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Assignment via Record ID

Document Inbound posseses the capability to seamlessly assign documents through record IDs. This functionality operates by leveraging the pre-provided record ID prior to its arrival on the inbound list. With this unique record ID, Document Inbound seamlessly interfaces with the database, promptly determining the presence of the provided record ID within the system's expansive database of records.

Prerequisites

To be able to assign documents via record id, an Inbound List with the assignment type Assignment via Record ID must be created.

Looking up the Record ID

To facilitate the assignment of documents through record IDs, it's essential that incoming documents to the inbound list are tagged with their respective target record IDs. This functionality works best when dealing with documents from external extensions or external code sources.

Document Inbound use the supplied record ID to conduct a cross-reference with the database. Once the record ID is successfully matched with an entry in the database, Document Inbound works by automatically determining the potential content type and metadata for the document. This process is based on the configuration of the inbound list, ensuring a seamless and automated experience.

Assinging Documents

The job queue will be responsible of document assignment. Documents will be automatically allocated to their respective records as long as the record id reference is detected within the database. Alternatively, users have the flexibility to initiate the assignment process manually through the Assign Automatically or Assign Manually functions.

To trigger the assign function manually, the following steps can be done.

  1. Navigate to the Inbound List.
  2. Select an entry from the list.
  3. Click on the Assign Automatically action to assign the document automatically. This function will try to assign the document to the the record that is referenced by the record id provided. If the record id is not found within the database, the Assign Manually action, will automatically be triggered.
  4. Alternatively, click on the Assign Manually action to assign the document manually. This action will open a page where the user can choose the target record to be assigned.

See also