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Aelca Documentation

website·Indexed 30 days ago

https://aelcadocs.z6.web.core.windows.net

Documentation for an automation process platform featuring an Outlook add-in. Includes guides on process flow, document management, metadata editing, identity management, and the configuration of document types, abbreviations, and autonomous paths.

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What's inside Aelca

  1. Navigate the Aelca Web Dashboard and Main Menu

    After logging into the web application, the home page displays a Dashboard showing the status of all documents processed to date. Navigation to different system directories is handled via the side menu, which is divided into three primary functional sections:

    1. Maestro: Used for configuring master data required for the automation process, including abbreviations, metadata, and document types.
    2. Gestión de Documentos (Document Management): Used to access stored data and the current processing status of each document.
    3. Administración (Administration): Used to create and edit user permissions based on defined roles.

  2. Understand the Document Automation Process Lifecycle

    The automation process follows a sequential lifecycle to move a document from receipt to registration. The stages are:

    1. Classification: Determines the document type and category. Documents in the 'Classified' state are queued for extraction.
    2. Extraction: Extracts metadata from the document. These metadata are used for the document management system form or to construct the record title.
    3. Pending Registration (Pendiente Registrar): The robot retrieves metadata values defined as 'Robot' (e.g., Promotion) from the document manager and copies them into the database to ensure all required metadata are present before final registration.
    4. Registered (Registrado): The robot processes documents in the 'Pending Registration' state to complete the final registration in the database.

  3. Manage document metadata and extraction locations

    The Metadata table displays the stored values for all processed documents. Users can edit or create metadata here. Caution is required when editing the 'Localización' (Location) field: if a document's state is 'Clasificado' (Classified), metadata has not yet been extracted. Changing the location from 'Contenido' (Content) to another type will prevent the robot from extracting that metadata from the content. Therefore, editing the 'Localización' field is generally not recommended.

  4. Install a custom Outlook add-in via the web administration panel

    To install the custom Outlook add-in, you need an XML manifest file (provided by Auren) and access to the Outlook administration panel.

    Steps to install:

    1. Navigate to the Outlook administration panel at https://aka.ms/olksideload.
    2. Select 'My add-ins' (Mis complementos) from the left sidebar menu.
    3. Click on '+ Add a custom add-in' (+ Agregar un complemento personalizado) and then select 'Add from file...' (Agregar desde archivo...).
    4. Upload the .xml manifest file from your local machine to complete the installation.

  5. Manage roles and permissions

    Roles are used to group permissions that are assigned to users. When creating or editing a role, you define the role name and manage its permissions via the 'Permisos' button. Permissions are categorized into two primary groups:

    • Gestión de Identidades: Controls actions related to the management of other roles and users (create, edit, delete).
    • DC Manager: Defines which screens the role can access and the specific actions (create, edit, delete) allowed on those screens.

    Warning: Do not modify the api or admin roles, as they are reserved for the Outlook add-in and automation processes.

  6. Create and manage blog posts in Docusaurus

    Docusaurus blogging features are powered by the @docusaurus/plugin-content-blog plugin. To create blog posts, add Markdown files or folders to the blog directory. The plugin automatically extracts the post date from filenames using the format YYYY-MM-DD-title.md (e.g., 2019-05-30-welcome.md) or from an index.md file within a dated folder (e.g., 2019-05-30-welcome/index.md). Using a folder for a post is recommended for co-locating post-specific images. Blog authors can be managed in an authors.yml file, and posts support the use of tags.

  7. Create and organize blog posts in Docusaurus

    Docusaurus blogging features are powered by the @docusaurus/plugin-content-blog plugin. To create blog posts, add Markdown files or folders to the blog directory.

    Post dates are automatically extracted from filenames using the format YYYY-MM-DD-title.md (e.g., 2019-05-30-welcome.md). Alternatively, you can use a folder with an index.md file (e.g., 2019-05-30-welcome/index.md), which is useful for co-locating images with the post content. Regular authors can be managed in the authors.yml file.

  8. Manage document processing states

    Document states are used for process traceability. Editing an existing state does not affect the automation process. However, creating a new state requires additional development to implement the corresponding logic for that state.

  9. Manage processed documents and their status

    The Documents section provides a table of all processed documents, including the document name, the type assigned by the automation process, and its current status within the workflow. Users can filter results using the search bar or sort documents alphabetically via column headers. While document fields can be edited via the 'Opciones' (Options) button, it is recommended to avoid doing so to prevent complications in the automation process.

  10. Set blog post dates using filenames in Docusaurus

    Docusaurus can automatically extract the publication date of a blog post from its filename. Use the format YYYY-MM-DD-title.md or place an index.md inside a folder named YYYY-MM-DD-title.
    2019-05-30-welcome.md
2019-05-30-welcome/index.md

  11. Use MDX for interactive blog posts in Docusaurus

    Blog posts support Docusaurus Markdown features, including MDX. This allows the use of React components directly within blog post content to create interactive elements.
    <button onClick={() => alert('button clicked!')}>Click me!</button>

  12. Edit document metadata from the documents table

    When a document encounters an error during the automation process, you can manually correct its metadata using the Editar Metadatos (Edit Metadata) button located in the documents table. This provides a web-based alternative to the Outlook add-in.

    Once the metadata form is open, you can modify any of the extracted fields. The available actions are:

    • Guardar (Save): Saves the edited metadata and updates the document status to Extraído (Extracted).
    • Procesar manualmente (Process manually): Sets the document status to Descartado (Discarded), causing subsequent process phases to ignore the document.
    • Procesar manualmente y mover a catalogados (Process manually and move to cataloged): Sets the document status to Descartado and moves the associated email to the 'Catalogados' folder.
    • Cancelar (Cancel): Discards all changes; the document retains its error status and the user returns to the previous screen.