Upgrading from 3.4 to 3.5 - tsgrp/HPI GitHub Wiki

** This is being moved over to the Alfresco Docs page **

Note - the 3.5 release is currently under development.

OCMS Config Updates

Most OCMS 3.5 actions should work with 3.4 configurations. However, as with all releases, it's recommended that you backup your configs prior to the upgrade and visit all areas in the OCMS admin to verify and tweak configurations. For production environments, it's recommended to perform the upgrade in a Dev/QA environment and then utilize the config archiver to move upgraded configs to higher environments.

Send Notification Updates

Send Notification were overhauled to provide a more robust experience and will need to be reconfigured to work correctly.

Ad Hoc Form

Notifications are now sent with information setup in an Ad Hoc Form. The form can have any type of attributes configured, but there are five named attributes that are associated to the Notification action

Name	Label	Control Type	Notes
bpm_assignees	Users	AutoComplete	Repeating dropdown of all users. Can be set to `allUsers` picklist or another if desired
bpm_groupAssignee	Groups	AutoComplete	Repeating dropdown of all groups. Optional, can be omitted if desired.
notificationType	Notification Type	AutoComplete	Dropdown notification classification type. NOTE - if the configuration contains a Notification Type field with `name = notification_type` (use the More button next to the field name to check) or any other value other than `notificationType`, it is recommended to follow the steps outlined below this table.
bpm_workflowDueDate	Due Date	DateBox	Suggested due date for the notification. Suggested to configure that the date must be today or in the future.
bpm_comment	Comment	Textarea	Suggested to configure with WYSIWYG option on.

Note: Only bpm_assignees and bpm_groupAssignee are required for notification to work. However, if not present in the form the ACA notification interface will still show columns for Notification Type, Due Date and Comment. Any values missing on the form will result in a column that only contains blank values.

Notification Type - if the name of the Notification Type field is not properly configured as described above, follow these steps:

Click the AutoComplete Options button in the Notification Type field row. Note which Picklist is configured. If any help text was configured, note this as well.
Delete the Notification Type row in the table using the X icon in the Remove column of the table
Click the Delete Custom Attributes button. Check the box next to Notification Type and click Delete Selected Attributes
Click Create Custom Attribute and fill out the following:
- Name: notificationType
- Label: Notification Type
- Click Add Attribute
Click Add Attributes and choose the Notification Type attribute. Set:
- Control Type: AutoCommplete
- Under Options, choose the picklist noted above and add back in any help text if needed
Click Save Config

Workflow Config In the Workflow Config section of the Admin, select the HPI Notification workflow. Add the Ad Hoc form configured above as both the Start Form and View Notification.
Action Config In the sendNotification Action Config, there will be an option "Select Form to Display". Select the Ad Hoc form created in step one.

Bulk Upload Updates

Bulk upload contains a number of updates that should be reviewed when upgrading an existing ACA instance. For each instance of the Bulk Upload action (either as a header action or Stage Folder action):

In Advanced Properties -> Indexing Mode
- Validate the list of extensions that should show the document preview window while uploading. When users upload documents using the Bulk Upload action, the document preview will only display if the document's extension is in the configured list. Otherwise, for extensions not in the list, the preview pane will not display.
Advanced Properties -> Saved Sessions
- Determine if users would like saved session functionality. Saved sessions is useful when Bulk Upload actions regularly take users a non-trivial amount of effort. If users generally fill out Bulk Upload forms in less than 5 minutes, Saved Sessions may not be needed.
Whether or not any updates were made, save the config.

Policy and Procedure Updates

A number of new features were added to the default configurations for the 3.5 release in the Policy and Procedure Accelerator:

Document Subscriptions
Document Distribution Lists
Automated Training Period
Periodic Review Interval per-document
Ad-Hoc Form Supporting Documents
Review Comments Documents

Follow these steps to add the above features to existing Policy and Procedure Configs. Note that all of the above are optional. Steps for these features (all or in part) can be skipped as desired.

Add the following aspects to the Non-Mandatory Aspect Config. The Aspect Label can be anything, it is not shown to users. Attribute labels will default to sensible values but can be changed as needed.
- tsg_distributionsAttrs
- tsg_subscriptionAttrs
In the Object Type Config, add the aspects added in the last step to the Quality Document type. If the label of this type was changed, look for the type with ocName set to Quality Document.
Add the following attributes to Quality Document. Attribute labels will default to sensible values but can be changed as needed.
- tsg_trainingPeriod
- periodic_review_interval
Edit the createObjectControlledDocs form:
- Add the Training Period property
  - Control Type: Textbox
  - Suggested Options Settings:
    - Regex: ^[\d]*$
    - Regex Validation Message: as a whole number
    - Help Text: The number of days between the Approved Date and Effective Date of this document. This date can be modified post-Approval if desired.
  - Editable, Not Required, Not Repeating
- Add the Periodic Review Interval property
  - Control Type: Textbox
  - Suggested Options Settings:
    - Default Value: 730
    - Regex: ^[\d]*$
    - Regex Validation Message: as a whole number
    - Help Text: The number of days between the Effective Date and the Periodic Review Date. Documents must undergo Periodic Review and be accepted as is, versioned, or obsoleted prior to the Periodic Review Date.
  - Editable, Not Required, Not Repeating
- Add the Distributions Group List property
  - Control Type: Autocomplete
  - Suggested Options Settings:
    - Picklist: allGroups
    - Help Text: Groups selected here will receive a notification when this document is Approved, Effective or Obsolete.
  - Editable, Not Required, Repeating
Edit the viewProperties form:
- Add the same properties with the same settings as the create form above. Exceptions:
  - Periodic Review Interval should not have a default value in the viewProperties form
Edit the controlleddocs Stage config and navigate to the DocViewer config
- Add the following Document Actions:
  - subscribe
  - unsubscribe
- Default settings and action order can be changed as desired
Navigate to the Dashboard config and:
- Add a new "My Subscriptions" dashlet
  - ID: mySubscriptions
  - Name: My Subscriptions
  - Type: Saved Search
- Edit the new dashlet and update the following:
  - Saved Search Config:
    - Allow User to Control Visibility: checked (suggested, can be unchecked if desired)
    - Select an Object Type for the Dashlet: Quality Document
    - Selected Attributes (suggested, can be set as desired):
      - Document Number, Status, Version Label, Modified Date
    - Select the Attribute that will be Clickable: Document Number (or whichever selected attribute desired)
    - Default Sort Attribute: Modified Date
    - Default Sort Order: Descending
  - Search Criteria for Saved Search Results:
    - Add the following criteria:
      - Attribute: Subscription User List
      - Operator: Is Equal To
      - Value: $user.loginName
- Save the dashlet config
- In the Dashboard Tabs section, add the My Subscriptions dashlet to the Home tab. Order the dashlets as desired and then click Save Tabs.
Edit the wizard Stage config and navigate to the Folder Actions config. Edit the Wizard Actions section.
- Add the manageAdHocDocuments action to the list of selected actions.
  - Action order in the list can be set as desired, but it's recommended to place this action above or below the manageWorkflowDocuments action.
- Edit the manageAdHocDocuments action:
  - Under Advanced Properties, Common Configuration:
    - In the Set Default Values dropdown, choose Alfresco and click the Set Defaults button. This should set the Relation Name to aw:supportingDocument and the Relation Type to Two Way Relation
  - The above Set Defaults will also update the Search Result Configuration section. Inspect the Selected Attributes and update if desired.
- Edit the completeWizardReviewRoute action:
  - Under the Comments Section, enable the Allow Uploading Comment Documents slider. Suggested settings:
    - Allow Upload of Multiple Documents: selected
    - Allowed Filetypes: pdf,docx,doc,xls,xlsx
    - Comment Document Relationship: aw:relCommentsDocument (alfresco)
    - Make File Title Unique: selected
    - Dynamic Filenames for Comment Docs: selected
      - Update pattern so the value is: Review Comment - $displayName$ - $currentDate$ $currentTime$
In the wizard stage config, navigate to Related Objects and:
- Add a New Relation Configuration:
  - Label: Related Review Comments
  - Relationship Type: Relation Based
  - Expected Results: Attached Document
- Order the new section as desired. Suggested to be immediately above or below Supporting Documents
- Edit the new Related Review Comments relation:
  - Relation Configuration:
    - Show aw_rel_comments_document relation
    - For the Children
    - of the current Folder in the stage
  - Results Display and Sort Options:
    - Number of Results Displayed: 25
    - Display the attribute: Title
    - Sort Order: Ascending
    - Sort the results by: Title
  - Link Resolver Options:
    - Resolver: Stage
    - Resolver Trac: Do not Switch Tracs
  - Info Block Options:
    - Enable Info Block: No
  - Additional Options:
    - Defaults acceptable. Update as desired