Create!form Bind 6.1.book
Create!form Bind
®
Technical Note
Operating System: Windows 2000/2003 Server
Software Version: 6.3
Contents
1
2
Introducing Create!form Bind
5
1.1
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
1.2
Installing Create!form Bind . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
1.3
Starting Create!form Bind . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
1.4
User Guide Conventions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Using Create!form Bind
9
2.1
Configure Create!form Bind Updates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
2.2
Working with Bind Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
2.3
How the Bind Action Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.3.1
The Bind Tree Structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.3.2
Directory Structure Names. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.3.3
Sample Scenario. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.3.4
Populating Client and Trigger Directories . . . . . . . . . . . . . . . . . . . . . .
12
12
12
13
14
2.4
Configuring Bind Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.4.1
Defining the Input Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.4.2
Setting Bind Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.4.3
Setting the Bind Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.4.4
Managing Original Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.4.5
Running Create!form Bind. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
14
15
16
17
18
19
2.5
Managing Log Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2.6
Merging Bound Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.6.1
Bound PDF Spool Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.6.2
Bound Text Spool Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Index
23
Create!form Bind
3
1
Introducing
Create!form Bind
This chapter provides an overview on installing and using Create!form Bind.
The following topics are covered:
!
Overview
!
Installing Create!form Bind
!
Starting Create!form Bind
!
User Guide Conventions
Create!form Bind
5
Chapter 1: Introducing Create!form Bind
1.1
Overview
Create!form Bind is a component of the Create!form® Distributed Output
Management (DOM) system. The Create!form Bind module extends your document
control and management options by combining a related group of text or PDF
documents into a single file for storing, e-mailing or faxing directly to your client.
Create!form Bind works by watching a specified directory and combining all files in
that directory using a pre-defined schedule. The bind schedule can be delayed until a
trigger for the directory is activated or can automatically occur at a scheduled time, or
both options can be specified, depending on the settings you define.
Once a bound document is completed, the original documents can be moved to a
directory you nominate, and the bound document is sent to the nominated output
destination. The output destination can be configured to send documents to a
Create!form Server print queue for further processing, or to a nominated directory.
To complete the document management cycle, Create!form Server can
automatically deliver your completed, merged documents to Create!print,
Create!email, Create!fax or Create!archive. Please refer to the appropriate user
guide for further details.
1.2
Installing Create!form Bind
The Create!form installation CD contains the Create!form Bind application which is
installed on the Windows e-forms server.
Requirements
The following is required to install Create!form Bind:
•
•
•
•
6
Create!form installation CD.
Microsoft Windows 2000/2003 Server.
Approximately 10 Mb free disk space.
It is recommended you install Create!form Bind on the same machine as
Create!form Server.
Create!form Bind
1.3 Starting Create!form Bind
Installation
To install Create!form Bind:
1.3
1.
Log on as a user with Administrator rights.
2.
Insert the Create!form installation CD.
The Create!form install dialog will be displayed.
If the setup program does not start automatically, start Windows Explorer and
proceed to step 4 below.
3.
Click Install Products, then choose Utilities, and then Create!form Bind.
The Create!form Bind installation program will be started.
4.
Continue through the installation program by pressing Next, and follow the on—
screen instructions. Once installation is complete, you will return to the Install
Products screen.
5.
Continue installing additional products if required, or click Main Menu to
finish.
6.
From the Main menu, click Exit to close the Create!form install program.
Starting Create!form Bind
To start Create!form Bind:
• From the Windows Start menu, select
Programs!Create!form!Utilities!Create!form Bind.
Create!form Bind
7
Chapter 1: Introducing Create!form Bind
1.4
User Guide Conventions
Section headings are listed at the front of each chapter to assist you in finding the
relevant information. In the electronic version of this document, clicking on these and
other cross references will take you to the appropriate section. The following
typographical conventions are used:
Convention
Bold
"
Italic
Screen text
\Folder
KEY
Convention Usage
Screen items, dialog options and buttons.
Short-cut reference to a chapter or section within this document.
Click on the shortcut to go to the reference.
References to other online manuals and technical notes.
Commands entered by a user.
Path names, directories and file names, e.g. C:\Program Files
Keyboard keys. Two or more keys separated by the + symbol
indicates that the first key or keys should be held down while
pressing the last key, e.g. SHIFT+F1 means hold down the SHIFT
key while pressing the F1 key.
Additional information relating to the topic.
Critical information relating to the use of the product.
8
Item!Sub-Item
Menu selection; i.e. select the menu Item and then select the SubItem from the drop-down list, e.g. File!New.
Numbering (1.)
Step-by-step procedures. To perform an action, follow these
instructions in the sequential order given.
Create!form Bind
2
Using Create!form
Bind
This chapter describes how to configure and use Create!form Bind.
The following topics are covered:
!
Configure Create!form Bind Updates
!
Working with Bind Instructions
!
How the Bind Action Works
!
Configuring Bind Instructions
!
Managing Log Files
!
Merging Bound Files
Create!form Bind
9
Chapter 2: Using Create!form Bind
2.1
Configure Create!form Bind Updates
Create!form Bind allows you to define multiple bind instructions to handle a variety
of incoming jobs from different directories and using different schedules. At the
specified interval (called the Update Period), the Create!form Bind service will
examine each of the existing instructions to determine if a scheduled instruction is due
to be executed.
To specify the Create!form Bind update period:
1.
Start Create!form Bind (" Section 1.3).
2.
From the Main menu, choose Administration!Update Period. In the dialog
displayed, enter the scheduled interval (between 1 and 1440 minutes) for the
service to check the schedule of each bind instruction.
3.
Click OK to continue.
At each interval, Create!form Bind will examine existing instructions to see if the
scheduled time for the instruction has been reached.
2.2
Working with Bind Instructions
A bind instruction describes the actions to perform as well as the scheduled time that
the actions should occur. You can create as many bind instructions as required.
To add a new bind instruction:
1.
From the Create!form Bind application window, click Add to define a new
instruction.
2.
Complete each of the instruction fields as described in the following sections
(" Section 2.4).
10
Create!form Bind
2.2 Working with Bind Instructions
3.
Click OK to save the new instruction. Instructions are displayed in the
Create!form Bind application window:
Figure 2-1:
4.
Instruction rows in the Create!form Bind window.
To save all new and modified instructions, click the Save button at the bottom of
the application window.
To modify an existing bind instruction:
1.
Select the instruction row you want to modify by clicking on its name.
2.
Click Edit to display the Bind Instruction dialog. Make changes to the
instruction as required, and click OK to return to the application window.
3.
To update Create!form Bind with the changes you have made, click Save in the
application window.
To delete an existing bind instruction:
1.
Select the instruction row you want to delete by clicking on its name.
2.
Click Delete. The bind instruction row is deleted.
3.
To update Create!form Bind with the changes you have made, click Save in the
application window.
Create!form Bind
11
Chapter 2: Using Create!form Bind
2.3
How the Bind Action Works
At the time specified in the bind instruction’s schedule (" Section 2.4.3),
Create!form Bind automatically binds together all files that exist in a directory.
What do you want to know about?
•
•
•
•
The Bind Tree Structure (" Section 2.3.1)
Directory Structure Names (" Section 2.3.2)
Sample Scenario (" Section 2.3.3)
Populating Client and Trigger Directories (" Section 2.3.4)
2.3.1
The Bind Tree Structure
A tree structure is used to identify the directories that contain the files to be bound (the
spool files). The bind instruction specifies the root directory of the spool files
(" Section 2.4.1), and Create!form Bind creates one bound document for each
subdirectory beneath the input root directory.
The following illustration shows a typical tree structure, where Invoices is the input root
directory, and GlobeWorld and BestParts are two client subdirectories:
Figure 2-2:
A typical input root directory containing client subdirectories.
Using the above structure, Create!form Bind would generate one bound document for
each client—all invoices in the BestParts directory bound together into a single
document; all invoices in the GlobeWorld directory bound together into a single
document.
2.3.2
Directory Structure Names
When specifying the input root directory, it is not necessary to identify the name of
each of the subdirectories that will contain files to be bound. This allows you to
automate the process of creating and populating client directories (using output from
Create!form Director) and ensure that Create!form Bind is able to bind documents
from all the directories that are generated.
12
Create!form Bind
2.3 How the Bind Action Works
Create!form Bind also allows the bind schedule to be delayed until a trigger file is
received. A trigger file is placed in the Trigger directory beneath the client’s
subdirectory. When a bind instruction specifies that binding should only occur if a
trigger exists (" Section 2.4.3), binding will not take place at the scheduled time, but
will wait until the next scheduled time to ensure the trigger file has been received.
The following illustration shows a directory structure, including the trigger directory.
If it doesn’t already exist, the Trigger directory is automatically created by Create!form
Bind the first time the update condition causes the bind service to be activated.
Figure 2-3:
A typical input root directory containing client and trigger subdirectories.
The bind action for each client directory can be triggered by separate trigger files.
2.3.3
Sample Scenario
A common application of Create!form Bind is to bind together all invoices for a client
and attach their monthly statement. This would be achieved by delivering each client
invoice to the appropriate client directory and delivering the statement document to
the trigger directory. When bound, the trigger file (the monthly statement) can be
attached as the first part of the bound set, followed by each of the invoices. A single
file can then be sent directly to the client summarizing their activities for the month.
Figure 2-4:
A typical directory structure containing client invoices.
Create!form Bind
13
Chapter 2: Using Create!form Bind
In the above diagram, the statement and all the invoices for ‘BestParts’ would be
bound together as a single document. Similarly, the statement and all invoices for
GlobeWorld would be bound together as another single document.
2.3.4
Populating Client and Trigger Directories
To automatically create and populate client subdirectories ‘on the fly’, use Create!form
Director to distribute documents to a branch of the input root directory using an
expression.
For example, use an expression similar to the following to automatically create
subdirectories that use the company name:
use(concat("C:\\ClientInvoices\\",trim("@Company")))
Use the ‘trim’ function to strip leading and trailing spaces from data fields to ensure
that valid directory names are generated. In expressions, the backslash character must
be preceded by a literal character ‘\’.
To ensure that individual client documents are identifiable and bound in the order you
require, create the output file name using an expression. The expression should include
identifying information such as an invoice or check number, or the document’s date:
use(concat(concat("Inv",trim("@InvNo")),".txt"));
The above expression will create files named ‘Inv1234.txt’ where ‘1234’ is the
invoice number from the data file. Create!form Bind combines documents in
ascending alpha-numeric order according to the document file name (numbers before
letters).
For more information on defining output destinations and building expressions, refer
to the Create!form Director User Guide.
2.4
Configuring Bind Instructions
When setting up a new bind instruction, it must first be given an instruction name. The
name will be displayed in the list of existing instructions and should describe what the
particular instruction is designed to do. For example, an instruction that binds a
client’s invoices together with their statement for the month could simply be called
“Monthly Client Set”.
14
Create!form Bind
2.4 Configuring Bind Instructions
Enter the instruction name in the Name field of the Bind Instruction dialog:
Figure 2-5:
Enter the details for a new bind instruction.
In addition to providing the instruction name, Create!form Bind will require the
following details for each instruction:
• The input root directory that will contain the client subdirectories and their
documents to be bound (" Section 2.4.1);
• Bind options that specify the output file name and location (" Section 2.4.2);
• A schedule to specify when the bind action should occur (" Section 2.4.3);
• Instructions on how to deal with the original (unbound) documents
(" Section 2.4.4).
• Each of these requirements is discussed in detail in the following sections.
2.4.1
Defining the Input Directory
For each bind instruction, you must specify the Input Root Directory. This identifies
the start of the bind tree structure (" Section 2.3.1).
Figure 2-6:
Identify the input root directory.
1.
Click the Browse button adjacent to the Input root directory field.
2.
Navigate to the directory that will become the root directory for files to be bound
by this instruction.
3.
Click OK to continue.
Where necessary, the Trigger directory will automatically be created in each
subdirectory of the root directory you have selected.
Create!form Bind
15
Chapter 2: Using Create!form Bind
2.4.2
Setting Bind Options
The Bind Options section specifies the type of files to be bound and where the
resultant bound documents should be output to for each instruction you create.
Figure 2-7:
Specify bind options for an instruction.
To set the bind options:
1.
In the File type field, select whether files bound by this instruction are plain text
files (choose Txt) or JDE OneWorld PDF files (choose Pdf).
2.
When a trigger file (" Section 2.3.2) is used to trigger the bind action, you can
elect to have this file bound together with the remaining files by checking the
Include trigger in output check box. The trigger file, if included, is always
bound to the beginning of the resultant document.
3.
In the Output To section, specify whether the final document will be stored on
disk in a specified Directory, or sent directly to a print Queue.
After making your selection, click the Browse button and select the directory or
queue the output should be sent to. To automatically merge bound documents
with your custom e-forms, send the output to a Create!form Server print queue.
4.
When sending output to a directory location a new file is created that uses the
directory name of the original file (for example, the Customer Name). The file
extension is either .txt or .pdf depending on the choice you have made in the File
type field. Choose how Duplicate Filenames should be handled if they are
encountered:
• Select Replace to update any existing file with the new document the next
time a bound document is created for the same directory.
16
Create!form Bind
2.4 Configuring Bind Instructions
• Select Make Unique to create a unique file name for each bound document
that occurs for a directory. The file name is determined by the directory name
of the original file, followed by a random 10-digit number and either a .txt or
.pdf extension.
• When binding text files, you can also choose to Append new bound
documents for the directory to the end of any existing bound document, using
the same file-naming conventions. This option is not available for PDF file
types.
Text file options:
In addition to the Bind Options above, you can specify whether text files bound
together should be separated by form feeds.
1.
From the Main menu, select Administration!File Type Properties!Txt.
2.
In the dialog displayed, select the Form Feed between Bound files check box if
you want each original document to be separated by a form feed; or clear this
check box if you do not require form feeds between documents.
3.
Click OK to continue.
2.4.3
Setting the Bind Schedule
The Bind Schedule section is where you nominate the frequency with which binding
should take place. The bind action will only occur if the scheduled time has been
reached and all other requirements have been met (such as a trigger existing).
Figure 2-8:
1.
Specify the bind schedule for an instruction.
In the Frequency field, choose how often the bind instruction should occur. You
can choose from Daily, Weekly or Monthly. You can also choose Continuous
to cause binding to occur at intervals specified in minutes.
Create!form Bind
17
Chapter 2: Using Create!form Bind
2.
Depending on the Frequency selected, you will be able to customize your
schedule by specifying the Day of Week, Day of Month and Time of Day.
For example, you can elect to bind jobs Monthly on the 15th Day of Month at
12:00 midnight.
3.
The No. of field is also determined by the Frequency you have selected. For
example, you may want to bind every 2nd week by choosing a Weekly
Frequency and entering 2 in the No. of Weeks field.
4.
When using a Continuous Frequency, specify the interval at which Create!form
Bind should check if the instruction is ready to be performed by entering a No. of
Minutes.
5.
For any frequency other than Continuous, you can choose the date to commence
binding on, by clicking the drop-down arrow in the Start Date field.
6.
When the Bind only if trigger exists check box is enabled, binding will not
occur unless a trigger file exists in the Trigger directory, regardless of the
scheduled settings. If this field is disabled, files in the directory will be bound on
schedule, whether a trigger file exists or not.
2.4.4
Managing Original Documents
The Original Files section lets you determine how the original (unbound) document
files should be managed.
Figure 2-9:
1.
18
Specify how the original files should be managed.
To remove the original files completely once they have been bound, choose
Delete. To automatically move the original documents to a directory you
nominate, select Directory, and click the Browse button to select the directory to
send the original files to.
Create!form Bind
2.5 Managing Log Files
2.
When sending original files to a directory location, the original file name is used.
Choose how Duplicate Filenames should be handled if they are encountered:
• Select Replace to update any existing file with the new document the next
time an original of the same name occurs.
• Select Make Unique to create a unique file name for each original document.
The file name is determined by the original file name, followed by a random
10-digit number and using the original extension.
• For text files, you can also choose to Append new original documents with
the same name to the end of any existing original document, using the same
file-naming conventions. This option is not available for PDF file types.
When you have finished making your choices for the Bind Instruction, click OK to
save your changes. To ensure Create!form Bind is updated with the new details, click
the Save button in the main window.
2.4.5
Running Create!form Bind
Once you have defined your bind instructions, the Create!form Bind service will
perform checks at the specified Update Interval to see if any instructions require
processing. When a scheduled time and/or trigger event occurs for an instruction, the
program will automatically bind all documents beneath the defined Input Root
Directory and send the results to the nominated Output destination.
2.5
Managing Log Files
Create!form Bind records information in various log files to help you trouble-shoot
errors and keep a record of activity.
Trace Logs
The Create!form Bind trace logs record all Create!form Bind activity by maintaining
separate daily log files. By default, log files are stored in the \<install dir>\Temp directory.
• The current (today’s) log file has the default name Create!form Bind.log.
• Previous log files have the default name Create!form Bindyyyymmdd.log, where
yyyymmdd represents the log file date.
All log files can be viewed with a standard text editor such as Windows Notepad.
Previous log files are automatically removed according to the
Create!stream server clean up options you have defined.
Create!form Bind
19
Chapter 2: Using Create!form Bind
To view the Create!form Bind log files:
1.
Start Create!form Bind if it is not already started.
2.
From the Main menu, select Log!View Log File.
The most recent log file is opened and displayed in Windows Notepad.
3.
2.6
To view a list of the log files that have been saved from previous days, choose
Log!View Log File List from the Main menu.
Merging Bound Files
Once your text or PDF spool files have been bound together into a single spool file
document, they will be sent to Create!form Server to be merged with your custom
form projects.
What do you want to know about?
• Bound PDF Spool Files (" Section 2.6.1)
• Bound Text Spool Files (" Section 2.6.2)
2.6.1
Bound PDF Spool Files
Once a collection of PDF spool files have been bound, they will need to be processed
by Create!form Server in order for the merge and bind process to be completed.
Create!form Server will merge each of the spool file pages with their correct form
projects, based on information contained in the bound document. You will not be able
to view the bound files until after merging has been completed. Attempting to open a
bound PDF spool file prior to being processed by Create!form Server can result in an
error.
2.6.2
Bound Text Spool Files
Text spool files are bound together as a single document in the alphabetical order in
which they appear in the bind sub-folders. To be able to merge the text spool file with
the appropriate custom form project, Create!form Server will require a job header that
identifies the form project to use.
20
Create!form Bind
2.6 Merging Bound Files
The job header can be included with the spool file by using a JTT to attach header
information to the bound file. The header should be attached to the trigger file (which
always occurs first when the file is bound), or as a minimum, to the first page of the
bound document. If Create!form Server encounters multiple headers in the spool file
pages, these will be ignored and will not affect the merge process - only the first
occurrence of the header file actually determines the parameters for the job. Refer to
the Create!form Server User Guide for further details on specifying form projects in a
job header.
Create!form Bind
21
Index
A
activate with trigger, 18
B
bind instruction, 10
bound documents
merging, 20
original files, 18
queue, 16
separate with form feed, 17
bound order, 14
C
combine documents, 6
configure, 10
conventions for user guide, 8
Create!form Bind
how it works, 12
I
include trigger, 16
input directory, 15
instruction, 14
add, 10
bind on trigger, 18
configure, 14
create new, 15
delete, 11
file type, 16
form feed, 17
modify, 11
name, 15
output destination, 16
save, 11
schedule, 10
interval
bind update, 10
L
log files, 19
D
M
destination
bound documents, 16
directory
automatic names, 12
bind expression, 14
directory names, 12
duplicate filenames, 16
F
merge bound documents, 20
merging bound files, 20
O
options, 16
order, 14
original documents, 18
overview, 6
frequency field, 17
Create!form Bind
23
Index
P
PDF spool files
bound documents, 20
U
update period, 10
user guide
shortcuts, 8
R
remove originals, 18
root directory
bind instruction, 15
spool files, 12
running, 19
W
watched directory, 6
S
sample scenario, 13
schedule, 6, 17
bind instruction, 17
frequency, 17
schedule delay, 13
schedule settings, 17
schedule trigger, 13
service
update interval, 19
sort bound documents, 14
sort order, 14
T
text spool files
bound documents, 20
tree structure, 12
input root directory, 15
trigger
activate bind, 6
trigger directory, 13
create automatically, 15
trigger file, 13
include with bound document, 16
24
Create!form Bind
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