Some registrations are missing in the Document Registration Module index

SYMPTOMS

Within the Document Registration Module workflow, a registration is created by use of Microsoft Outlook forms to store the metadata. A barcode is also created so that each paper document can be scanned in and associated to the respective metadata. Optionally, a ZyALERT alert may have been created to find all registrations that have no document assigned yet. You notice that there is a gap in the registration numbers, and/or some registrations are missing in the ZyALERT alert.

CAUSE

The creation of the registration in Microsoft Outlook has failed. The user has likely overlooked or cancelled the related error message. As a result, "orphan" XML Fields files are in the XMLfields location.

RESOLUTION

Information Management Platform allows you to create a ZyALERT alert to catch these occurrences. ZyLAB Support recommends as a safety net to always have this alert running to monitor the Document Registration Module index.
 Create a new ZyALERT alert. 

• Point it to the xmlindex sub-index within the Document Registration Index. You can find this index in "ZyLAB Data\Indexes\<DRM_INDEX_NAME>\ZxpPlugins\XmlFields\XMLINDEX\XMLINDEX.IC1". 
• Create a full-text search query that searches for any field's delimiters. 
• For instance, the following search query example applies to a Document Registration Module index where a field with delimiters "<field19>" exists:  not "field19"
• Set the remaining ZyALERT alert settings (Users, Email Distribution, ...) as required. 

• Take note of their relative Registration IDs.
• Delete the XML fields files from the ZyFIND results list directly.

The user(s) can now safely create the same registrations in Microsoft Outlook, this time with extra attention to possible errors. 

Once this operation is completed it will be sufficient to Quick Build the Document Registration Module index to see the changes applied.

APPLIES TO

1.0