Skip to content

quick-start.md

Latest commit

 

History

History
308 lines (240 loc) · 7.26 KB

quick-start.md

File metadata and controls

308 lines (240 loc) · 7.26 KB
Raw

Quick Start Guide

Get up and running with WFM Archive in minutes! This guide walks you through basic operations.

Prerequisites

Before starting, ensure you have:

  • WFM Archive installed and running
  • Admin credentials
  • Access to the web interface

Step 1: Access the Application

  1. Open your browser and navigate to:

  2. Log in with admin credentials:

    • Default username: admin
    • Default password: admin (change immediately!)

Step 2: Initial Setup

Change Admin Password

  1. Click on your username in the top-right corner
  2. Select "Settings"
  3. Click "Change Password"
  4. Enter a strong password following the policy

Create Your First User

  1. Navigate to Administration → Users
  2. Click Create
  3. Fill in user details: 
    Login: john.doe
Name: John Doe
Email: john.doe@company.com
Active: ✓
  4. Assign roles and database access
  5. Click OK

Step 3: Configure Document Types

Create a Document Type

  1. Navigate to Configuration → Document Types
  2. Click Create
  3. Configure the document type:
Name: Invoice
Code: INV
Description: Customer invoices
Folder Type: Financial Documents
Active: ✓

Add Document Fields

  1. Select your document type
  2. Click Fields tab
  3. Add fields:
Field Name Type Required Validation
Invoice Number String Yes ^INV-\d{6}$
Customer Name String Yes -
Amount Decimal Yes > 0
Due Date Date Yes -
Status Lookup Yes PENDING,PAID,OVERDUE

Step 4: Archive Your First Document

Using the Web Interface

  1. Navigate to Documents → Archive Document
  2. Select document type: "Invoice"
  3. Fill in the metadata: 
    Invoice Number: INV-000001
Customer Name: Acme Corp
Amount: 1500.00
Due Date: 2025-10-30
Status: PENDING
  4. Upload the document file (PDF, Word, etc.)
  5. Click Archive

Using the REST API

# Archive a document via API
curl -X POST https://localhost:8080/api/documents/archive \
  -H "Authorization: Bearer YOUR_TOKEN" \
  -H "Content-Type: application/json" \
  -d '{
    "documentType": "INV",
    "fields": {
      "invoiceNumber": "INV-000002",
      "customerName": "Tech Solutions Ltd",
      "amount": 2500.00,
      "dueDate": "2025-11-15",
      "status": "PENDING"
    }
  }'

Step 5: Search and Retrieve Documents

Basic Search

  1. Navigate to Documents → Search
  2. Select document type: "Invoice"
  3. Enter search criteria:
    • Customer Name contains: "Acme"
    • Status equals: "PENDING"
  4. Click Search

Advanced Search

Use the advanced search for complex queries:

-- Find overdue invoices over $1000
status = 'PENDING'
AND dueDate < CURRENT_DATE
AND amount > 1000

Retrieve via API

# Search documents
curl -X GET "https://localhost:8080/api/documents/search?type=INV&status=PENDING" \
  -H "Authorization: Bearer YOUR_TOKEN"

# Get specific document
curl -X GET "https://localhost:8080/api/documents/INV-000001" \
  -H "Authorization: Bearer YOUR_TOKEN"

# Download document file
curl -X GET "https://localhost:8080/api/documents/INV-000001/download" \
  -H "Authorization: Bearer YOUR_TOKEN" \
  -o invoice.pdf

Step 6: Set Up a Workflow

Create a Simple Approval Workflow

  1. Navigate to Workflows → Process Definitions

  2. Import the sample workflow:

    <?xml version="1.0" encoding="UTF-8"?>
<definitions xmlns="http://www.omg.org/spec/BPMN/20100524/MODEL">
  <process id="invoiceApproval" name="Invoice Approval">
    <startEvent id="start"/>
    <userTask id="review" name="Review Invoice">
      <extensionElements>
        <assignee>manager</assignee>
      </extensionElements>
    </userTask>
    <exclusiveGateway id="decision"/>
    <endEvent id="approved" name="Approved"/>
    <endEvent id="rejected" name="Rejected"/>
  </process>
</definitions>

  3. Deploy the workflow

  4. Configure automatic triggers for new invoices

Step 7: Configure Integrations

Connect to MongoDB

  1. Navigate to Administration → Application Properties
  2. Configure MongoDB: 
    mongodb.enabled = true
mongodb.host = localhost
mongodb.port = 27017
mongodb.database = wfmarchive
  3. Test connection
  4. Restart application if needed

Set Up S3 Storage

  1. Configure S3 properties: 
    amazonS3.enabled = true
amazonS3.bucketName = wfmarchive-files
amazonS3.region = eu-west-1
  2. Add AWS credentials securely
  3. Test upload

Step 8: Create a Scheduled Task

Archive Old Documents

  1. Navigate to Administration → Scheduled Tasks
  2. Create new task: 
    // Archive documents older than 7 years
def cutoffDate = new Date() - (365 * 7)
documentService.archiveOldDocuments(cutoffDate)
  3. Schedule: Daily at 2:00 AM
  4. Enable the task

Common Operations

Bulk Import Documents

# Use the import script
./gradlew importDocuments \
  -Ppath=/import/invoices \
  -Ptype=INV \
  -Pmapping=invoice-mapping.json

Export Documents

# Export to CSV
curl -X GET "https://localhost:8080/api/documents/export?type=INV&format=csv" \
  -H "Authorization: Bearer YOUR_TOKEN" \
  -o invoices.csv

# Export to JSON
curl -X GET "https://localhost:8080/api/documents/export?type=INV&format=json" \
  -H "Authorization: Bearer YOUR_TOKEN" \
  -o invoices.json

Monitor System Health

  1. Check application health:

    curl https://localhost:8080/app/health

  2. View metrics:

    curl https://localhost:8080/app/metrics

Tips and Best Practices

Performance Tips

  • Index frequently searched fields
  • Use batch operations for bulk imports
  • Enable caching for lookup data
  • Archive old documents to cold storage

Security Best Practices

  • Change all default passwords
  • Use HTTPS in production
  • Enable audit logging
  • Implement role-based access control
  • Regular security updates

Organization Tips

  • Use consistent naming conventions
  • Document your custom fields
  • Create templates for common document types
  • Regular backups of configuration

Troubleshooting

Document Won't Upload

  • Check file size limits (default 100MB)
  • Verify file type is allowed
  • Ensure user has upload permissions

Search Returns No Results

  • Verify index is up to date
  • Check search syntax
  • Confirm permissions for document type

Workflow Not Triggering

  • Check workflow deployment status
  • Verify trigger conditions
  • Review process logs

What's Next?

Now that you have the basics:

  1. Customize Document Types - Create types specific to your business
  2. Design Workflows - Automate your business processes
  3. Configure Integrations - Connect to your existing systems
  4. Set Up Users and Roles - Implement proper access control
  5. Explore the API - Build custom integrations

Need Help?

Congratulations! You're now ready to use WFM Archive for your document management needs.