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Smart Routing is a set of features in iDocs that permits the automatic routing of merged documents to Email, Fax or Print. It is implemented in two basic ways:
- The routing information can be retrieved from a database using spool file information as the database key, or
- The routing information can be scraped directly from the spool file.
Smart Routing Using a Database
The first step is to create a mapped field that contains the database key value. This for example might be a customer number if you are using a customer database file. From the main InFORM Decisions menu, take option one, Define a form or Check Application. Locate the form application and place a two next to the application. Next locate a sample spool file and select this spool file with an option one and press enter twice.
At this point, the left column of the screen should display the corresponding lines numbers of the spool file. Additionally the key value, such as the customer number, should be in full view. If the value is not in full view, the display screen may be shifted right by using the shift F8 key.
With the key value in full view, position the cursor in the leftmost position of the value and press the F8 key. Next, place the cursor in the rightmost position of the key value and press the F8 key again. This will display the Map Field Maintenance screen.
5/11/07 iDocs Form Suite FM2540S2 10:26:08 Map Field Maintenance QSECOFR Form Name. . . . . . DEMOINV Field Name . . . MYSMARTKEY F4=List Description. . . Smart Routing Key Spooled File Source From Row . . . . . . 1 To Row . . . . . . . 1 From Column . . . . 1 To Column . . . . . 10 Overlay Target Horizontal Position. 9998 300dpi Vertical Position. . 9998 300dpi Map Field . . . . . F4=List Map Type . . . . . . 2 F4=List XY Mapping Font . . . . . . . . F4=List Courier 11cpi Regular Line Spacing . . . . 300dpi Font Rotation. . . . 90° 180° 270° Form Side. . . . . . F4=List Non duplex field
Complete the field prompt by entering a field name and description. Choose any meaningful name for the mapped field – do not use a keyword from the F4 prompt. Enter 9998 for both horizontal and vertical positions so the data does not print on the output page – those coordinates are off the pcl page.
Conditionally map If the value in column to column Map next field end Bursting. . . . . . Y (Y/N) of this field . . . N (Y/N) Sort Sequence . . . . 1 F4=List
Secondly, specify a sort sequence. You should specify a sort sequence if you wish to group pages to one target into one transmission. For example, if you are emailing based on customer number you probably want to group all pages to a particular customer into one attachment and send the customer one email. Odd sort sequences sort in ascending order, even sequences sort in descending order.
Bursting should be set to Y. This will create a new document and thus a separate transmission, email fax or print, to the target. If you do not burst then each input spool file will generate one output transmission to the target found on the first page only of the document.
The normal procedure is to sort and burst on this field.
Database Definition for Email
Smart Routing considers output targets in this order: Email, Fax, Print. Any output method not defined will be skipped. The first method defined that successfully resolves a target destination such as an email address or fax number will be selected. If you need to handle customer preference as to delivery method use logical files to present to the Smart Routing application only one deliver method.
From the Form definition maintenance screen navigate back to the form application and place an option 14 next to the entry. Option 14 will be labeled External Database on versions older than 3.69d and Smart Routing on younger versions.
5/11/07 iDocs Form Suite FM1200S1 10:32:03 iMail Document Routing QSECOFR Type information, press Enter. Application: DEMOINV DEMO. INVOICE FORM File Name . . . : ROUTINGDB Library . . . : CUSTOMER Member Name . . : *FIRST Prefix to key (if necessary) . . . . . : Map field data to use as key . . . . . : MYSMARTKEY String to return as *TOADDRESS . . . . : From Col: 10 To Col: 137 Outq to receive file if *TOADDRESS not valid . . : BADOUTQ
At this screen specify the file name and library of the database file containing the Smart Routing address information, such as email addresses and fax number. In the field specifying the Map field data to use as key, enter the name of the mapped field defined to contain the database key earlier in this document. In this example, MYSMARTKEY contains a value from the spool file to look up into CUSTOMER/ROUTINGDB.
The next prompt identifies the location of the email address within the customer record. In the example above, the email address within the customer record begins in position 10 and ends in position 137 for a size of 128 characters. Please note that this is in bytes and is considered from the beginning of the record. It does not refer to fields in the database.
The last field specifies the location where the output spool files should be placed if the email address can not be retrieved, i.e. the lookup on the database using the specified key fails. If the lookup succeeds but the address is not deliverable, the email is sent to the email server which handles it separately - examine the inbox of the sender's email address on the email server. Email undeliverable at the server is not returned to iMail/iDocs. If the address lookup succeeds but the email server rejects the send, examine the iMail log.
Please note that in iDocs 5.0 and subsequent versions the address failure outqueue must be specified separately using option 18 from the main form list.
9/22/20 SRSPLCS1 14:38:53 Smart Routing Spool Configuration KKRAMER Type information, press Enter. Application: ADELWACK Adel Wiggins Acknowledge Resolve to alternate printer: Out Queue . . . . . . . . . . . . . . F4=List Library . . . . . . . . . . . . . . Resolve to invalid email address: Out Queue . . . . . . . . . . . . . . F4=List Library . . . . . . . . . . . . . . Resolve to invalid FAX number: Out Queue . . . . . . . . . . . . . . F4=List Library . . . . . . . . . . . . . . F3=Exit F6=Email Default Values F7=Fax F10=Update F12=Cancel
From the iMAIL external routing screen the delivery parameters were specified for the recipient, but not the sender, subject and message body. These values can be specified by pressing the F6 key to specify the email default values.
9/22/20 SRSPLCS2 14:42:59 Smart Routing Spool Configuration KKRAMER iMail Interface Defaults Application: ADELWACK From: To: Subject: CC: BCC: Request Delivery Receipt: (Y/N) Request Read Receipt: (Y/N) F3=Exit F10=Update F12=Cancel F13=Attachment Path
From this screen, enter the default from address, subject and associated text. Press the F10 key to save the values and return back to the form definition maintenance.
Note that one does not have to specify a default to address – that is determined as part of the Smart Routing processing. If you do not specify a default from address then the default contained in the iMail configuration will be used.
Database Definition for Fax
Navigate back to the form application and reselect it with an option 14. Press the F7 key to define the FAX directives. The screen below should be displayed.
5/11/07 iDocs Form Suite FM1200S2 10:41:27 iFAX Document Routing QSECOFR Type information, press Enter. Application: DEMOINV DEMO. INVOICE FORM File Name . . . : ROUTINGDB Library . . . : CUSTOMER Member Name . . : *FIRST Prefix to key (if necessary) . . . . . : Map field data to use as key . . . . . : MYSMARTKEY String to return as Company Name . . . : From Col: 129 To Col: 158 String to return as Contact . . . . . : From Col: 212 To Col: 231 String to return as Fax# . . . . . . . : From Col: 159 To Col: 168 Outq to receive file if Fax# not valid . . . . . : BADFAX F3=Exit F6=Fax Default Values F7=Email F10=Update F11=Print F12=Cancel
The first five prompts for faxing should contain the same values for emailing. However if the fax number and email addresses are contained in different databases, these databases can be defined separately.
As specified previously for email, define the beginning and ending columns for the fax recipient’s company name, contact and fax number.
Finally in the last prompt on the screen specify the name of the out queue that will be used to collect spool files intended to be faxed, but resulted in not being faxed due to an invalid fax number.
If doing only Fax Smart Routing and not also email, use *FAX for the distribution outqueue in the form definition and *FORMDEF in the engine or manual merge.
Once all the values have been identified, press the F6 key to define the fax default values.
5/11/07 iDocs Form Suite FM1200S4 10:39:19 iFAX Document Routing QSECOFR Type information, press Enter. Application: DEMOINV DEMO. INVOICE FORM Cover Page : *DEFAULT Fax Line . : *DEFAULT From Company . . : inFORM Decisions Contact . . : Davis Yokana Phone# . . : 949.709.5838 Fax# . . . : 949.709.5839 Subject . . : Company Newsletter Message . . : Thank you for subscribing to our company newslette r. To Company . . : Contact . . : Fax# . . . : F3=Exit F10=Update F12=Cancel
From this screen specify the default cover page from within iFAX fax or override the default value.
The prompt for the Fax line specifies the default fax telephone line with that will be used to send the fax transmissions.
The remaining entries for the from and to prompts will be used to populate the cover page with the correct inFORM Decisions of the sender and the recipient.
Press the F10 key to save this inFORM Decisions, and return to the Form Definition Maintenance Screen.
Specifying the Out Queue
From the Work With Form Applications subfile (list), scroll to the form application and place a 1 next to the entry.
5/11/07 iDocs Form Suite FM0465C3 10:43:18 Define a Form Application QSECOFR Form Application. . . . . . DEMOINV DEMO. INVOICE FORM Form Size . . . . . . . . . 2 Letter(8 1/2 x 11 in.) F4=List Collate(Y/N). . . . . . . . . . . N Use Mapped Fields Only (Y/N). . . Y Orient (P)ortrait or (L)andscape. P Pages per Overlay (1-9) . . . . . 1 Front Map File. : F4=List Back Map File . . : F4=List X adjustment value. . . . . . . . 0 Y adjustment value. . . . . . . . 0 Front Side Back Side Form Destination Overlay Seq Drawer Merge Overlay Merge Prompt Out Queue F4=List # F4=List Data F4=List Tumble Data F4=List F4=List DEMOINV 1 1 Y *STD *EMAILPDF + F1=Help F2=Data Map F3=Exit F7=Footer F8=Work with Mapped Fields F9=Advanced Functions F12=Cancel F15=Global Offset F17=Import Map
In the prompt for the Distribution Out Queue enter the key word value of either *EMAILPDF to process the distribution of the spool files in a PDF format, *EMAILPCL to process the distribution of the spool files in a PCL format.
Note that despite the keyword value being misleading and contrary to the alternative delivery methods, that if emailing is not an available option for the spool file, the alternate methods will be used.
From the InFORM Decisions main menu, select option 4, Work with Engines. Select an existing engine, or create a new one dedicated to Smart Routing.
5/11/07 iDocs Form Suite FM0450C3 10:45:35 Engine Definition Maintenance QSECOFR Engine Name. . . . . . : DQENGINE Description. . : A Dataqueue Engine Archive Out Queue. . . : ARCHIVE Archive Library: QUSRSYS F4=List Data Queue . . . . . . : DQENGINE Dataque Library: QGPL Engine Status. . . . . : Originating Spool Spool Form Resulting Resulting Prc Out Queue Library Attribute Attribute App SpoolFile Out Queue Grp F4=List F4=List Value F4=List Name F4=List QPRINT *LIBL *FORM INVOICE JCAINVOICE *FORMDEF More... F3=Exit F4=Prompt F7=Server View F12=Previous F21=Command Press Enter to confirm
Changing the Destination Out Queue value to *FORMDEF specifies that the resulting spool file will be directed as it is defined in the form application.
In this example the form application named, JCAINV, has defined within it *EMAILPDF in the distribution override out queue.
After changing this value within the engine definition, the engine is ready to be submitted to batch and to process smart routing accordingly.
Smart Routing Using Spool File Information
The other way to use Smart Routing is to scrape the destination information directly from the spool file. Of course the information has to be in the spool file to scraped. Email addresses and fax numbers usually are not included in end user documents, but if they are this might be the simplest way to setup Smart Routing.
The procedure is to create a form application as one normally would, and then in addition to the mapping for the output create additional mapped fields as discussed below. Please note that using this method one should not define databases uses option 14. One merely creates specific mapped fields to contain the necessary information from the spool file.
For email routing, create mapped fields named using the following keywords containing the specified information.
*FRADDRESS – iMail from address.
*TOADDRESS – iMail recipient address
*CCADDRESS – iMail recipient address to copy
*BCADDRESS – iMail recipient address to blind copy
*SUBJECT - iMail Subject
*SUB0120 - iMail Subject 1 through 20
*SUB2140 - iMail Subject 21 through 40
*MESSAGE - iMail Message
*MSG01 - 09 - iMail Message lines 1 through 9
You can prompt the field name in the greenscreen mapped field screen, scroll through the possible keyword values, and select one of the above.
To successfully define a Smart Routing email application from the above keywords as mapped fields you must define at a minimum *TOADDRESS.
In the form application definition the destination outqueue is *EMAILPDF. The destination outqueue in the engine is *FORMDEF.
Note on Subject Line:
You can create a “dynamic” subject line in your EMAIL that will contain information mapped from your spoolfile. The extracted data can be the entire subject line or appended to a literal value that was typed into the default Subject Line. Use keywords *SUB0120 and *SUB2140 as the field names for the mapped fields that reference the data to be extracted. Both keywords allow for a maximum 20 Alpha mapped value. The value in *SUB0120 will be trimmed and appended to the subject literal value with a blank space prefix. If *SUB2140 is used, the trimmed value will be appended to the trimmed value of *SUB0120 with a blank space prefix.
- The *SUBJECT keyword replaces the default subject line defined in Smart Routing.
- The *SUB0120 and *SUB2140 keywords append to the default Smart Routing subject.
- Each allows up to 20 characters and can be used together, but *SUB0120 must be defined before using *SUB2140.
From To Map Fld Name Description Row Col Row Col Type Fld Xloc Yloc *SUB0120 Subject cols 1 - 20 3 30 3 49 2 9999 9998 *SUB2140 Subject cols 21 - 40 4 30 4 49 2 9998 9998Subject: Default Message +First mapped field+ +Second field+
Email subject default = 'Default Message' First mapped field (*SUB0120) = '+First mapped field+' (20 character max) Second mapped field (*SUB2140) = '+Second field+' (20 character max)
The iFax interface to mapped field Smart Routing is identical to that of iMail. The keywords used to name the mapped fields are different. They are:
*FAXNBR - iFAX FAX Number
*FAXDESC - iFAX FAX Description
*FAXNBRUSR - iFAX FAX Number User Data
*FAXTO - iFAX FAX Recipient
To define an iFax Smart Routing application using this method one must define at a minimum *FAXNBR.
In the form application the destination outqueue is *FAX; in the engine it is *FORMDEF.
To define print as the Smart Routing destination define a mapped field with field name:
*OUTQ - iDocs Out Queue
The contents of the mapped field will be evaluated and its contents used to specify the destination outqueue of the resulting merged document. The captured value used as an outqueue will override the destination outqueue specified in the form and/or engine.
The output outqueue in the form definition is specified as *PRINT.
You can also define mapped fields to capture:
*TRAY - iDocs Input Tray
*BIN - iDocs Output Bin