Document Sets
Overview
Document sets are batch-generated documents related to a specific functional area. Each document is generated from the same document template and corresponds to a unique functional area record.
The most common use for document sets is invoice generation. Document sets can be created by either invoicing an invoice group or running a document generation system action. Once generated, the documents can be printed, downloaded, or exported to a preconfigured network file path.
Searching Document Sets
To view all document sets, navigate to Admin > Document Sets.
The Document Sets page can display up to 2,000 records. Use the sort buttons or filters at the top of each column to locate a specific document set. When using a filter, the list dynamically updates to display all document sets that match the entered value.
Understanding Document Set Statuses
Document set statuses appear on the Document Sets page. These statuses are defined below.
Status | Description | Notes |
|---|---|---|
Docs Generating… | The documents are being generated. | If an error occurs while generating a document, the document set will stay in this status until the error is resolved. |
Doc Generation Complete | The documents have been generated. |
|
Awaiting Export | The documents have been generated and are ready to be exported. |
|
Export Running… | The process to export documents is running. |
|
Export Completed | The process to export documents is complete. |
|
Export Failed | The process to export documents failed. |
|
Printing and Downloading Document Sets
The Print and Download buttons on the Document Sets page allow for printing or downloading up to 2,000 documents. If a document set contains more than 2,000 documents, it must be exported from the Document Set Details page (see below).
Clicking the Print button creates one PDF with all the documents in the document set. A blank page is inserted after documents with an odd number of pages to ensure each document begins on the front side of the next sheet.
Clicking the Download button creates a zip file of individual PDFs for each document.
After a document set is printed or downloaded, the Print/Download Date is set. This can help users track which documents have been printed and mailed or otherwise transmitted to the intended recipients.
Viewing Document Set Details
Clicking the Open button on any document set opens the Document Set Details page, which lists all documents in the document set.
On the Documents tab of this page, users can:
Select a subset of documents to download or print.
Preview a document.
Open the Document Details page on the parent functional area record.
Choose between single and dual-sided print. The dual-sided option inserts a blank page after documents with an odd number of pages to ensure each document begins on the front side of the next sheet.
Exporting a Document Set
To export document sets, 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.
The export location is specified in APP_SRV_SETTING under DOC_MGMT_DFLT_EXPORT_PATH.
If a document set is exported more than once, files from the previous export(s) will be overwritten by new files with the same name.
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