Sysero

DataAction using EU Sanctions List

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

Importing Data into a Data Room via Excel

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.

Go to Admin > Data Rooms > Edit Data Room > Advanced Settings > Import Bulk Data.
Download Excel Template.
If document upload is required add another column called (DocumentUNC). Or if a http link is required as attachment add column (Link).
Populate Data.
Note if DocumentUNC path used it must be accessible by the Sysero server.
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 ;.

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Count specific rows in a repeater

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>

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Calculated field used in Maintenance App

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))

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Summing values in repeaters

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')

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Manipulating Dates with Live Formula

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.

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Scheduling Archive/Deletion of Multiple Items

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:

Data Room Setting : Auto Archive Items based on number of days since Last Edit Date.
Data Room Setting : Auto Delete Items based on number of days since Archived.
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.

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Pulling Data from Another System on a New Record via OnLoad (New Only) Data Action

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.

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If you want to have an OK or Cancel button when someone clicks Next on Decision

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.

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URL to new Item avoiding duplicates using MatchField and MatchValue

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.

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Graphical Taxonomy

Manual: Administration

Detail: The below pseudo code can be used to display the Taxonomy in a more Graphical representation for up to a depth of 3 levels.

[Sysero:GraphicalTaxonomy(ApplicationID=|TaxonomyID=|MaxLevel=3|ExcludeIDs=|Theme=)]

ApplicationID : The ID of the DataRoom/Application, can be found in URL when editing Taxonomy.
TaxonomyID : The ID of the Taxonomy, can be found in URL when editing Taxonomy.
MaxLevel : To set max depth e.g. 1 will only show root items in tree.
ExcludeIDs : Certain entries can be hidden in , delimited list, please contact Sysero on how to find entry ID's.
Theme : Default is 00, when other themes become available we will document them.

For further customisations please contact Sysero to discuss.

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Error saving DataAction mapping if Output Variable Name longer than 50 chars

Manual: Administration

Detail: Sysero was setup with a column limited to 50, run the script below:

ALTER TABLE DataActionFieldMapping ALTER COLUMN DAFieldName NVARCHAR(max);

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DataAction using Approvers DataRoom Source to Populate Approvers for Workflow

Manual: Administration

Detail: DECLARE @SourceApplicationID as int = 0;
DECLARE @TaxonomyEntry as nvarchar(max) = '';
DECLARE @Emails VARCHAR(8000) ;
DECLARE @DisplayNames VARCHAR(8000);
SELECT @Emails= COALESCE(@Emails + ';','') + TextFieldX,@DisplayNames= COALESCE(@DisplayNames + ';','') + Users.DisplayName FROM Claims Join Users ON TextFieldX=Email WHERE ApplicationID=@SourceApplicationID AND ISNULL(Claims.Archived,0) = 0 AND ISNULL(Claims.TextFieldX) = @TaxonomyEntry
SELECT @Emails as Approvers, @DisplayNames as ApproversDisplay

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Report with Taxonomy Runtime Filter

Manual: Reporting

Detail: Follow these steps to create a simple Data Room report that can be filtered by Taxonomy:

Create new Web Report.
Give it a name.
Select Type Data Room.
Pick Data Room to report on.
Use the following select query replacing URL and CompanyID with correct values:

SELECT ItemName, 'https://www.example.com/EditClaimTabbed.aspx?CompanyID=1&listitemid=' + CAST(Claims.ID as nvarchar(max)) as Link FROM Claims WHERE ISNULL(Archived,0) = 0 {0} Order BY ItemName
The {0} is automatically replaced by Sysero with other parts of WHERE clause for Data Room and any Runtime Filters.
Select Taxonomy Field in Runtime Filters section. Note if Repeater Taxonomy code will automatically generate SQL.
Change Appear As to what you what filter to appear as e.g. Practice Area.
Change Filter Type to DropDown.
In Filter Query use syntax as found in article SQL to Lookup Root Taxonomy Level.

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Introduction to Wiki Pages

Manual: Administration

Detail: Where can I use Wiki Pages in Sysero?

Full page via URL - It is recommended you use the short link for this found when Editing the Wiki Page.
Search Results Default Content - This can be shown on Search Results page before someone enters a search term or clicks on a refiner.

What dynamic content can I include on a Wiki Page?

Reports - You can embed published Web Reports setup in Admin > Reports.

How do I link to other Wiki Pages?

The wysywyg editor included a WikiPages dropdown on the menu, from here you can inlcude links to other Wiki Pages.

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Introduction to Reporting in Sysero

Manual: Reporting

Detail: Before attempting to create reports in Sysero it is recommended you discuss you requirment with Sysero.

Types

There are two types of reporting:

Web Reporting : Using SQL queries you can create various types of tabulated or graph style reports. These reports can have filters added when viewing, embedded in Sysero wiki pages, sent in e-mail, be exported to excel or linked via XML to excel etc.
Word Reporting : These reports are constructed similar to Automated Templates. Unlike automated templates, the data from multiple items in a Data Room is used to construct the report. The use of these reports in very specific, so please contact Sysero for more information.

Recommended Skills

Web Reporting
- Ability to create and modify basic SQL select queries.
Word Reporting
- Familiar with Sysero Document Automation.

Security

Reports have a number of settings which determin who can access them and where they are displayed:

Web Reporting
- Role Reports: View - Without this no reports can be viewed by the user.
- Reports Assigned to Site - Only users with access to this site can view the report. Any reports assigned to a site will appear in Dashboard Panel type Reports.
- Reports Assigned to Data Room - Only reports that have Data Room added to site will appear in Dashboard Panel type Reports.
- Report Published Setting - This affects whether or not a report will appear in Dashboard Panel type Reports for any assigned to a site.
- Report Security Setting - This affects whether or not a report will appear in Dashboard Panel type Reports for any assigned to a site. Once set it will also block other users from viewing report even if they have Role Reports: View. Exception to this rule is when it is embedded in a Wiki Page or e-Mail etc. As admin has added them reports for a reason so must always be available.
Word Reporting
- Report Added in Admin > Site > Reports - This will determin if it appears in Dashboard Panel type Reports.

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Limit User Document Downloads

Manual: Administration

Detail: Document Download can be limited to a certain number a day for all users. Below are configuration steps:

Create a new e-mail template. Below are the psuedo code values you can use:
1. [DocumentLimit] : Total number of documents a user can download in a day.
2. [DocumentLimitUserTotal] : Total number of documents a user has downloaded in a day.
3. [DocumentLimitUser] : Name of user who has exceeded limit.
Go to Admin > User Settings and set the following:
1. Document Download Limit Block : Hard limit for that day.
2. Document Download Limit Alert : Point at which Alert e-mail is sent to an admin with notification set.
Go to Admin > Email Templates and set Document download limit alert.
Go to Admin > Users > User > Notifications > System Notifications and enable Document Limit Alerts.
For System Admin enable the role permission Management Tools: Manage user document download limit.

If a user hits the limit, people with the Management Tools: Manage user document download limit permission can reset the days limit in Admin > Users > User, clicking Reset Download Limit on the left.

You can also see how many documents of the limit have been downloaded that day in the user profile on the same page.

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Office365 API setup for Sysero Application calls to read AzureAD groups and other API REST calls (Microsoft Graph)

Manual: Administration

Detail: These calls are made at system level so a seperate App Registration is required in AzureAD.

Office365 (Azure Active Directory) Settings

Go to Azure Portal > Azure Active Directory.
Click on App Registrations.
Click on New Application Registration.
Enter the name e.g. Sysero (Application)
Leave Supported Account Types as Single Tenant
Note the Application (client) ID.
Note the Directory (tenant) ID.
In API Permissions check that the following is set Micrsoft Graph Application (not User Delegated) Permission:
1. Directory.Read.All
2. Group.Read.All
3. GroupMember.Read.All
4. User.Read.All
Grant Admin Consent.
In Certificates and Secrets add a Secret called Sysero and make a note of it.

Sysero

Set the following values in Sysero > Admin System > OAuth Settings:

OAuth ClientID Office365 (Application).
OAuth DirectoryID Office365 (Application).
OAuth Secret Office365 (Application).

Once complete Sysero at application level has access to use RESTOAuth type Data Actions to lookup groups or system jobs to sync via AzureAD groups via REST Microsoft Graph API.

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Using Key Vault in AzureAD to store Sysero DataRoom Encryption Key for Text Fields

Manual: Administration

Detail: Vault Key Secrets are used for encrypting Data Rooms. it is so that people can store their own encryption key, that only their users have access to.

Note only TextField types in Sysero can be encrypted and this is on case by case basis in form field settings.

Office365 (Azure Active Directory) App Registration Settings

Pre-requisit to this setup is that Setting up OAuth Authentication from Office365 / AzureAD to Sysero has already been completed.

Open the App Registration called something like Sysero (User Delegated).
In Authentication check Access tokens (used for implicit flows).
In Certificates and Secrets, add a secret and copy the value.
Add the following API Permissions:
1. Azure Key Vault > user_impersonation > User Delegated (Grant Admin Consent).

Office365 (Azure Active Directory) Key Vault Settings

Setup key vault:

Go to Azure Key Vaults.
Create Key Vault if required.
Add secret to Key Vault.
Copy Vault URI (Endpoint), Secret Name and Secret Version.

Sysero OAuth Configuration

Go to Sysero > System Admin > OAuth Settings:

Set Token Mode Office365 to OpenID and User Access Token.
Set OAuth Secret Office365 (User Delegated).

Sysero Key Vault Settings

These are set on a per Data Room basis and same key can be used. Please note if this key is lost there is no way Sysero can help you decrypt the data, it is lost forever. To configure:

Go to Sysero > Admin > Data Rooms > Data Room > Advanced Settings > Encryption and set:
1. Endpoint.
2. Secret Name.
3. Secret Version.
Go to Feature Settings and enable OAuth: Validate Office365 token on access.
For any fields that require vault key encryption, edit the field using forms editor and set in Text Field settings Encrypted to users with vault key access (no impersonation).

If key is disabled or other users do not have access, data will not be shown.

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Switch Job Scheduler, Role, List, DataRoom AD Sync from LDAP to Office365

Manual: Administration

Detail: The default directory Sync Mode of Sysero is to use LDAP. To switch it to use Office 365 first make sure you have followed KB Setting up Sysero connection to Office365 / AzureAD API for REST calls.

Go to Admin > System > User Settings, set Directory Sync Mode to Office365.

Note Office365 does not use the title of the group like LDAP, you need the Object Id, which you can find under Groups in Azure AD services.

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