Document Library Maintenance
Managing Document Libraries
The data collection workflows available in the Data Sets activity are each controlled by an FXL file supplied by CSi. Among other things, the FXL files determine which data elements will be presented on the workflow tabs, and in what order they will be presented.
These FXL files may be updated periodically by CSi to create changes in the data collection workflows. For example, if regulations change so that more data must be collected for a particular document or document component, the FXL file must be updated to present those new data elements.
The Document Management tab in the Preferences activity allows the partner administrator to import updated document libraries when those libraries are available from CSi.
Institution administrators may access the Document Library tab in Preferences to select an alternate document library when their financial institution is ready to use an updated library to drive their data collection workflows. They are only able to select document libraries that have been made available by the partner administrator.
Updating the document library requires action from both the partner administrator and the institution administrator.
Partner Administrator
The first step in this process is performed by the partner administrator. You must import the new CSi Simplicity document library and place it in C:\inetpub\wwwroot\Documents.
The CSi document library server is updated as new document libraries become available. To check the CSi document library server for updates, click the Check for Updates button.
Updated libraries are then added to the Available Document Libraries list.
You can then upload available document libraries to make them available to financial institutions. Once a library is uploaded, it continues to appear on the Available Document Libraries list. If an available library has been imported, it appears with a green check mark on the Available Document Libraries list.
Importing document libraries:
If necessary, log on as a partner administrator. In Preferences, click the Document Management tab.
Click the Check for Updates button. To import an updated document library, locate its name on the Available Document Libraries list and click its Download icon. The application begins downloading the new document library.
The Import Document Library dialog box appears. Enter a display name and description for the library. The Display Name should clearly communicate to the financial institution the version of your software with which the Document Library is compatible. The description should provide financial institutions with any additional information relevant to them. Specify the library file path where the library resides. This is the directory path on the Simplicity server where you placed the document library, for example, C:\inetpub\wwwroot\Documents\2015D1.1. Then click Add.
Specifying a Default Library
Multiple document libraries may be imported, and the partner administrator has the discretion to use any of the imported libraries as the library for new institutions that are added. The application allows a library to be designated as the default library. The default library is automatically selected when the partner administrator creates new institutions, though it can be changed as necessary.
Once this step is complete, the financial institution administrator can to the Preferences tab to complete the document library update.
Institution Administrator
Once the partner administrator has made additional document libraries available, the financial institution administrator can access the Preferences tab to select a different document library to drive data collection workflows in Data Sets.
Institution administrators access the Document Library tab in Preferences to select an alternative document library when their financial institution is ready to use an updated or alternative library.
Changing document libraries may result in certified data sets becoming uncertified if they are missing values that are required in the updated libraries. The application flags such data sets so that the institution administrator is aware that these data sets need further data collection before they can be recertified.
Effects of Document Library Updates on Data Sets
When the FXL file for a given data collection workflow is updated:
Any new data sets created with that FXL file automatically reflect all updates made to the FXL file. Users can proceed with the datacollection workflow as usual.
Any existing data sets created with previous versions of the FXL file may require user modification in order to complete the data set. If data sets created with previous versions of the FXL file were certified, the data sets are automatically uncertified and any missing values for new data elements must be supplied.
In the case of existing data sets that have been published, be aware that if an FXL update results in new required data elements in the data set’s workflow, it is necessary to republish the selection groups containing the data set after the data set has been uncertified, completed, and recertified. If the selection groups are not republished, the updated content in the data sets will not be used in live transactions.
Performing Document Library Updates
All available document libraries are listed on the Document Library tab of Preferences.
The document library currently in use is listed as the Current Document Library.
Any additional available libraries can made the current document library by clicking its Make Current icon.
When you elect to make an alternate library the current library, the application first prompts you to confirm the action. If any data sets are currently open in your institution’s database, you are notified of that fact and you will not be able to continue with the library change until open data sets are closed.
If no data sets are open, then the application prompts you to confirm the library change.
The application then evaluates all certified data sets in the database against the FXL files in the alternate library. The results of this evaluation are reported below the Documents list.
Any certified data set that will not be missing required data with the alternate library is flagged with a green check mark.
Any certified data set that will be missing required data with the alternate library is flagged with a red X.
To export the report as a .CSV file that can be opened in Microsoft Excel, click the Export Data Set List button. You may want to do this to distribute the report to other users who are responsible for performing the data set updates.
If you determine at this point that proceeding with the library change would be inconvenient based on the number of certified data sets that will required attention, you can defer updating the library by clicking the Cancel Library Change button.
To make the alternate library the current library, click the Continue with Library Change button. Any certified data sets that are missing data with the alternate library will automatically have their certification removed. It will be necessary to modify those data sets to provide the missing data, then add certification again. If those data sets were published, it will be necessary to republish the groups in which they appear in order for the modified data to be used in transactions.