IDM Document Workflow Example

This example explains the OrderInvoicingCreditMemoLaser background task. It is one of the predefined document workflows. When a user prints an invoice, the OrderInvoicingCreditMemoLaser task runs. When that task completes, this workflow runs, and the invoice PDF file is sent to IDM along with metadata that identifies it, so that users can easily find this specific document in IDM. In this case, the metadata we want to include is the invoice number, as well as the customer number and the customer order that is tied to the invoice.

If you generate the invoice and look at the background task parameters in the Active Background Tasks form, you see a list of comma-separated parameters. vKeyText-01 in this workflow isolates the fourth parameter in the list, which is the invoice number, and puts it into the appropriate format.

After it gets the invoice number, the workflow uses the specified IDO (SLInvHdrs) to get additional information about the invoice, including the customer number and customer order that are tied to the invoice. This information will be passed to IDM as metadata for filtering.

The workflow determines where to store the document file in IDM based on the information you provide about the external document type (CS_SalesInvoice) and entity type (InforSalesInvoice). You can set up a document description that uses values from the KeyText variables to make the description useful, for example 4677103_InforSalesInvoice.

This table explains the values that are defined in the OrderInvoicing CreditMemoLaser workflow:

Field	Value	Description
TaskName	OrderInvoicingCreditMemoLaser	TaskName appearing in the Background Task Definitions form.
vKeyText01	StartInvoice=	Search string.
vKeyText02	INSTR(E(eTaskParms1), V(vKeyText01)) + LEN(V(vKeyText01))	Find the starting position of StartInvoice= in the TaskParms1 string.
vKeyText03	SUBSTRING(E(eTaskParms1), V(vKeyText02), LEN(DBFUNCTION("ExpandKyByType", "InvNumType", "A1")))	Extract the characters from TaskParms1 string from the starting position plus the length of invoice number (10 characters).
vKeyText04	DBFUNCTION("ExpandKyByType", "InvNumType", V(vKeyText03))	Convert the value of the extracted string to the invoice number.
vIdoName	SLInvHdrs	Name of the IDO that contains data for InvoiceNumber.
vIdoFilter	SUBSTITUTE("InvNum='{0}'", V(vKeyText04))	The filter looks in the IDO for a record where, for example InvNum=’ 4677103’ if the vKeyText04 field evaluates to “ 4677103’.
vIdoPropertyList	CoNum,CustNum,InvNum	List of IDO properties that belong to the IDO listed in vIdoName. The IDM document will be tagged with attributes that match these IDO property values.
vExtDocName	CS_SalesInvoice	IDM document type that is used to store the submitted document.
vExtMsgEntity	InforSalesInvoice	Infor Ming.le EntityType that is used in JSON messages.
vExtDocDescription	SUBSTITUTE("{0}_{1}", V(vKeyText04), V(vExtMsgEntity))	Function that is used to create meaningful document descriptions in the form of “ 4677103_InforSalesInvoice” if vKeyText04 evaluates to InvNum=” 4677103”.