Letters generated in DOKA can be edited using Document editor option.

What is Document editor and its uses?

DOKA-NG provides an comprehensive collection of predefined letters. Correspondence towards the
customer and correspondent side is created in almost every business transaction. The texts and rules for creation of these letters are stored within the application. The “Document Editor” is a built-in functionality available in all business sectors of the application and allows the user to overwrite existing letter correspondence to make minor text adjustments such as text additions, suppression of texts or small formatting changes etc. These changes can be stored for future usage of the outgoing correspondence.

Who can Access Doc editor option and what rights they hold?

The “Document Editor” functionality allows the user to update, amend and delete the required text
and save all the changes made into the letter template at once. As an interactive development, the
changes made into the letter templates can be applied and verified on a real time basis.

User defined as “Document Editor” – An user having rights only for editing the text in “XML
template”. This is for the non-technical business users as it allows to change the text only.

User defined as “Designer” – An user having rights for both editing “XML templates” as well as
updating document rules. This is for technically advanced or experienced users with sufficient
knowledge to understand the impact of change in the document rules.
For any user having “Document Editor” profile, the advanced document rule update options like
“Insert Field” and “Edit Logic” are not available.

Requirements before using the Document Editor

The changes made in the “Document Editor” are stored in the “XMX” (“XML templates”) and “XMR”
(“Document rules”) tables under different Key types defined at by our development team. These Key types are based on predefined conditions which decides at which business scenario the amended text will be
generated. Ideally to have proper control, the provision of “Document Editor” should be restricted to a Test environment and upon validation of the changes should be gradually promoted into the production environment with 4-eye control.

How to access the Document Editor from a business transaction ?

For any business transaction once the relevant information is filled into the transaction panels, the
expected letter correspondence is displayed on the “Messages” panel and from this panel the
required language can be set from the dropdown options available. To edit any specific letter
template first the magnifying glass icon needs to be clicked to generate the letter and then the
specific paragraph or text needs to be selected and double clicked in order to initiate the “Document
Editor” window which will reflect the “XML templates” only specific to the selected text and
paragraph.

Alternatively to initiate the “Document Editor” one may click on the pencil tab in the “Messages”
panel and then further click on the “Document Editor” button. The “Document Editor” window now
reflects all the “XML templates” included in the subject letter

Document Editor - User Functionalities.

“Paragraph by name” - This field allows users to search the text templates by its name. There is
provision to key in only a part of the name and then to click on “Search” button to find the
target “XML templates” from a list of templates with similar names.

“Paragraph by content” - This field allows users to key in a part of the content and then click on
“Search” button to find the list of templates having similar content. In order to have better
search results, search can be done using both by name and content simultaneously.

“List of Paragraphs” - This field helps the user to select and toggle between the text templates
used in the letter.

“Paragraphs” - Based on the selection of text template at the “List of Paragraphs” field, this
field helps the user to know available Key types which reflects under the “Key” column along
with its respective level shown under the “Modify in” column. This column helps to determine
the specific business scenario at which a specific amended text will be generated. Below are the
available key types ordered from very specific towards generic level.

Document Rule - This implies text content specific to xml template within a specific letter, for
instance if within a letter an “XML Template” is modified under the Document Rule Key type
then the same change will only reflect for the same letter and “XML Template "combination. The
modification in “XML Template” wont reflect if it is used within a different letter.

Transaction - This implies text content specific to transaction level, for instance such
modification in “XML Template” will be reflecting in the letters used within a specific
Transactions only like - LITOPN, BCTDAV etc.

Business Sector - This implies text content specific to Business Sector level, for instance such
modification in “XML Template” will be reflecting in the letters used within a specific business
sectors like - Export LC, Import LC etc.

All - This implies text content generic across all business sectors, for instance once an “XML
Template” is modified, then the change will be reflected across all letters using the same “XML
Template”.

By Default, the text content across all the Key types are identical for a specific “XML template”.
However, once amended key types for a specific “XML template”. It also
helps to know the status of the templates whither text content of the more specific Key type will supersede the other Key types in case amended text content exists at multiple her it has been modified Or not. The “Modified” column displays either “Yes” or “No” to indicate whether modification of the “XML template” has already taken place or not.

Whenever any of the templates are selected, the text content both in original and
translated languages are available under “Paragraph Content” and “Same Paragraph in” field
respectively. It is for the user to decide whether to use customized or generic texts for every
transaction types using a specific “XML template”.

“Show All” - Once checked, this checkbox displays all the “XML templates” available in the
source code of a specific letter. Please note that this is an exhaustive list and only a few of
these “XML templates” may be in use at a single instance based on the inherent business logic.

“Paragraph Content” - Upon selection of any specific “XML template” from the “Paragraphs”
field, the “Paragraph Content” reflects the text content in original language along with the
language name. This panel is editable and it allow users to amend the text content and save
the content on a real time basis by clicking on the “Apply” button. All the text changes will be
applied immediately on the subject document and the same can be verified upon reopening the
same.