Before using document replication, image managers must set up the necessary storage IDs and safeguards for their intended workflow. This means creating permanent and temporary storage ID locations, and deciding how long images are kept in temporary storage for fastest recall at the branches. It is also essential for imaging managers to ensure that correct paths and permissions are set up for all storage IDs and all imaging users.
To set up document replication:
After considering your typical workflow and network needs, create a series of storage IDs for permanent and temporary images. Keep in mind the following information:
Create at least one permanent storage ID for keeping images in their final storage location. This location should be your main branch or main computer location. This storage ID (network path) must be the main imaging server.
Create one temporary storage ID for each of the branches or other locations that are creating images. This storage ID (network path) must be on the computer at the branch being replicated and the computer must always be active/online. This is the path where files are permanently stored until they are replicated to the main imaging server.
Create one error storage ID to store images if all other network directories are temporarily unavailable. This error storage location must always be accessible. This storage ID (network path) must be the main imaging server.
Use the Testhot key to test communications including the ability to write to the HOST and computer, and to make sure folders have been shared correctly with permissions granted to appropriate personnel.
Note:Establish proper storage ID naming conventions and perform proper employee training to ensure all storage IDs clearly identify their purpose. We recommend all storage IDs intended for temporary use begin with the word TEMP. For example, TEMP-BRANCH1. Name the error storage location ERROR. Train all employees how and when to use these storage IDs.
From the System > System Files > Document Imaging menu, select Document Profile Maintenance to display the Document Profile Maintenance screen.
For each document profile used at the local branch, add the branch's temporary storage ID to the profile and verify the Branch ID in the Brch field.
Save your changes and exit the window.
From the System > System Files > Document Imaging menu, select Branch Local Storage Maintenance to display the Branch Local Storage Maintenance screen.
Note: If prompted, log on to the character-based system.
In the Error Storage Location field, enter the storage ID used to store images when all other directories are temporarily unavailable. This should be the storage ID created in Step 1.
In the Temporary Storage Location ID column, enter a storage ID for each branch listed in the Br field. This should be the storage ID created in Step 1.
In the Days to Delete column, enter the number of days to temporarily keep each storage ID's images before deleting the images. Consider storage space requirements, but because it is quicker to recall and view images stored locally, you may want to store images locally for 15-60 days, or until frequent viewing is no longer needed.
When finished setting up storage locations for each branch, do one of the following:
Press Esc to save and close the screen.
Press F12 to abort, closing the screen without saving changes.
Check the following to finalize the document replication set up:
Local branch settings - Ensure branch settings match the local branch settings for each storage ID.
Local branches overrides for each storage ID - View or edit the local branches overrides designated for each storage ID by using the Local Brchs hot key on the Document Storage Location Maintenance screen. If no branch overrides are designated, the system uses the branch settings in Imaging's Control Parameter Maintenance screen, where you determine the default storage location for each branch in Control Maintenance.
Branch settings for Imaging users - Ensure each Imaging user has the appropriate branch settings, so their new images are stored in the proper locations. It is normally not necessary to change a user's branch settings. However, you can enter or edit the storage location branch designated, if necessary, by using the Local and Physical columns in Terminal Setup window (System > System Files > Terminal Setup). If no storage location branch is defined here, the user's storage location defaults to the user's home branch defined in User Maintenance.
Imaging a user's home branch assignment – Ensure each Eclipse Imaging user has the appropriate Home Branch field setting in their Accessible Branches screen (System > System Files > User Maintenance). Then with a user ID entered, use the Branches hot key. If necessary, you can define a different home branch.
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