Application

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The Administration–>Application module includes the following options:

FOIA Configuration

FOIA Configuration allows you to change some FOIA-specific business configurations.

Select FOIA Configuration and review or update settings. Click Save.

Application Configuration

Application configuration can be used to customize time zones and values for your business emails.

1. Select Application Configuration.

2. Enter the value, then click Apply.

Application Version

Select Application Version to view the version and date of installation for ArkCase FOIA.

Label Configuration

Use Label Configuration to customize the user interface to your business context. A list of the ArkCase FOIA application labels is provided for each module. Labels are associated with fields, messages, buttons, table titles, table columns, form names, etc.

The list has four columns:

  • label ID (the object-defined identification),
  • value (the user interface display),
  • description
  • default value.

The Value column defaults to ArkCase FOIA values. You can edit the Value and Description fields.

Change a Label

1. To change a label, click the current value to open a pop-up box.

2. Type in the new value.

3. Click check to save.

Note: Click the close  button to cancel.

Reset Labels/Clear Custom Labels

1. To reset the labels, click  reset1 to open the label module list.

2. Select the module(s) to reset. Click  reset.

Note: The label reset is only needed when new labels have been added to the application.

Lookups Configuration

Use Lookups Configuration to customize the user interface to your business context. A list of the ArkCase FOIA lookups is provided for each dropdown menu in the application,

Add a Lookup Value

1. To add a lookup value, click the plus button. The Add lookup entry window opens.

2. Enter the Lookup Key, for example Alias. This is the text that will appear in the drop-down menu.

3. Click in the Value field and search for the lookup value type, for example, enter DBA to locate the core.lookups.dbasTypes value.

Note: The Value links to the Label. See Label Configuration above for more details.

4.  Click Save Entry to add the new key to the menu.

Edit a Lookup Value

You can change a lookup value to Primary, edit the description, or choose a different value.

1. To edit a lookup value, click the edit icon. The Edit lookup entry window opens.

2. Click in the Value field to choose the new label value.

3. Enter a description if necessary.

4. Click Save entry.

Move a Lookup Value

To move a lookup value, click and hold the value in the table and drag it to a different position in the table. The values will be displayed in the new order on the related drop-down menu.

Delete a Lookup Value

To delete a value, choose the delete icon next to the value.

Deleting a Lookup Value

Add a New Lookup Table

1. To add a lookup table, click the plus1 button at the top of the Choose Lookup list.

The Add Lookup window opens.

2. Enter the new Lookup Name.

3. Select the Lookup Type:

  • standardLookup
  • inverseValuesLookup
  • nestedLookup

4. Click Save.

Delete a Lookup Table

To delete a lookup table, select the value from the list and click the delete icon.

Username Display Configuration

You can choose how to display usernames in the application, either as the user’s full username or the user’s user identifier.

1. Check the radio button to select either use full username or user identifier.

2. Click Apply.

Login Configuration

You can specify the length of idle time before a user is automatically logged out of the system. You can also enable Forgot Username/Password links on the login page.

To set the idle time, enter the time in milliseconds then click Apply.

To enable or disable forgot username/password links, select or de-select the checkbox then click Apply.

If enabled, the forgot username and forgot password links are both shown on the login page.

Audit History

You can specify the length of time to retain the audit and notification events in ArkCase FOIA.

Update Audit History Retention

Enter the days to retain the audit and notification events. Click Apply.

Holiday Schedule

Use Holiday Schedule to specify the holiday names and dates in ArkCase FOIA. You can also select Include Weekends as Working Days.

Add to Holiday Schedule

1. To add a holiday, click  plus  and enter the name and date.

2. Click Save.

Edit Holiday Schedule

Select the edit icon for a holiday, make the necessary changes, and click Save.

Delete from Holiday Schedule

To delete a holiday, click the delete icon.

Include Weekends as Working Days on the Schedule

Click the Include Weekends as Working Days check box and then click the save icon.

Business Hours Configuration

If Business Day Hours for due date Calculation is enabled, the timer for a request that comes in after business hours will not start till the next day.

Sequence Configuration

Sequence Configuration allows business users to configure the automatic generation of the sequence numbers on each individual object (Case, Request, Complaint, etc.).

The Sequencing mechanism has the following features:

  • The period for sequencing can be configured (month, week, etc.)
  • The sequence reset start date can be specified
  • A prefix can be added to the automated numbers.

Select Sequence Configuration. The list of existing configurations opens.

Add a Sequence

1.To add a sequence, click +.

The Add/Edit Sequence window opens.

2. Specify the Sequence Name and Description. If enabled, an automatic sequence number will be generated for each new object of that type.The new sequence is shown in the list.

3. Click the Settings icon for the new sequence.

The Sequence Part window opens.  (Sequence Part = how the sequence number will be generated and what each part will be).

sequence part listing table without any sequence part

4. Click +. The Add/Edit Sequence Part window opens.

popup for adding or editing sequence part and all required informations for that

5. Add the name of the first sequence part and then select from the drop-down, to specify the Sequence part type (Sequence Part Type = this is the definition of what type of functionality that will be used for this field. For example, is this part of the sequence a ‘Date’ or is it ‘Text’.)

popup for adding or editing sequence part and selected sequence part type autoincrement

There are 5 different types for defining each part of the sequence number. You can use all, or only few of them.

AUTOINCREMENT

Autoincrement is usually used at the end of the sequence number and defines the pattern for incrementing sequence numbers. For example a 6 digit sequence starting with ‘1’ = ‘000001’, which will increment by 1, so the second number in the sequence would be ‘000002’.

popup for adding or editing sequence part and all required informations for that

Enter the starting number and the increment size (how much the next sequence number will be incremented by from the previous one). Number length defines how many digits will be used for this sequence part (value that will be incremented on each new created object).

Check if skipped sequence values (usually skipped by some error in creating object) should be reused on the next created object.

Enter an Execution condition to define specific cases for which this sequence part should be included or not (ex., Only for Requests of some specific type). SPEL language is used for expressing these conditions.

For example: enter ‘requestType == ‘Appeal’  for this specific sequence to be invoked when an request with the requestType = Appeal is created.

form for adding or editing sequence part and all required information for that

OBJECT_PROPERTY

Use the Object Property, that also requires SPEL expression, to specify conditions for different object types.

For example: The following expression caseType == ‘Gov’ ? ‘G’ : ‘NG’ means that it will add letter “G” as a part of the Case sequence number, if the Case type = “Gov”. If not, it will add “NG”.

popup for adding or editing sequence part and all required informations for that

UUID

This Sequence Part Type will add UUID (universally unique identifier) to the Object Sequence number

popup for adding or editing sequence part and all required information for that

DATE

Use Date to set the Date format that will be added as part of the object sequence number.

If the Date/Time of the object creation should be included in the Object Sequence number, specify the format. For example: “yyyyMMdd” will add the current date to the sequence number, as set of 8 digits “20210506”.

popup for adding or editing sequence part and all required information for that

ARBITRARY_TEXT

Use ARBITRARY_TEXT to add plain text (String) to the Sequence number, as defined in the “Arbitrary text” field. For example, an underscore ( _ ) or hyphen ( – ).

popup for adding or editing sequence part and all required informations for that

Sequence Example

See example below to add a sequence for an object of type Complaint.

  1. Add new Sequence
    • Click +  on the Sequence Configuration table.
    • Enter the Sequence Name and Description fields (any String can be used).
    • Check the Sequence Enabled check-box.

Note: You can make changes later by clicking on the Edit icon for the Sequence Name.

popup for adding or editing sequence and all required information for thatby

The new Sequence is added to the Sequence Configuration table.

sequence configuration table with three configurations and all information and functions about them and last third configuration is selected in red rectangle

  1. Configure Sequence Parts.

sequence part listing table without any sequence part

    • Click +  to add first Sequence Part.
  2. Sequence Part 1 – Current Date at the beginning of the Complaint Sequence.
    • Select  Date  as a Sequence Part Type.
    • Fill in all fields. Define the format of the Date (Ex. yyyyMMdd will show the date in format: 20210516).
    • Include an Execution Condition if you want this part to be implemented only for some specific Complaint objects (not for all).
      • Ex: priority == ‘High’ (means Date will be added as a first Sequence part only for Complaints that are High Priority).

popup for adding or editing sequence part and all required information for that

  1. Sequence Part 2 – Add “-“ after the Date.
    • Choose  ARBITRARY_TEXT  as a type of the second sequence part.
    • In the Arbitrary text field add whatever string you want to appear in the Sequence name, for example, “-“.

popup for adding or editing sequence part and all required information for that

  1. Sequence Part 3 – Autoincrement part
    • Choose AUTOINCREMENT for the third sequence part.
    • Select the number that will be the starting number for the first Complaint created, for example, 100.
    • Select increment size.
    • Checking the “Reuse skipped sequence values” – if a Complaint object is not properly created due to some error , this number will not be lost, the next created Complaint will use the un-used number.
    • Set a Number length to set a maximum for the autoincremented numbers.

form for adding or editing sequence part and all required information for that

The Sequence Configuration Table shows the sequence parts.

one sequence part and all information about that part

The first Complaint created will have the following sequence number: 20210507_000100, the second will have 20210507_000101 (if created on the date of 05/07/2021)

Use the Settings icon for the Autoincrement sequence part is to specify when the increment reset will happen. The sequence can be reset by year or by month, for example.  Number reset is optional. Skip this if not needed.

reset list popup

To reset autoincrement sequence each year on a specific date, click the + sign and enter the reset start date and time.  Check the Repeat reset check box and select how often this reset should happen. For example, October 1st at 12am each year.

reset list popup

 

Object Title Configuration

Use the Object Title Configuration option to specify whether the out of the box title is used for objects, or whether a specific pattern is used.

Add an Object Title

1. To add an Object Title, click  plus . The  Object Title Configuration window opens.

2. From the dropdown menu, select the object type and title display options and click Save.

Recycle Bin

Use the Recycle Bin option to restore or permanently delete previously deleted files. Right click on the hyperlink to restore or delete the file.

Scheduled Jobs

Use the Scheduled Jobs option to run, pause, or disable application jobs from the user interface.

Password Configuration

Use the Password Configuration option to set the minimum password length.

Reset Configuration

Use the Reset Configuration option to reset all configuration (i.e., labels, lookups, titles, sequences) back to the out-of-the- box configuration.

Solr Reindexing

Occasionally you may need to re-index objects, for example, if a new metadata field is added to an object. You can force the system to re-index a specific object type using the Solr Reindexing option. Select the object type, then choose the date from which to re-index the data.

License Configuration

Use the License Configuration option to upload your ArkCase license.