DocMgt

Data Name

Use Case

@RECORDLOCK

If this variable is in a Record then the record will be locked and not editable in the Record Screen interface. This can be added and removed via any automated process, including Workflow and E-Forms. The value is not important to the system. Any value will work so you can use the value for any procedural requirements such as the User and Date/Time the lock was placed, etc.

@OCR

If set to YES and you are using the standard Indexing Automation workflow then this will trigger an OCR process in workflow.

@INDEX

If set to YES and you are using the standard Indexing Automation workflow then this will trigger the Record to go to the Indexing workflow step.

@SPLIT

If set to YES and you are using the standard Indexing Automation workflow then this will trigger the Record to go to the Splitting workflow step.

@MERGE

If this variable is present when saving a new Record then the system will look for another Record with similar data values to merge it with. If you are uploading something like medical records and want to be sure the records you are adding do not duplicate then you can use variable. 

Add the @MERGE variable and set its value to the list of fields to use for the duplicate check. Separate each field name with a pipe symbol (|).When this variable is available then DocMgt will do a search based on these fields and their incoming values to see if there is already a match. If so then the existing record is updated if needed. If no match is found then a new Record is added as normal.

In the Medical Records example above, you might set the @MERGE variable to RECORDTYPE|MRN so that any record of this type (Medical Records) with the same MRN would not add a new record but rather would add to and update the existing record.

Please note that this variable ONLY WORKS ON NEW RECORDS being uploaded and not on updates to an existing Record.

@NOTIFY

This variable is used to send date-specific notifications to users about the record. If there is an @Notify variable in the record then any date in the record that is tomorrow, 7 days from now or 30 days from now will trigger a notification email. 

The email address that the notification is sent to is based on the value of this variable. If the value is numeric then the system will look up the user by ID and use their email address. If the value has an @ sign then it is treated as the email address itself. If the value is string then first the system looks for a user with that username. If found then that user's email is used. If not found then the system looks for a Team of that name and, if found, ALL users in that team receive the notification.

You can have multiple @Notify variables (fields) in a record and the system will notify each one individually using the logic above.

@OFFLINEHOLD

This variable is used to prevent OFFLINE retention processes from acting upon the record.

@DELETEHOLD

This variable is used to prevent DELETE retention processes from acting upon the record.

@PURGEHOLD

This variable is used to prevent PURGE retention processes from acting upon the record.

@ROUTEHOLD

This variable is used to prevent ROUTE retention processes from acting upon the record.

@ALLHOLD

This variable is used to prevent ANY retention process from acting upon the record. This includes OFFLINE, DELETE, PURGE and ROUTE actions. As long as the variable is present the retention system will not process this record.

@REQUIREDDOCUMENT

or

REQUIREDDOCUMENT

This variable is used in the data to specify custom required documents for the current Record. If you want to specify a required document by name you can add a @RequiredDocument data field with the name of the document. For instance, @RequiredDocument = 'ABC' will mean that a document named ABC is required for this Record. If that document must also reside in a Category named REQUIRED' then you can expand the example to @RequiredDocument = 'ABC||REQUIRED'. The pipe symbol separates the required document name, sub category and category like this "NAME|SUBCAT|CAT". 

You can add multiple values into the record with the same name so you can have multiple @RequiredDocument values to specify multiple required documents. The following example requires that the Record have a "W4" and a "Resume" document in the "Hiring Documents" category

@RequiredDocument = 'W4||Hiring Documents'

@RequiredDocument = 'Resume||Hiring Documents'

You should use the built-in "Required" settings in the Record Type Categories configuration for the standard required documents.The @RequiredDocument variables let you expand or customize the required documents based on custom needs per record.

@RequiredDocument variables are fully supported in the Required Document checks in workflow and the Missing Documents report.

NOTE: In order to be able to manage this by non-admin users we have added the ability to use 'RequiredDocument' without the @ sign.

@OCRFIRSTNPAGES

Instructs the OCR engine to only OCR the first N pages of each Document in the Record

@OCRLASTNPAGES

Instructs the OCR engine to only OCR the last N pages of each Document in the Record

@OCRMODE

Instructs the OCR engine on hos to perform the OCR. Possible values are:

 - SIMPLE = This is just a quick text extraction without OCR coordinates and only works for XPSX, XLSX, DOCX, PDF and TXT formats and their variants.

 - OCR = This instructs the engine to perform a normal OCR extraction of any supported file type. IF NO @OCRMODE IS SET THIS IS ASSUMED.

 - BARCODE = This instructs the OCR engine to perform barcode recognition during OCR. IF NO @OCRMODE IS SET THIS IS ASSUMED.

 - RECEIPT = This instructs the OCR engine to perform a Receipt extraction. This requires Enterprise edition and also incurs additional cost per receipt processed!

 - INVOICE = This instructs the OCR engine to perform an Invoice extraction. This requires Enterprise edition and also incurs additional cost per invoice processed!

@OCRLOGFIELD

The name of the field in the Record to log the OCR progress. This adds extra database load so it is not suggested to be used for high volume processing.