Document Sets
- John Kostakos
- Megan Sproul
- Will Rensmith
Overview
Document sets are listed on the Admin > Document Sets page. Document sets are batch-generated documents related to a specific functional area. The most common use for Document Sets is invoice generation. All documents in a document set are generated from a single Document Template and are generated for a list of functional area records (e.g. permit invoices).
Document Sets are created by either Invoicing a Invoice Prelist Partition or by running a Document Generation System Action.
Document Sets are generated via a background process after the generation task has been triggered. Once generated, the documents can be printed, downloaded, or exported to a preconfigured network file path.
Document Set Status
Status | Description |
|---|---|
Docs Generating… | The documents are still generating. |
Doc Generation Complete | The documents have been generated. |
Awaiting Export | The documents are generated and ready to be exported. |
Export Running… | The process to export documents to the file system is running. |
Export Completed | The process to export documents is complete. |
Export Failed | The process to export documents failed. |
If an error occurs while generating a document, the document set will stay in Docs Generating status until that error is resolved.
Print and Download Document Sets
All document sets are listed on the Admin → Document Sets screen.
The Document Set list screen can display up to 2000 records. Search to filter the documents set for a narrower set of records if needed.
The Print and Download options will allow for printing or downloading up to 2000 documents. If the Document Set contains more than 2000 records, then the Export option must be used from the Document Set Details page (see below).
The Print option creates a single, combined PDF containing all the documents in the document set. A page break is inserted between odd numbered pages to ensure that each document is produced on a separate printed page.
The Download option creates a zip file containing individual PDFs for each document.
After a Document Set is printed or downloaded, the Print/Download Date is set. This can help the agency track which documents have been printed and mailed or otherwise transmitted to the intended recipients.
Document Set Details
The Document Set Details page shows a list of all the documents within a Document Set.
From this page, users can perform any of the following actions:
Select a subset of documents in a document set to download or print.
Preview any document.
Open any document to view the document detail screen on the parent functional area record.
Select single or dual-sided print. The dual-sided option inserts a blank page at the end of each document if the document has an odd number of pages.
Exporting a Document Set
To export document sets to a network location, click the Export Documents button on the Exports tab of the Document Set Details page:
The export is performed by the “Documents - Process Export Documents” server task. The task can be monitored under Admin → Server Logs.
If a document set is exported more than once, existing files from the previous export(s) will be overwritten by new files with the same name.
Technical Note: The export location that documents will be exported to is specified in APP_SRV_SETTING under DOC_MGMT_DFLT_EXPORT_PATH.
On this page
Related Content