Reading messages

Use this section to set up a one-time message download outside a scheduled task from the Communication plan.

The Electronic records management can use one or more DMIS data mailboxes and one or more e-mail accounts. The identification details of these mailboxes must be registered in Entities.

On the left panel in the Entities screen (ADMINISTRATION Records management Entities), make sure the entity you want to edit is selected in the Entities list. Then go to Menu and click Reading messages. The screen Settings for receiving new messages (entity name) is displayed on the right. The section contains a list of existing message download tasks, which you can edit or add to.

Creating a new task

To create a new message download task, open the screen Settings for receiving new messages and click Create a new task. The task you set up here will run in the background at the time specified.

First, select one of the Options to set which messages to download in this task. The options are:
- Downloading data messages to download data messages received in a data mailbox,
- Downloading data messages sent using web to download sent messages,
- E-mail reading.

Other fields in the dialog are displayed based on your selection.

In field Run the message downloading task, select the date and time to run the task. The control allows you to switch between the date setting and the time setting. This field is the only one displayed for reading (downloading) e-mail.
The other fields refer to downloading data messages:
- Set up the time interval when the data messages to download were sent/received in the pair of fields Download messages from data mailbox delivered in the interval FROM and Download messages from data mailbox delivered in the interval TO.
  
  The date FROM must be lower than or equal to the TO date. Otherwise, the interval will not contain any messages to download.

Click Run the task for downloading data from the mailbox (or Download messages sent from this data mailbox or Run the task for downloading messages from an e-mail box) to confirm the settings and queue the task.

List of new message downloads

There are several buttons to change the view of existing message download tasks in the upper part of the screen Settings for receiving new messages.

Click Newly created tasks to display the tasks set to run in the future.
Click Running tasks to display message sending tasks that are running right now.
Click Completed tasks to display a list of past message download tasks.

Click in the Actions column to display details of a selected task.

Downloading data messages from a specific data mailbox immediately

Messages are downloaded from data mailboxes regularly, based on the schedule described in chapter Communication plan. Sometimes users might need to download a message immediately, outside the preset interval. An administrator can do it easily by running the corresponding service. To provide this feature to other users too, it is possible to create a button for immediate message download, and place the button on the toolbar, easily available to everyone.

Only a user in the Administrators group or a user with the SETUP_RIBBON role can create the button. Here is the procedure.

Creating a new group

Start by opening the ribbon administration screen (ADMINISTRATION Application Settings Ribbon). In the Ribbon Administration screen, click Records management.

Below, next to the Edit tab Records management, click the “plus” button (Create ribbon groups).

The dialog Create a group opens.

Use the first three fields to name the group in Czech, Slovak and English (E.g. Akce spisové služby, Akcie registratúry and Records Management Actions).
In field Ribbon SID, enter the value essActions.
Keep the Visibility to anonymous users set to Anonymous users cannot view.

Click Save to create the group. A message in a green frame is displayed to confirm the creation.

Creating the button (section)

The main part of the screen now includes the group you have just created, with the name you have entered: Records Management Actions.

Click the “plus” button again, this time next to the group name (Add section). The dialog Create a section is displayed.

The section will become the download button. Enter its Czech, Slovak and English name in the first three fields. Example names:
- Stažení datových zpráv%lf%Software602 a.s. (aydaadk)
- Stiahnutie dátových správ%lf%Software602 a.s. (aydaadk)
- Download data messages%lf%Software602 a.s. (aydaadk)
In the example, the data mailbox belongs to Software602 and its ID is aydaadk. Replace the text in red with your own data mailbox details.
In Ribbon SID, enter essReadAydaadk – replace the text in red (data mailbox ID) with your mailbox ID.
In URL link, enter
/index.php?action=read&presenter=VIEW%3AViewReadSendDs&id_cert=4
and replace the text in red with the actual value.
The id_cert entry is the entity ID. To find out the value, visit the screen Edit entity (ADMINISTRATION Records management Entities entity selection Entity details) and the value is displayed in the read-only field Subject ID.

In field URL link target, you can enter one of the variables used to specify hypertext link target. For example, entering _blank will make the ESS Documents window open in a new browser tab. The following options are available:
- _blank a new window or a new tab,
- _top the top frame in the frame hierarchy,
- _parent the parent frame,
- _self the same frame.
Keep the Visibility to anonymous users set to Anonymous users cannot view.
In section Select an icon, you can choose one from a list of available icons to use as the button symbol.

Click Save to confirm the entered details. A message framed in green will notify you about a successful addition of the new button.

Button visibility and testing

To see the new button on the toolbar, switch its visibility on. This means that the eye icon in the section must be blue, not gray. Click the eye button to switch visibility.

Now the button is visible on the RECORDS MANAGEMENT tab, and you can test it.

If everything runs correctly, a message in a blue frame is displayed.

Setting up button availability to users

To make the button available to other users, they need general access to the Records management – see the RECORDS MANAGEMENT tab and be authorized to use the new button. Access setting is described in chapter Setting up button availability to users.