Automatic Actions

Automatic actions can be used to archive documents in an audit-proof way, to export or import data, or to automatically perform system maintenance tasks.

Automatic actions are configured as individual actions or as action sequences. You can start automatic actions manually from within enaio® administrator or schedule them to be automatically executed by enaio® start.

Automatic actions are integrated in a modular manner by using libraries. Libraries are registered with enaio® on the Additions tab of the Entire system configuration dialog (see ''Additions' Tab'). They are located in the directory of the administration components.

Automatic actions can only be configured once this has been done. Certain automatic actions are automatically integrated during installation.

The following automatic actions are available:

Action	Function	Library
Import and export of data and document files
Data/document import	Creates archive objects from many external data formats. This is configured using a wizard.	axacimp.dll	AIE
Data/document export	Index data and document files can be exported. This is configured using a wizard.	axacexp.dll	AIE
AXCOLD import	COLD data consists of background images, texts, and position specifications. First of all, images are created from this data for viewing.	axcold.dll	COL
ASFax import	Imports data from a fax server and stores it as archive objects.	axfax.dll	FAX
XML tag extraction *	Generates delimited ASCII files from XML files.	axacxmle.dll
XML transformation *	Converts XML files into other XML formats.	axacxmlc.dll
Actions for archiving
Archiving	Archiving documents.	axacarch.dll
Dearchiving	Dearchives documents.	axacunac.dll
Media dearchiving	Dearchives the contents of media.	axacunme.dll
Verify the archiving process	Actions to verify the archiving process.	axactarc.dll
Edit retention time	Enter the scheduled retention time as the retention period.	axacadjr.dll
Non-technical retention scheme	Edit the planned retention time.	axacaret.dll
Actions for document processing
Document retrieval	Retrieves documents from another server group.	axacpref.dll
Object encryption	The action encrypts and decrypts document files.	axaccrypt.dll	KRY/ SKR
Pagination	Labels image files which are assigned to each other.	axacpage.dll	PAG
Full-text indexing	Performs full-text indexing on pre-existing archive objects.	axacidx.dll
Full-text export at object level	Also indexes pre-existing archive objects which are specified in a configuration file which contains the search criteria for the documents to be indexed.	axacvexp.dll
Database query	Performs SQL database queries and allows the requested documents to be arranged as portfolios.	axacreq.dll
Run script	Executes VB script code.	axacscript.dll
Rendition	Creates variants in 'TIFF' or 'PDF' file format for module-spanning W-Documents.	axacdok2tif.dll
Actions for system maintenance
Subscription maintenance	Deletes subscription entries according to specified rules.	axacabo.dll
Database update	Updates the database statistics.	axacdbst.dll
Cleanup of configuration and log files	Deletes old configuration versions and logs according to specified rules.	axaccl.dll
Cache maintenance	Deletes files from the server cache. The server cache contains document files of which the originals are either in the working directory of another server group or stored on archiving media.	axaccach.dll
History maintenance	Deletes entries from the editing history, e.g., entries for deleted documents.	axachist.dll
Follow-up maintenance	Deletes follow-up entries according to specified rules.	axacwdvl.dll
Cleaning workflow history	Deletes the history entries of workflow processes according to specified rules.	axacwfhclear.dll
System check	Checks for and corrects inconsistencies in the database.	axacsysc.dll
Start external application	Starts external Windows applications.	automatically integrated
COM action interface *	Can encapsulate COM libraries and makes them accessible as automatic actions.	axaccom.dll
Run SQL command	Enables SQL commands to be run directly and results to be transferred to VB scripts in the form of record sets.	axacolfr.dll
Creation of multi-page TIFF	Converts TIFs of a given document type into multi-page TIFs.	axacmtif.dll
Empty recycle bin	Empties the recycle bin according to specified rules.	axaccleantrash.dll
Sign	This action creates hash values for pre-existing documents. Hash values can also be signed at this point. Hash values are needed to ensure document integrity and to check for identical documents.	axacsign.dll
Hash check	This action checks the hash values of documents stored on archiving media or in the WORK directory.	axachash.dll
Hash check on the object level	This action checks the hash value of documents that are specified in a query file.	axachashd.dll
Delete objects	This action deletes all objects that are specified in a query file.	axacdel.dll
Batch change of rights group fields	This action changes entries in fields of the 'Rights group control' type.	axacrgref.dll
Rights group conversion	This action converts an index data field that has the rights group add-on into a 'Rights group control' field.	axacrgcnv.dll
User administration
Export users/groups Import users/groups	Exports and imports user and group data.	axacdirectorysync.dll
XSLT Directory Synchronization	Synchronization with data from LDAP-enabled directory services.	axacdirectorysync.dll
Actions for controlling automatic actions
Action sequence	Can be used to build sequences of automated actions.	automatically integrated
Start external program from a command line	Starts external windows applications and batch files, and allows return codes to be evaluated.	axacexec.dll
Synchronization	Enables the synchronization of automatic actions with external applications.	axacsync.dll
* The configurations for the actions 'XML tag extraction,' 'XML transformation,' and 'COM action interface' are not stored centrally but locally each in a configuration file in the directory of the file.

Setting Up Automatic Actions

Follow these steps to set up automatic actions:

1. Click the Automatic actions button.

   The Automatic actions window will open.

   

2. Select an action from the list of actions.
3. Click the Add button.

   The action will be added to the list of actions and the configuration dialog will open.

4. Configure the action in its configuration dialog or select an existing configuration.
5. Enter a time when enaio® start is scheduled to start the action automatically (optional) and click the Apply button. The specified time will be added to the list of actions.

You can run the action right away by clicking the Start button, or you can launch enaio® start. In the latter case, enaio® start will automatically run the action at the specified time. enaio® start is found in the same directory as enaio® administrator.

enaio® start can be started using other applications, scheduled tasks, batch files, or via the command line. To determine the parameters which will be sent to enaio® start when it starts up in order to trigger an automatic action, select an action and click on the AxStart-String button. The path and the start parameters are displayed in the Generation of the AxStart command field.

If errors occur while enaio® start is running, these are logged and enaio® start is automatically closed. If you add the '/Verbose' parameter to the generated start parameters, enaio® start will not be automatically closed in the event of an error, though it will wait for input from the user. If you add the parameter '/X' to the generated start parameters, the value '0' will not be returned every time in the event of an error; instead, a value for the action during which the error occurred will be returned (cf. 'Error Return Values for Actions'). This allows the relevant action to be identified in a series of actions.

Automatic actions can be selected from the list (in the Action (Configuration) field) and edited using the following buttons:

• Delete

  The automatic action will be removed from the list.

• Reset

  The scheduled time will be deleted.

• Configure

  The configuration dialog will open. You can change the configuration.