Maintain Document Categories {GDOCS-1}

This option may be used to define Document Categories, their storage rules, the reference tags linked to each category and file size and type restrictions for each category.

Fields in the option:

Block 1: Categories

Note that Document Categories where the Code starts with ‘ITS’ are reserved for Integrator use and cannot be created or changed

Field	Type & Length	Description
Category	A8	Category Code
Description	A60	Description of the Category Code
Route Entry	A4	A Routing Request Type {GROU-1} If this field is entered, a Routing Request of the applicable type will be generated each time a document of this category is loaded.
Storage Type	A128	If left blank, documents of the category will be stored on the back-end database of the Integrator System. If this method is used a document have to be uploaded and stored before it can be viewed. Note that for this storage type there is an upper limit of 4 GB per document This storage type may have a significant effect on the increase in database size, depending on the size and volume of documents to be stored. If set to "BFILE", documents of the category will be stored in a directory directly accessible for read/write operations to the back-end database of the Integrator System through an "Oracle Directory Object". If this method is used a document have to be uploaded and stored before it can be viewed. The creation of the Oracle Directory Object has to be done by technical personnel through the back-end database If set to "HTTPURI", documents of the category will be stored at the specified URI / URL provided that the URL is accessible for read/write operations to the back-end database of the Integrator System. If this method is used and a default URL is enterd in the SQL block all entries pointing to this URL can automatically be viewed without saving the URL/document first. If documents for a specific category exists in the same place, the actual url must be defined in the SQL block of the first prompt. If more than one prompt exists to identify the document which will be part of the URL then the default URL should be setup accordingly. Please note this can be overwritten with a new URL when the document is uploaded and the url differs. Example 1: Documents are difined by one batch promt for example Student number: Default part of URL where documents are stored : www.google.co.za/webph?q Promt part that forms part of the URL to identify the document - Student number : =[[1]] Full URL setup in {GDOCS-1} SQL Block: www.google.co.za/webph?q=[[1]] Actual example of the document URL: www.google.co.za/webph?q=97200123 Example 2: Documents are defined by two or more batch promts for example Student number and study year: Default part of URL where documents are stored : www.google.co.za/webph?q Promt part that forms part of the URL to identify the document - Student number : =[[1]] and study Year &year=[[2]] Full URL setup in {GDOCS-1} SQL Block: www.google.co.za/webph?q=[[1]]&year=[[2]] Actual example of the document URL: www.google.co.za/webph?q=97200123&year=2014 The background set-up has to be done by technical personnel


Storage Directory	A128	The name of the "Oracle Directory Object" or "URI" where the documents are to be stored or retrieved from.

Block 2: Prompts

This block 1 is used to define reference fields with prompts and links to objects (field values) in the Integrator System. The reference fields will create a user defined index to reference documents.

Prompt No	N1	Prompt Number Up to 8 prompts per Document Category may be defined
Prompt	A512	The text used when prompting the user for answers. Although the field allows for 512 characters, only the first 30 characters will be used when prompting for values while Storing/Retrieving documents
Ref. Type	A1	The format of the required response to the prompt. (A)lphabetic, (D)ate or (N)umeric
Reference Object	A30	When linking to an application, this will be the name of the field in the application that contains the data to be stored.
Reference Variable	A30	The value entered here may be used in SQL’s (see next field) used in subsequent prompts when Storing/Retrieving data with {GDOCS-2/3}
SQL	A2000	A "Select Statement" that will generate a List of Values for the Prompt in Maintain Documents {GDOCS-2/3} may be entered here. Alternatively, the code of an Additional SQL {BATCH-15} as per List of Values may be entered. The value of a previous prompt can be used be used in the SQL statement by prefixing the Reference Variable with a ‘:’ Note that the "Select Statement" must return 2 columns, the first column being the lookup value or code and the second column being a description.

Example(s): Block 1 Document Categories

Block 2: Document Restrictions:

Defines the restrictions set per document category.

Field	Type & Length	Description
Category	A8	Specify the category code.
Description	A30	The description will automatically display
Mime Type	A128	Enter the relevant Mime Type. A List of Values is available..
Ext	A10	The extention of files of this type, this must be entered without the "." eg. pdf or txt.
Size (Bytes)	N17	Specify the Maximum Size in Bytes that files of this type will be restricted to when being loaded.
Check Size	A1	If set to "Y"es, the system will not allow files of the Mime Type that is larger than the specified size to be loaded for this Document Category.

Date	System Version	By Whom	Job Number	Description
21-Jun-2006	v01.0.0.0	Charlene	134467	Re-write in new layout
11-Mar-2008	v01.0.0.0	Vaughn Dumas	134467	System owner proof read
13-Aug-2009	v01.0.0.1	Goodman Kabini	f161059	Change the links to open the correct manual
07-Apr-2010	v02.0.0.0	Ernie van den Berg	t160930	Add Int2 changes
27-Sep-2012	v02.0.0.1	Charlene van der Schyff	t185577	update manual with BLOB information
15-Oct-2012	v03.0.0.0	Frans Pelser	t181818	Improved description of storage config
29-Oct-2012	v03.0.0.0	Dinong Sereko	t181818	System owner proof read
28-Jan-2015	v03.0.0.1	Allie de Nysschen	t201036	New httpurl method created.
19-Feb-2015	v03.0.0.1	Dinong Sereko	t201036	System owner proof read