Exact Synergy Enterprise

Exact.Jobs.Documents

Introduction

Exact.Jobs.Documents is a background job which performs four basic functions:

1. If you upload a document with pictures into Exact Synergy Enterprise, the pictures in that document are also saved in the database. When you delete the document, the pictures remain in the database but there are no links to them. When this background job runs, it checks for pictures that are not linked to any document and deletes those pictures. This will ensure the database is not using too much disk space.

2. At Documents à Reports à Statistics, you can view different overviews related to the documents in your database. For example, you can view the number of documents that are linked to the main categories. These overviews are updated every time the background job runs.

3. When creating a document, you can enter a date after which the document expires. When the background job runs, it deletes all expired documents.

4. The background job updates active document versions. When a new version is created for a certain document, this new version needs to be activated. This can be done manually by the creator or the administrator. It can also be done automatically by the background job.

Technical information

The following tables are involved when running the Documents background job:

BacoDiscussions (Documents)
BacoDiscussionCounts (Counts new documents)
BDPictureRefs (Links between documents and pictures)
BacoDiscussionPictures (Pictures)

The former syntax is as follows:

C:\Synergy\bin\BDScheduler.exe /S:SynServer /D:Synergy /C:Picture

The new syntax is as follows:

Exact.Process.exe /DBCONFIG:<virtualdirectory> /ASSEMBLY:<bgJob Assembly> /CLASS:<bgJob Class>

This results in:

E:\Program Files\Exact Software\Exact e-Synergy\bin\Exact.Process.exe /DBCONFIG:SynergyNET /ASSEMBLY:Exact.Jobs.Documents /CLASS:DocScheduler

Note: The background jobs must be scheduled sequentially, not at the same time.

Parameters

The Documents background process supports the following parameters. The command line parameters are case sensitive.

Take note that for each scheduled job, you can only add one specific “/C:” parameter. It is mandatory to include a “/C” parameter in the job. For each parameter to be executed, you need to add a separate scheduled job.

/C:Archive

Archives documents by either clearing document content and moving the selected documents to another server; or clear document content without moving it or delete the documents.

E:\Synergy\bin\Exact.Process.exe /DBCONFIG:Synergy /ASSEMBLY:Exact.Jobs.Documents /CLASS:DocScheduler /C:Archive

/C:AUTOARCHIVEALL

Archive documents after the number of days and beyond after creation, last modification or last viewing of the documents as defined in the document type settings.

E:\Synergy\bin\Exact.Process.exe /DBCONFIG:Synergy /ASSEMBLY:Exact.Jobs.Documents /CLASS:DocScheduler /C:AUTOARCHIVEALL

/C:AUTOARCHIVECREATE

Archive documents after the number of days and beyond after creation of the documents as defined in the document type settings.

E:\Synergy\bin\Exact.Process.exe /DBCONFIG:Synergy /ASSEMBLY:Exact.Jobs.Documents /CLASS:DocScheduler /C:AUTOARCHIVECREATE

/C:AUTOARCHIVEMODIFIED

Archive documents after the number of days and beyond after last modification of the documents as defined in the document type settings.

E:\Synergy\bin\Exact.Process.exe /DBCONFIG:Synergy /ASSEMBLY:Exact.Jobs.Documents /CLASS:DocScheduler /C:AUTOARCHIVEMODIFIED

/C:AUTOARCHIVEREAD

Archive documents after the number of days and beyond after last viewing of the documents as defined in the document type settings.

E:\Synergy\bin\Exact.Process.exe /DBCONFIG:Synergy /ASSEMBLY:Exact.Jobs.Documents /CLASS:DocScheduler /C:AUTOARCHIVEREAD

/C:Counter
Recalculates all document counts which are displayed when using the "Category" view of e-Documents. This parameter also removes the "New" indication in that same overview.

E:\Synergy\bin\Exact.Process.exe /DBCONFIG:Synergy /ASSEMBLY:Exact.Jobs.FinExchange /CLASS:DocScheduler /C:Counter

/C:DOCCHECKOUTNOTIFICATION

Generate tasks and send to the users (in the order of active user who check out the document, follow by the users with Document administrator role with division level as per the document division, and the direct manager of of the user who check out the document) on the day when maximum number of days check out allowed.

E:\Synergy\bin\Exact.Process.exe /DBCONFIG:Synergy /ASSEMBLY:Exact.Jobs.Documents /CLASS:DocScheduler /C:DOCCHECKOUTNOTIFICATION

/C:DelExpiryDoc
Removes all the expired documents based on the expiry date set for those documents.

E:\Synergy\bin\Exact.Process.exe /DBCONFIG:Synergy /ASSEMBLY:Exact.Jobs.Documents /CLASS:DocScheduler /C:DelExpiryDoc

/C:Picture
Removes all pictures in the database that are not used by any document

E:\Synergy\bin\Exact.Process.exe /DBCONFIG:Synergy /ASSEMBLY:Exact.Jobs.Documents /CLASS:DocScheduler /C:Picture

/C:FillPicture
Calculates all existing document references for pictures. This parameter is also executed when the /C:Picture parameter is added, but only if the BDPictureFilled = N.

E:\Synergy\bin\Exact.Process.exe /DBCONFIG:Synergy /ASSEMBLY:Exact.Jobs.Documents /CLASS:DocScheduler /C:FillPicture

/C:DocVersions
Updates the versions of the documents. When a version is added for a specific document this parameter will set the new version to "active".

E:\Synergy\bin\Exact.Process.exe /DBCONFIG:Synergy /ASSEMBLY:Exact.Jobs.Documents /CLASS:DocScheduler /C:DocVersions

/C:OldMajorVersion
Delete or archive the old major versions of documents that exceed the defined number of major versions. The documents will be archived or deleted, and the number of documents to be archived or deleted, depends on the Number of major versions allowed and Old major version settings defined in the Versions section of the More properties tab of the document type maintenance screen. For example, there are 9 versions of the same document. If the Old major version setting for the corresponding document type is set to Archived and the Number of major versions allowed setting is set to "5", then the remaining 4 documents will be archived. For more information, see Creating and modifying document types.

E:\Synergy\bin\Exact.Process.exe /DBCONFIG:Synergy /ASSEMBLY:Exact.Jobs.Documents /CLASS:DocScheduler /C:OldMajorVersion

Settings for Exact Synergy Enterprise

If you want to let the Documents background job delete documents which are expired, you need to enter a deletion date when creating or editing a document. This must be done in the header of the document (when in the edit mode):

In order to make full use of the document version control parameter (/C:DocVersions) in the Documents background job, the version control functionality needs to be used in Exact Synergy Enterprise. Version control can be activated in a document type at Documents à Setup à Maintenance à Document: Types.

Syntax

As the syntax of this background process is relatively straightforward, refer to the previous paragraph that describes the sample syntax.

Troubleshooting

When running the Documents background job, you can view the log entries at System à Reports à Log à Processes. When checking those entries, you may find the following messages:

The Documents background job is designed to only start deleting pictures when the number of pictures is more than 1000. When the number of pictures is below 1000, it will not delete any pictures.