Configure Conditional Assignment Jobs

The Conditional Assignment processor provides a basic conditional logic that gives you the flexibility to manipulate metadata field values and change document profiles. In your conditional assignment job, you choose an evaluation process, create actions that you apply to metadata fields or document profiles, and configure conditions in which those actions should be executed.

You can use conditional assignment jobs in various scenarios. For example, you have several content repositories, each for a specific type of content such as, proposals, assignments, and marketing presentations. You want to manage the entire content in a single repository without changing the existing repository infrastructure. You can accomplish this by creating a conditional assignment job that works with a taxonomy lookup job. The taxonomy lookup job can include as many categories as there are content folders. The conditional assignment job can convert the folder names into the corresponding names of the new categories.

Another scenario is, you've imported content from WebCenter Content via an archiver file. Now you want to translate the folder names into document types. To begin with, you need to create document profiles for document types. Then you create a conditional assignment job in which you configure required actions, assign them to those document profiles, and you configure conditions for the actions to be executed.

1. In the procedures pane on the left, select your procedure.

   The configuration pages for the selected procedure appear on the right.

2. Open the Processing tab.

3. In the Conditional Assignment Jobs table, click , or to edit an existing job, click .

   You can also copy a conditional assignment job by selecting it, clicking , and entering a new name when prompted. Copying a job allows you to quickly duplicate and modify it.

4. On the Document Selection page, do the following and then click Next:

   • Enter a name and description for the job.

   • Select the Online check box to enable the use of your conditional assignment processor job in your procedure.

   • To process the conditional assignment job for specific document profiles, select one or more document profiles listed in the Restrict to Document Profiles field, or select All to process documents for all defined document profiles.

   • Select the original file in the Preserve Original as Attachment Type drop-down list if you want to preserve it.

5. On the Actions page:

   1. In the Evaluation Process drop-down list, select Perform All or Stop at the first performed action. Which of the two you should select depends upon the action you'll create in the table below. If all actions are sequentially connected, the former option may be better suited. However, if the conditions you configure in the first action are mandatory, and if they are not met, the process should stop, then you might want to choose the latter. This is one of the numerous scenarios. You business needs determine what evaluation process you need.
   2. In the Actions table, click to create an action, or edit one by selecting it and clicking . You can delete an action by clicking .
   3. In the Add Action dialog, specify a meaningful name for this action in the Name field.
   4. In the Action Type drop-down list, select one of the items from the table below as required.

      If you selected this Action Type	Then do this
      Assign a Document Profile	In the Document Profile drop-down list, select the relevant document profile.
      Assign Field	In Target Field, select a metadata field. In Value Type, select a value from the options available for the metadata field. Based on the value you select, relevant fields are displayed to make further choices.
      Assign Fields from Segments	In Target Field, select from other Path and String fields. In Source Path, select a Capture Path metadata field. Segments: A path is composed of multiple segments or elements. For example, a path of:/segment-1/segment-2/segment-3/segment-4 has 4 segments. Enter segment numbers you want from the path value. For instance: 2,4 would produce a value of: /segment-2/segment-4. Similarly 4,1 produce a value of /segment-4/segment-1.
      Assemble Path	In Target Field, select a Path or a String field. In the Path Assembly field, use the Compound Field Value dialog to assemble a group of fields into a new path value. Select fields from the given list and then order them using the shuttle control. At run time, the values of the fields selected will be assembled into a segmented value such as /value1/value2/value3. For any non-string fields included in the path, the formatting options associated with the field definition are used. See the table row for the Path data type in step 6 in Add or Edit a Metadata Field. Some special ones are: Content Item Reference: The content item name Asset Reference: The asset name Category Reference: The category path Note: If you're creating a conditional assignment job with the Assemble Path action type and adding a date metadata field into Path Assembly without defining a display format, then the conditional assignment job will default to M/d/yy. If you do not wish to have the date nested in folders, then you can override this behavior by providing another display format that best fits your needs, that is, a format that does not include the "/" and "\" characters.
      Expression Parsing	Target Field: Lists all Capture metadata fields. Source Field: Lists only alphanumeric Capture metadata fields. Regular Expression: Specifies the regular expression which extracts the value from the selected source field and assigns it to the target field. For example, you can enter an email Id such as [e-mail] in the Value field for the regular expression to extract john.doe from the source field and assign it to the Name target field.

   5. In the Conditions table, add the required conditions:
      1. To add a condition, click in the Conditions table. These conditions are added against the metadata fields and evaluated true or false.
      2. In the Add Condition dialog, select a field, an operator for this field, and the type of comparison to be performed. If you select Capture Field as the comparison type, then select the field to be compared with. If you select Value as the comparison type, then enter a float value (regular numbers).

         Note:

         The Matches operator is visible only when the selected field is of the type Alphanumeric. When you select the Matches operator, you must also specify a valid regular expression that can be tested.

      The actions you create are displayed in the Actions table. You can sort the action evaluation order by clicking and reordering the available actions in the Sort Action Evaluation Order dialog.

6. On the Post-Processing page, specify based on the following what happens after a conditional assignment processor job completes:

   • No system error situations are cases in which all the criteria on the previous page were met. A successful transformation can flow to commit.
   • System errors are any cases in which the transformation fails: no records found, too many records found, and so on. For unsuccessful transformations, the batch returns to the Content Capture Client for repair.

   See Configure Post-Processing and Monitoring of a Conditional Assignment Job

7. On the Summary page, review the actions and their conditions which you configured on the Actions tab and then click Submit to save the job.

8. Configure how batches flow to your conditional assignment job.

9. Test the conditional assignment job you created.

Configure Post-Processing and Monitoring of a Conditional Assignment Job

Use post-processing options of a conditional assignment job to specify what happens after processing completes.

To configure post-processing and monitoring of a conditional assignment job:

1. In the procedures pane on the left, select your procedure.
   The configuration pages for the selected procedure appear on the right.
2. Open the Processor tab.
3. In the Conditional Assignment Jobs table, add or edit a conditional assignment job.
4. Click the Post-Processing page to display the processing options for successful processing (no system errors) and unsuccessful processing (one or more system errors). The next steps apply to both sections: When there is no system error and When there are system errors.
5. In the Batch Processor and Batch Processor Job fields, specify which processing step, if any, occurs after the conditional assignment job completes. Only those batch processor jobs that you have defined for your procedure are available for selection. For example, if you didn't define a recognition processor job, then the recognition processor option will not be available in the Batch Processor field. If you choose recognition processor or conversions to TIFF/PDF in the Batch Processor field, then specify the corresponding processor job.
6. In the email address field, optionally enter an address to which to send an email after processing completes successfully or fails. While configuring and testing a conditional assignment job, you might set yourself to receive email notifications upon system errors, then later automatically alert an administrator of processing errors.
7. In the remaining fields, specify how to change processed batches.

   • Rename batches by adding a prefix. For example, rename batches that were unsuccessful with the prefix ERR for follow-up.

   • Change batch status or priority. For example, you might change the status of batches with system errors, then create a client profile with batch filtering set to this status to allow qualified users to manually edit and complete batches that encountered errors.

8. Click Submit to save the job.

Configure Batch Flow to a Conditional Assignment Job

To run a conditional assignment job, you must configure batches to flow to the job for processing. You do this by setting the conditional assignment job as a post-processing step in a client profile, an import processor job, or a processing job discussed under processing settings. See the post-processing information for the job or client profile from which you want to configure a batch flow, under Configure Processing Settings or Configure Capture Settings.

Deactivate or Delete a Conditional Assignment Job

When you delete a conditional assignment job, it no longer remains available for batches for which it is set as a post-processing step. If a job specified for post-processing is not available, an error results for the batch. You may want to change a job to offline for a time before deleting it, allowing you to resolve unexpected issues with its deletion. Online conditional assignment jobs run when they are selected in a client profile or on the Post-Processing page of a processor job. You can temporarily stop a job (take it offline) or change a deactivated job to run again.

To deactivate or delete a conditional assignment job:

1. In the procedures pane on the left, select your procedure.
   The configuration pages for the selected procedure are displayed on the right.
2. Open the Processing tab.
3. To deactivate a job, select it in the Conditional Assignment Jobs table and click .

   You can also deactivate or activate a conditional assignment job by selecting or deselecting the Online field on the Document Selection page.

4. Select the deactivated job in the Conditional Assignment Jobs table and click .
5. When prompted, click Yes to confirm that you want to delete this job.