WORKFLOW AUTOMATION MANAGER - Window Book,...

Workflow Automation Manager (WAM) Version 3, April 7, 2015

Copyright © 2015 Window Book, Inc. All Rights Reserved.

The instructions and descriptions contained in this document were accurate at the time of publishing; however, succeeding products and documents are subject to change without notice. Therefore, Window Book, Inc. assumes no liability for damages

incurred directly or indirectly from errors, omissions, or discrepancies between the product and this document.

WORKFLOW AUTOMATION MANAGER

DAT-MAIL’s Workflow Automation Manager or WAM performs the same functions as DAT-MAIL’s Import Daemon, including some additional functions that are not currently available with the Daemon. Unlike the Daemon; however, WAM is a true Windows® service that runs independently behind the scenes. Users can utilize any software installed on the same workstation WAM is running on simultaneously – including DAT-MAIL. Where the Daemon is limited to the automatic processing of jobs in a single way, WAM can be configured for multiple profiles, allowing jobs to be processed in different ways for different work flows. Setting up different profiles is accomplished through WAM’s Control Center, which is accessed from

within DAT-MAIL, or from the WAM icon that displays in the workstation’s Notification Area or System Tray when the Control Center is minimized. WAM is a function of DAT-MAIL and is automatically installed and/or updated when DAT-MAIL is installed or updated on a workstation.

WAM is not server compatible. It must be run on a workstation in either a single installation environment or a server with workstation(s) environment. Only one workstation at a time can make changes to the profiles and control the service.

Workflow Automation Manager (WAM)

of 21 ©2015 Window Book, Inc. All Rights Reserved.

TABLE OF CONTENTS

WORKFLOW AUTOMATION MANAGER ...............................................................................................1

TABLE OF CONTENTS ..........................................................................................................................2

ENABLING WAM IN DAT-MAIL ............................................................................................................3

WAM CONTROL CENTER .....................................................................................................................4

LAUNCHING THE CONTROL CENTER ......................................................................................................... 4

WAM CONTROL CENTER ........................................................................................................................... 5

Minimizing Versus Exiting the Control Center ...................................................................................... 6

MINIMIZING ....................................................................................................................................................................... 6

EXITING............................................................................................................................................................................... 9

Service Logon Credentials ..................................................................................................................... 9

Profile Creation and Maintenance ...................................................................................................... 11

ACTIVATING AND DEACTIVATING PROFILES ..................................................................................................................... 13

CREATING A PROFILE AND IMPORTING A FILE ................................................................................................................. 13

UPDATING DAT-MAIL SOFTWARE ..................................................................................................... 20

DAT-MAIL’s Workflow Automation Manager (WAM)

©2015 Window Book, Inc. All Rights Reserved. of 21

ENABLING WAM IN DAT-MAIL

In order to use WAM, it must first be enabled within DAT-MAIL. To enable WAM for use, do the following:

1. On a workstation (not a server), launch DAT-MAIL;

2. From DAT-MAIL’s main screen, select FILE > PROGRAM SETTINGS > PROGRAM SETUP;

3. The Setup screen will display. Select (check) the option ‘Use WAM’ in the ‘Import Defaults’ tab;

4. Click the OK button to close the Setup screen. WAM is now ready for configuration and use.



WAM CONTROL CENTER

The Workflow Automation Manager Control Center (WAM Control Center) is where the Client monitors what is being processed through WAM, and where the service is started and stopped from. In addition, the Client can enter the log on credentials necessary for running the WAM service, and access the Edit Profiles screen. From the Edit Profiles screen, the Client can determine the current number of active profiles; control how often (in seconds), the service checks the appropriate folder(s) for incoming Mail.dat files; and create and manage profiles for WAM to use. The Control Center is a separate executable; therefore, the DAT-MAIL program can be closed with the WAM Control Center remaining open and functioning.

LAUNCHING THE CONTROL CENTER

To launch WAM’s Control Center, do the following:

1. Enable the use of WAM in DAT-MAIL (refer to Enabling WAM in DAT-MAIL above);

2. From DAT-MAIL’s main screen, click the WAM icon;

When WAM is enabled in DAT-MAIL, the Clock icon used to launch the Import Daemon is automatically replaced by the WAM icon.

Import Daemon Enabled

WAM Enabled

3. The WAM Control Center will open/display.



WAM CONTROL CENTER

The WAM Control Center is comprised of the following:

File menu . From the file menu the user can select one of two options: ‘Setup’; or ‘Exit’. The ‘Setup’ option displays the Setup window where the user can enter the necessary logon credentials for running the service (refer to the Service Logon Credentials section in this Guide for more information). The ‘Exit’ option shuts down the Control Center and unloads it from memory (refer to the Minimizing Versus Exiting the Control Center section in this Guide for more information);

Status Display Panel for jobs being processed. This display panel provides the File Name, SysID, Status, Progress, Profile Name, Started Date and Time, Completed Date and Time, and the Import Path being used;

The ‘Started Date and Time’, ‘Completed Date and Time’ and ‘Import Path’ fields are viewable by sliding the scroll bar located at the bottom of the panel, to the right.

Edit Profiles button . Clicking this button displays the WAM Control Center Setup screen. From this screen, the user can determine the ‘Number of Active Profiles’. In addition, the user can set the ‘Wait Interval (seconds)’ of how long WAM should wait before checking the active profile(s)’ Import File Folders for new Mail.dat files.

In addition, the user can access the WAM Control Center’s Browse Settings screen, from which the user can create new profiles; as well as, manage existing profiles. This is done by clicking the



Activate Profiles button (refer to the Profile Creation and Maintenance section below for more information).

START/STOP button . This button both starts and stops the service:

o START – if the button label reads ‘START’, a corresponding line of text describing the current state of the service will display to the right of the button (i.e. “Service is NOT running”). When the button is clicked and the service actually starts, the text will read “Service is RUNNING”. In the interim time period before the service actually starts; however, the line of text will read “Service is STOPPED”). This time period should only last a few seconds;

If something were to happen during that interim time period, like the service was accidentally stopped

manually (e.g. from the workstation’s Task Manager), the service would be loaded into memory, but it

would remain stopped. This is unlikely to occur; however, if it does, launch the WAM Control Center and

cycle through the Start and Stop sequence by clicking the Start/Stop button to free the service.

Do NOT use the Task Manager on the computer or workstation to stop the WAM service!

o STOP – if the button label reads ‘STOP’, a corresponding line of text describing the current state of the service will display to the right of the button (i.e. “Service is RUNNING”);

Active Profile Status Line . The Control Center displays the current number of active profiles;

Minimize button . Clicking this button closes the WAM Control Center, leaving a product icon to display in the computer’s System tray. For more information about Control Center and processing capabilities using the Minimize control, refer to the Minimizing Versus Exiting the Control Center below).

Minimizing Versus Exiting the Control Center

The WAM Control Center and the service are two separate executables that run independent of one another. It is important to understand how minimizing and exiting affects both the Control Center and the service.

MINIMIZING

Minimizing the Control Center allows the user of the workstation to have full control over WAM without having to launch or already be in, DAT-MAIL. Clicking the Minimize button located on the WAM Control

Center screen closes the Control Center and places a WAM icon in the workstation’s System tray.



When the service is running, the icon will appear as in the image above (in color). If the service is stopped, the icon will be black and white. This is a visual cue to the user as to whether or not WAM is running. If the user right-clicks on the icon while the service is running, the following command options will display: Stop Service; Open Control Center; Stop Service and Exit; and Exit.

Stop Service: Stops the service, but leaves the WAM Control Center minimized in the workstation’s System tray;

Open Control Center: Opens/displays the WAM Control Center screen on the workstation (service remains running);

Stop Service and Exit: Stops the service and exits the Control Center, unloading both from memory. If this command is selected, the WAM icon will no longer display in the workstation’s System tray. To re-open the WAM Control Center, the user would have to do so through DAT-MAIL (refer to Launching the Control Center section above); and

Exit: This leaves the service running; however, it exits the WAM Control Center, unloading it from memory. The service remains running; however, the user would have to access the Task Manager on the Workstation and display the ‘Processes’ tab for a visual confirmation (i.e. ‘MDIMPSERVER707.exe’).



Enable the SHOW PROCESSES FROM ALL USERS function in each Task Manager in order for the WAM

service’s process to display, since it will likely be running under a login different than what was used to log

into that desktop or workstation. Depending upon which operating system the workstation is using, this

feature is enabled by either checking a box or clicking a button.


To re-open the WAM Control Center, the user would have to do so through DAT-MAIL (refer to Launching the Control Center section above);

If the WAM Control Center is minimized and the service is not running, right-clicking on the icon in the workstation’s System tray offers the following command options (note the System tray icon displays in black and white when the service is not running): Start Service; Open Control Center; and Exit.

Start Service: Starts the service and leaves the WAM Control Center minimized in the workstation’s System tray;

Open Control Center: Opens/displays the WAM Control Center screen on the workstation (service remains stopped);

Exit: This leaves the service stopped and exits the WAM Control Center, unloading it from memory. If this command is selected, the WAM icon will no longer display in the workstation’s



System tray. To open the WAM Control Center and to start the service, the user would have to do so through DAT-MAIL (refer to Launching the Control Center section above).

EXITING

Clicking on ‘File’ in the menu bar of the Control Center and selecting the ‘Exit’ menu option will shut down the WAM Control Center and unload it from memory.

Clicking the red ‘X’ icon at the top right corner of the WAM Control Center will also shut down the Control Center and unload it from memory.

There will be no icon in the workstation’s System tray as occurs when the Minimize button is used. The Control Center will close and the service will remain in the same state that it was in when the ‘Exit’ menu option is selected or the red ‘X’ is clicked (i.e. Running or Stopped). Selecting the ‘Exit’ menu option or clicking the red ‘X’ icon have the same function as using the ‘Exit’ command accessible from the Minimized WAM icon located in the workstation’s System tray (refer to the Minimizing section above).

For troubleshooting needs it is important to be aware that the service can be running even if the WAM

Control Center is not displayed and/or there is no WAM icon displayed in the workstation’s System tray.

Service Logon Credentials

Log on credentials are required for running the WAM service.

Window Book recommends creating logon credentials specific for using WAM to avoid any downtime due to things like a password change that isn’t carried over to the WAM Control Center Setup screen, and/or users leaving the company.

The logon credentials used to run the WAM service require the same Windows® rights, SQL roles/permissions, and folder/file permissions that a DAT-MAIL user needs if they are importing Mail.dat files. In addition to those standard rights, the logon used to run the WAM service must also include the ‘Log on as a Service’ right.



The logon credentials used to run WAM can be for the local machine only; however, if there is more than one workstation being used, those credentials will only be able to run WAM on that specific workstation. If the logon credentials used to run WAM are created as a domain login, then that domain login can be used for running WAM on any workstation that is a member of that domain. Both logon types (local or domain) are required to have the ‘Login as a Service’ right.

To create a WAM-specific set of logon credentials, the Client should contact their local IT administrator.

To enter the log on credentials for running the WAM service, perform the following:

1. Launch the WAM Control Center (refer to the Launching the Control Center section in this Guide);

2. Within the Control Center, click on ‘File’ in the menu bar and select ‘Setup’;

3. The DAT-MAIL WAM Control Center Setup screen will display. Enter the ‘Service Log On’ credentials:

Domain: If the ‘User Account’ being entered is a “domain login”, enter the domain name it is associated with.

If the ‘User Account’ being entered is not a “domain login”, enter a period (‘.’) in the ‘Domain’ field. Entering a period causes the system to automatically default to the local computer name (the local computer name will not display in the field). Leaving this field blank will result in an error message that only displays after the user attempts to start the service.



If the above Error is displayed when attempting to start the service, click the OK button to resolve the

dialog. From the WAM Control Center, select ‘File’ and then the ‘Setup’ menu option to display the “Setup”

screen and correct the logon credentials.

User Account: The User Account is the logon or login name.

Password: The password is encrypted. Take care to avoid making any typing mistakes when entering the password.

4. Click the OK button when finished to save the information entered or click the Cancel button to close the Setup screen (information entered is not retained/saved).

Profile Creation and Maintenance

A profile controls what happens during an import. WAM provides the ability to create multiple profiles. This allows the Client to control the individual settings of the import process so that they can have multiple configurations to handle different work flows or job types. Any number of profiles can be created. They can be activated or deactivated as needed and multiple profiles can be active at the same time. Only active profiles will be in play or applied when the service is running.

Even though WAM allows multiple profiles to be active at the same time, processes will only be run one at a time. If processing requirements would benefit from running on a server and/or running multiple processes simultaneously, consult a Window Book Sales Representative for more information on Window Book’s AWAM product.



Profile creation and maintenance occurs from within the Browse Settings screen. Access this screen by launching the WAM Control Center, clicking the Setup button, and clicking the Activate Profiles button.

Profile Name : Displays the name given to the profile by the user when the profile was created;

Import Path : Displays the import path used by the profile;

Each active profile must be tied to its own import folder. Active profiles cannot share the same input

folder. If attempting to activate a profile that points to the same input folder that an active profile is

already pointing to, an error will occur and the user will not be allowed to activate that profile.

Activate/Deactivate Button : Clicking this button activates or deactivates a selected profile.

Active profiles will have a green check mark displayed next to them;

Clear Selections Button : Clicking this button deactivates all activate profiles in lieu of having to deactivate each profile individually;

Copy Button : Clicking this button creates a copy of a selected profile, retaining all of the copied profile’s settings to make creating a new profile less labor-intensive;

Insert Button : Clicking this button creates a new, blank profile;

Change Button : Clicking this button displays the configuration screen of a selected profile so that the user may make changes or updates to the profile’s settings;

Delete Button : Clicking this button will delete a selected profile. A dialog will display requiring the user to confirm that they want the profile to be deleted. The Delete button is only active when a profile has been selected;



Close Button : Clicking this button closes the Browse Settings screen and returns the user to the Edit Profiles screen.

ACTIVATING AND DEACTIVATING PROFILES

Profiles that have a green check-mark displayed next to them are Active. To activate a profile, select it from the list by single-clicking on it and then clicking the Activate button.

Each active profile must be tied to its own import folder. Active profiles cannot share the same input

folder. If attempting to activate a profile that points to the same input folder that an active profile is

already pointing to, an error will occur and the user will not be allowed to activate the second profile.

To deactivate a profile, select it by single-clicking on it and and click the Deactivate button. To deactivate all activated profiles, click the Clear Selections button.

CREATING A PROFILE AND IMPORTING A FILE

To create a profile, do the following:

1. Launch DAT-MAIL and access the WAM Control Center (refer to the Launching the Control Center section above);

2. Make sure the necessary log on credentials for running the WAM service have been entered (refer to the Service Logon Credentials section in this Guide for more information);



3. From the Control Center, click the Edit Profiles button;

4. The Edit Profiles screen will display. Adjust the ‘Wait Interval (seconds)’ if necessary. This is the number of seconds WAM will wait before checking the appropriate folders for new Mail.dat files;

Click the Activate Profiles button;

5. The Browse Settings screen will display. All previously created profiles (active and inactive) will be listed, along with the import path they use. To create a new profile, click the Insert button;



A Record Will Be Added screen will display. Enter a profile-specific name (in the example here, “Auto Freight Plan” is entered as the profile name”;

From the ‘General’ tab, click the Import Path’s browse button , locate the ‘\\...WB\mail.dat’ folder and create a new, profile-specific import folder to be used by this profile (in the example here, the import folder created is “WAM_AutoFrtPlan”;

In a server with workstation(s) environment, it is necessary that the new profile import folder be accessible

by all workstations. One way to accomplish this is by creating the new profile import folder as a sub-folder

of the “\\...WB\mail.dat” folder. This ensures the contents of the import folder will be accessible by all

workstations. In addition, UNC path names must also be used.

Specify a folder to save the processed files to; as well as, the files that failed import (in the example used here (image above), the default folders are used));



6. There are three (possibly four) tabs containing available functions that can be enabled and/or configured for this profile: the General tab, Auto Exports tab; Planalyzer tab; and the Palletizing tab. Enable and/or configure the necessary or wanted functions in each tab (in the example here, ‘Run Planalyzer After Import’ is enabled (checked) in the General tab. Click the OK button when finished;

DAT-MAIL’s ‘Apply Profile’ function has been renamed to “Run Mass Update”. This name change can be seen in DAT-MAIL’s Navigator screens and Utilities menu; as well as, in the bottom left corner of the General tab displayed in the screen image above.

The ‘Run Mass Update’ function allows the user to populate many fields in Mail.dat files with specific values for different situations and Clients; as well as, perform conditional replacements. For example, a user can define Mail Owner MIDs or CRIDs in a Mass Update profile and set it to run automatically in a WAM profile created for that same client. The result of this would be, when a Mail.dat file is dropped into that Client’s Import Folder, the by/for information would be applied automatically for the client, along with the execution of any other functions that are specified in the profile.



7. The Record Will Be Added screen will close and the Browse Settings screen will display and contain the newly created profile (i.e. ‘Auto Freight Plan’);

8. To activate the new profile ‘Auto Freight Plan’, single-click on the profile and click the

Activate button. A green check mark will display next to the profile signifying that the profile is now active;

9. Click the Close button to close the Browse Settings screen. The Edit Profiles screen will be displayed. Click the OK button;

10. The Edit Profiles screen will close and the WAM Control Center will display. Click the START button to start the service;

11. As Mail.dat files are dropped into their corresponding Import folders, the Control Center will display the file names and report on their progress as the service applies the appropriate profile (in the example here, the ‘Auto Freight Plan’ profile is being applied);



A ‘SysID’ number is assigned to each file. The ‘SysID’ is a numeric ID that gets assigned as the Job ID back in DAT-MAIL (in the example here, the SysID is 54);

The last images below provide an example of when the processing of the file completes. Scrolling right in the Control Center provides more status information such as the date/time the process completed. Scrolling right also displays the Import Path the profile used;



While the processing is taking place, the user is free to continue to use DAT-MAIL and/or any other available software on the workstation without interruption.

While WAM is running, the Control Center can be minimized or closed while the service is running (refer to the WAM Control Center section in this Guide for more information). Be aware; however, that if the Control Center is exited completely, the existing status information will be lost. Re-opening the Control Center will display new/current status information.

Workflow Automation Manager (WAM) Version 3, April 7, 2015

Copyright © 2015 Window Book, Inc. All Rights Reserved.

The instructions and descriptions contained in this document were accurate at the time of publishing; however, succeeding products and documents are subject to change without notice. Therefore, Window Book, Inc. assumes no liability for damages

incurred directly or indirectly from errors, omissions, or discrepancies between the product and this document.

UPDATING DAT-MAIL SOFTWARE

WAM’s service must not be running, nor should the Control Center be open/minimized when attempting to install an update to the DAT-MAIL software on a workstation. If a Client has an environment that consists of a server and several workstations, this applies to all workstations. For example, if a Client has four workstations, and the Control Center is open/minimized and/or the service is running on workstation 1, the update cannot be installed on any of the three remaining workstations. Make sure to the Stop the Service and Exit out of the WAM Control Center before attempting to update the DAT-MAIL software. If an attempt is made to update the DAT-MAIL software with the service running, the following dialog will display when the InstallAware wizard begins the update process:

Click the OK button to resolve the dialog. Right click on the WAM icon located in the appropriate workstation’s System tray and select the ‘Stop Service and Exit’ command. Begin the install again.

If imports are being processed, the appropriate executable file (MdImpDaemon707.exe) will continue to

run even after the service and Control Center are shut down, until the import process is complete.

Therefore, it may be necessary to wait for any import processes to complete before attempting a STOP

and/or shut down. How long an import process takes to complete is dependent upon the size of the

Mail.dat file being imported.

For troubleshooting needs it is important to be aware that the service can be running even if the WAM

Control Center is not displayed and/or there is no WAM icon displayed in the workstation’s System tray.

Access the Task Manager on the workstation(s) to determine whether or not the service or any of the

WAM-related executables are running that should not be when attempting to install an update to the DAT-

MAIL software on a workstation. A list of those executables are provided here:

Mdb707.exe: The main DAT-MAIL executable

MdImpCC707.exe: The WAM Control Center executable

MdImpServer707.exe: The WAM service executable (this is what monitors the input folders for files to import)



MdImpDaemon707.exe: The WAM import executable (performs the actual import of the Mail.dat files into DAT-MAIL)

Keep in mind, if a Client is running a server with multiple workstations and the service does not display in

one particular workstation’s Task Manager, check the Task Manager for all of the workstations until the

workstation with the service running is identified. Enable the SHOW PROCESSES FROM ALL USERS function

in each Task Manager in order for the WAM service’s process to display, since it will likely be running under

a login different than what was used to log into that desktop or workstation. Depending upon which

operating system the workstation is using, this feature is enabled by either checking a box or clicking a

button.

If a shut down is required and the service is running, and there is no WAM icon displayed in the appropriate workstation’s System tray, launch DAT-MAIL, access the WAM Control Center, and click the Stop button.

If imports are being processed, the appropriate executable file (MdImpDaemon707.exe) will continue to

run even after the service and Control Center are shut down, until the import process is complete.

Therefore, it may be necessary to wait for any import processes to complete before attempting a STOP

and/or shut down. How long an import process takes to complete is dependent upon the size of the

Mail.dat file being imported.


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