Smart Document: Settings for Bulk Output

*This page was machine-translated from Japanese and may contain inaccuracies.

• How to Set Up a Bulk Action
  • Specifying a particular Document only
• How to Run a Bulk Output (Usage After Setup)

This page explains how to set up an Action Menu for outputting Smart-Documents in bulk, such as creating multiple job postings at once.

※ For the basic steps of setting up an Action Menu, see Customizing the Action Menu.

How to Set Up a Bulk Action

1. From the PORTERS Customize screen, open "Edit" for the Action Menu.
   Select the resource you want to set up from the drop-down, select "Bulk Action", and click the "New" button.

   
    

2. Enter the menu name in both the Japanese field and the English field.
   ※ If you do not use the English environment, enter the same name as the Japanese one in the English field as well.
   
    
3. Paste the URL from the table below into the URL field.
   The URL differs depending on the list view of the resource you are setting up. Copy the URL for the relevant resource from the table below and paste it.
   ⚠Note: The "Document attribute" of the Document you want to output must be the same as the resource where you set up the action.
   　　　　Example: A Document whose Document attribute is Job cannot be placed in the Process list.
   　　　　You can check the Document attribute on the Document Management tab of the Smart-Document management screen.

Specifying a particular Document only

If you want to run a bulk output with a specific Document template already selected, add the Document ID to the end of the URL. First, check the ID of the Document you want to use.

1. From the app list, open Smart-Document.

   
   
    

2. Open the "Document Management" tab and make a note of the "Document ID" of the Document you want to output in bulk.

   *This image shows the screen in Japanese.
   
    

3. On the Bulk Action creation screen in the Customize screen, add the following string to the end of the URL in the URL field.
   &documentId=[Document ID]
   
   Example: To set up a Document whose Document attribute is "Job" and whose Document ID is "22912" in the Job list view
   
   https://app.doc.porterscloud.com/user/First.jsf?batchprint&resourceType=3&resourceId={{Job.P_Id}}&id={{Session.P_PartitionId}}&documentId=22912

How to Run a Bulk Output (Usage After Setup)

You can output up to 50 Documents in bulk.

1. Search for the data you want to output and display the list view.

2. When you check the records you want to output, the Bulk Action menu at the top of the screen becomes available.
   From the Bulk Action menu "...", select the Action Menu you added in the setup above.

   
    

3. Select either "Data displayed on the screen" or "Selected data".
   
   
   ※ If 51 or more records are displayed on the screen and you select "Data displayed on the screen" and click OK, the following message appears on the Smart-Document PDF screen that opens next.
   　"More than 50 items are selected. Only up to 50 items will be output."
   　In this case, 50 records are output in ascending order of ID.
   　 Example: If you output from the Process list, 50 records are output in ascending order of Process ID.

   *This image shows the screen in Japanese.

   
    

4. The Smart-Document PDF screen appears. Select the template you want to use.
   If the Action Menu specifies a particular Document only, the template is already fixed, so you do not need to select one.

   *This image shows the screen in Japanese.

   
    

5. Select the output method from ① and ② below.
   
   ① Output a separate PDF for each record (for individual management and storage) 
   One Document is created for each record.

   *This image shows the screen in Japanese.

   
   
   ZIPファイルでダウンロード（Download as ZIP）: The created Documents are compiled into a ZIP file and downloaded.
   ※ If you have selected jobs from multiple Clients, all files are placed in a single ZIP, so please be careful when creating them.
   
   保存/SAVE: The Documents are saved to "Sublist" > "Attached Files" of each record.
   
   ・ If the template name includes an alias such as an ID (reference page: About Document Names), it is reflected in each individual file name.
   　Example: If the template name is [Job Posting: {{Job.P_Id}}] and you select Job IDs 10021 and 10022 and output them separately, the file names will be [Job Posting: 10021.pdf] and [Job Posting: 10022.pdf].
   　※ You can check the alias on the edit screen that opens from the pencil button of each field in the Customize screen.
   
   ・ If Document creation succeeds for some records and fails for others, the IDs of the failed records are displayed on the screen.
   
   ・ When you open the screen from the bulk Document output Action Menu, "Output a separate PDF for each record" is checked by default.
   
   ② Combine all information into one PDF (for sharing and printing) 
   The output is combined into a single PDF.

   *This image shows the screen in Japanese.

   
   
   開く/OPEN: The selected records are combined and output as a single PDF.
   
   ・ The "保存/SAVE" button cannot be clicked.
   
   ・ If the template name includes an alias, the file name is given with the alias removed.