manual: Administration
Manual: Reporting, Administration
Manual Level Two: Wiki Pages
Detail:

Overview

Subject pages can be used to create custom landing page when refining on the search page to e.g. a Practice Area.  So for example if the documents are below a Practice Area > Sub Folder, you may want to display this at Practice Area level.

In this example we are going to combine them with reports.

Pre-requisits

Note : The below is only required for Cogent themed versions running on Sysero pre 1.22.0802.

First we need to add the below to the Javascript tab on Admin > Data Rooms > Design Form > Actions > Edit Search Header.

$(function() {
    // move subject page
    if ($('.searchShowSubjectPage').length > 0) {
        setTimeout(function(){
            let move = $('.searchShowSubjectPage').detach();
            $(move).prependTo('#pnlIndexResults').css('order','initial');
        }, 50)
    }
});

Create Web Report

To create a usage report go to Admin > Reports > Web Report.  For more information on creating reports Reporting part of Manual in Knowledge Base.

In this case we want the SearchResults presentation format.

We also need the following fields that will not be shown as meta data in this format.  Note any with _ are used by process but not shown:
  • _DocumentID : EWSID that will make sure correct icon is shown.  Default it Web icon.
  • _Path : If _DocumentID not available can pass a Path where is will use extension.
  • _Title : Title to place next to icon as link.
  • _Link : The link icon will take you to.
Please note facet querystring can be used with report by using psuedo code [!TextFieldx!] etc.

Create Wiki Page

Go to Admin > WikiPages and Create Wiki Page

In HTML for Wiki Page use format similar to below, please note below example uses two reports side by side.

Note : From Sysero version 1.22.0802 the below can be added to a new Wiki Page by going to "Load Existing" and selecting the two column report template.

<div class="LandingContent">
<h1>Welcome to Practice Home Page</h1>
<p>This area can be customised as required, including more reports, links or text etc. Click on refiners or search to find other documents.</p>
</div>
<div class="LandingReports">
<div class="LandingReport">
<h1>Most Used Documents</h1>
[Select Report1]
</div>
<div class="LandingReport">
<h1>Recently Uploaded Documents</h1>
[Select Report2]
</div>
</div>

In CSS add the following:

.LandingContent {
    padding: 20px;
    margin: 10px;
    background: #f9f9f9;
    border-bottom: 3px solid var(--main-colour);
    color: #121212;
    font: normal 22px/32px var(--font-header);
}

.LandingReport {
    padding: 20px;
    margin: 10px;
    background: #f9f9f9;
    border-bottom: 3px solid var(--main-colour);
}

.LandingContent { 
    text-align: center;
}

.LandingReports {
    display: flex;
    flex-flow: row wrap;
    justify-content: center;
}


.LandingReport {
    flex-basis: calc(50% - 20px);
}

.LandingContent h1, .LandingReport h1 {
    font-weight: bold;
    font-size: 24px;
    margin-top: 0;
    text-align: center;
}

.searchShowDefaultSearchContent p:last-child {
  margin-bottom: 0;
}

Assign Subject Page

Go to Admin > Data Rooms > Advanced Settings > Subject Pages

Create new subject page, select the new Wiki Page and Assigned the condition to the relevant refiner.

Relevance Score: 0.1891018
Manual: Administration
Detail: Custom Validation can be set on TextFields, so if you need it to only be a number entered, you can set the Custom validation expression e.g.

Custom validation expression
^[0-9]*$
Custom validation message Only Accept Numbers
Relevance Score: 0.1891018
Manual: Theming
Detail: Add following to css:
.lbAdvancedSearch { display: none!important; }
Relevance Score: 0.1891018
Manual: Tips and Tricks
Manual: Administration
Manual Level Two: Data Rooms
Manual Level Three: Forms Design
Detail: Sometimes you will require a field that has a unique value e.g. a Record No. or maybe only an e-mail address only used once in all the records.

Unique values on fields can be set in Form Designer > Edit Field > Behaviour Settings > Field values should be unique.

For normal sections field validation will run and block entry of two of the same values on that field. 

Note : If set on a Repeater section, the unique rules are currently only enforced when importing data to avoid duplicates.  
Relevance Score: 0.1891018
Manual: Tips and Tricks
Manual: Administration
Manual Level Two: Data Rooms, Job Scheduler
Manual Level Three: Importing
Detail:

Importing Data

We have the following options:
  1. Job Scheduler
  2. Excel
  3. REST API
Please note for importing data we recommend you have a test Sysero instance to get the import correct before format before setting up import in production instance.

Job Scheduler

The initial import of data will use the Job Action DataRoom Importer, use of this requires the following:
  1. Create a Data Action that returns multiple rows that you need to import.  Output mappings should be mapped to target data rooms fields.  Please note you should not include Repeater sections as these need to be done with a seperate Job once record exists.
  2. It is recommended you include a primary key field in the target DataRoom that should match a primary key value from the source data.
  3. In the Job Scheduler create a Job using action DataRoom Importer, set the following fields:
    1. Application : Target DataRoom.
    2. Data Action : Data Action you just created.
    3. Primary Key : Field you identified to store primary key, will avoid duplicates and allow for updates from source data.
    4. Mode : Are you just adding, or allowing updates or removing records that no longer exist etc.
    5. Cient Company : Site that is owner of the data, more important if shared across multiple sites.
  4. Double check values and save, any mistake here could result in data loss in another data room!
  5. Run job and check results.
Once the record exists in Sysero you can use the Execute Data Action Job Action to perform things like populating repeater or attaching document from external source.  Example below details populating repeater:
  1. Create Data Action to select data from source using input mapping from Data Room to filter results as required.
  2. Source data should return only rows and fields required to repeater for item filtered by input mapping.
  3. Output mappings should be to target repeater section only and only single repeater section.  If more than one repeater needs populating it will require multiple data actions and jobs.
  4. Create Job using Job Action Execute Data Action, set the following fields:
    1. Application : Target Data Room to iterate through items to execute data action against.
    2. Data Action : Data Action you just created.
    3. Initiate Field : If you need to filter only certain records to import against.
    4. Initiate Value : Value for above to match on.
    5. Complete Field : Field to write value to if data action has been run.
    6. Complete Value : Value to set for above.
    7. Mode : Either SyncRepeater or SyncRepeaterClearFirst, second one will clear repeater entries first.  Please note if any repeater fields is set to Unique Values in Forms Editor, it will use this like a primary key to avoid duplicate entries.
    8. Double check values and save, any mistake here could result in data loss.
    9. Run job and check results.

Excel

To import data from excel please follow these steps:
  1. Go to Admin > Data Rooms > Target Data Room > Edit Data Room > Advanced Options > Import Bulk Data.
  2. Click Download Excel Template, this will provide a template with the correct column headings based on the designed form.
  3. Insert data into Excel Spreadhseet.
  4. Back on Import Bulk Data page select saved spreadsheet.
  5. Click import.
  6. Wait for import to complete.
  7. If there are errors an excel spreadsheet will be created with details on each one so that you can resolve and re-import.  Note this is one reason we recommend test instance first.

REST API

Rest API documentation can be found in Admin > System > API.  The following methods are ones you may want to look at:
  • Item : Submit
  • Item : Update
Relevance Score: 0.1891018
Manual: Tips and Tricks
Detail: If you have a number field in a repeater and want the total to aappear in the main form, simpley use this format in the OnSave Formula:

cast(xmlField1 as xml).value('fn:sum(//RepeaterData/Repeat/Data[@DatabaseValue="NumberField9" ]/@Value)', 'int') 
Relevance Score: 0.1891018
Manual: Tips and Tricks
Manual: Administration
Manual Level Two: Data Rooms
Manual Level Three: Forms Design
Detail: Below is an example of converting en-GB date format of dd/mm/yyyy to date for manipulation and adding number of months to a date.

In the live formula you will be calling something like dateaddmonth('[DateFieldx]',numberofmonths)

The matching function below will need to be added to the Input form header in the JavaScript section.

function dateaddmonth(invalue,addmonth){
try
{
var parts = invalue.split("/");
var options = {
        year: "numeric",
        month: "2-digit",
        day: "2-digit"
    };
var d1 = new Date(Number(parts[2]), Number(parts[1]), Number(parts[0]));
d1.setMonth(d1.getMonth() + addmonth-1);
return d1.toLocaleDateString("en-GB",options);
}
catch(e)
{
    return e.Message;
}
}

Please note this is an example and changes will be required for your environment or requirement e.g. you may need to add years or combine two dates.
Relevance Score: 0.1891018
Manual: Administration
Manual: Administration
Manual Level Two: Job Scheduler
Detail: There are several ways to archive then delete items from a Data Room, below are the various options:
  1. Data Room Setting : Auto Archive Items based on number of days since Last Edit Date.
  2. Data Room Setting : Auto Delete Items based on number of days since Archived.
  3. Job Scheduler : Auto Archive Items based on field value in Data Room.
Please note all of these options have potential to cause serious data integrity issues if not used correctly, the most serious being if "Auto Delete Items" is used incorrectly, as this is not recoverable at all.

Note : You can also archive individual items via API calls or Archive Item Data Action, API call also supports deletion of individual items, but please do not use this without discussing with Sysero first.

Auto Archive Items

This setting is found under Admin > Data Rooms > Data Restrictions.  It requires the Job Scheduler to be running job action Process Sysero background tasks > Auto Archive.  You set the number of days until after the Last Edit Date on the record, it will then archive them when the job runs.  Not archiving is not Deletion and they can be restored at this point, but if not used carefully can archive lots of live records, which will require considerable effort to resolve.

Auto Delete Items

This setting is found under Admin > Data Rooms > Data Restrictions.  It requires the Job Scheduler to be running job action Process Sysero background tasks > Auto Delete.  You set the number of days until after the Last Edit Date on the record for only records that are Archived, it will then delete them when the job runs.  Note this is non recoverable, the record is fully deleted, so extreme care should be taken when setting this up.

Auto Archive Items based on field value in Data Room

This setting is found under Job Scheduler as a Job Action that can be scheduled.

You need to set one or more initiate field(s) and value(s) for it to match on (it will and them together) . If using a date field you can use = < or > with pseudo value Today with + or - number of days required. The Complete Field can then also set a field value when the record is archived.
Relevance Score: 0.1891018
Manual: Tips and Tricks
Detail: With sysero information can be used to pre-populate values via the URL e.g. 

https://www.example.com/editclaimtabbed.aspx?CompanyID=1&ApplicationID=1&TextField1=123

So on opening new form that field e.g. MatterNo. that is TextField1, would be pre-populated with 123.

Now passing large amounts of information this way would be unreliable due to formatting and length restrictions of URL.  So one way to do this is via OnLoad (new only) Data Actions.

In the example of using say a MatterNo, you would still set this via the URL.  For all the other information you would set up a SQL or REST Data Action as usual to pull the information based on the MatterNo as input. 

Before setting it as an OnLoad (new only) Data Action, you should set it up as Manual, to test it with button click to see data is being found.  The once happy it works set both:
  • OnLoad (new only)
  • Auto select row if one result returned
The above will on run on new request, so won't accidentally update data on existing records.
Relevance Score: 0.1891018
Manual: Tips and Tricks
Detail: So if there is a reason you want a confirmation option shown if someone clicks next on a decision e.g. This is about to e-mail client a, do you want to confinue?

Go to the Decision in the process designer and set the text for setting "If set confirmation to progress decision will be shown".  If you want to disable it simply clear the text.
Relevance Score: 0.1891018
Manual: Tips and Tricks
Detail: For this example will use a scenario where you are passing a MatterNo. over to Sysero via a link, but you want to open the existing record if that MatterNo. already exists in the DataRoom.

So usually to start a new item passing a value you would add the bit in bold below to the URL (123 being the test MatterNo in this case):

https://www.example.com/editclaimtabbed.aspx?CompanyID=1&ApplicationID=1&TextField1=123

If in behaviour settings you have set the External Name, it might be &MatterNo=123

At this point the link would create duplicate records with MatterNo. 123.  To change it so that it will open a matching record if exist, we add the below:

https://www.example.com/editclaimtabbed.aspx?CompanyID=1&ApplicationID=1&TextField1=123&MatchField=TextField1&MatchValue=123

Please note MatchField must use the Database Field and cannot use the External Name.
Relevance Score: 0.1891018
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