Sysero

SyseroCTX Office Authentication on Office365

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.

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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

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LDAP data action only returning maximum of 1000 results

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.

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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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TextField Custom Validation Numbers Only

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

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Hide Advanced Search button in Cogent Theme

Manual: Theming

Detail: Add following to css:
.lbAdvancedSearch { display: none!important; }

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Unique Values

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.

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Importing External Data into Sysero

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:

Job Scheduler
Excel
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:

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.
It is recommended you include a primary key field in the target DataRoom that should match a primary key value from the source data.
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.
Double check values and save, any mistake here could result in data loss in another data room!
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:

Create Data Action to select data from source using input mapping from Data Room to filter results as required.
Source data should return only rows and fields required to repeater for item filtered by input mapping.
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.
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:

Go to Admin > Data Rooms > Target Data Room > Edit Data Room > Advanced Options > Import Bulk Data.
Click Download Excel Template, this will provide a template with the correct column headings based on the designed form.
Insert data into Excel Spreadhseet.
Back on Import Bulk Data page select saved spreadsheet.
Click import.
Wait for import to complete.
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

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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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Welcome to the Sysero Knowledge Base

Importing Data

Job Scheduler

Excel

REST API