Working with SmartBridge

Using Document View and Logs

SmartBridge monitors the events that take place within the system, as well as events that take place after documents leave the system. This way you are able to track every step of a document in complete detail, like:

Every state of the document: receive, analyze, processing, etc.
The properties, attributes and contents of the document in every state.
The log of component that processed the document in a certain state.
The exact moment an issue occurred, a description of what happened.

You can find out everything about a document by using two screens: the Document View and the Monitoring View.

Two screens you might need for troubleshooting.

Every user can find out more about an error by drilling down a Document State in the Document View.
Only administrators have full access to the Monitoring View, which is essentially an archive of Logs. Others are able to see only the trace file related to the error state, using the Document View.

When to use the Document View or Monitoring View

Document View

Monitoring View

The Document View shows a humanly readable, expandable, chronological overview of all events in SmartBridge, with relevant details.

The Monitoring View shows a technical, chronological dump of all software processes, in full detail.

Example: document processing related events like Receive, Analyze, Translate, etc.

Example: starting up a service, connecting to the database, monitoring directories, communication session results and logs, etc.

Use the Document View:

To find a particular document or set of documents.
To identify the moment an issue occurred, including all relevant details (Communication Module or Component involved, relevant logs).
As a starting point for a targeted search in Monitoring View, in case the details in the Document View are not sufficient.

Use the Monitoring View:

When you are not able to resolve the issue using just the details in Document View.
When trying to figure out communication related issues
Monitoring View is complementary to the Document View. Use the details from the Document View for a targeted search in the Monitoring View.

Using the Document View: the basics

The default Document View shows all the documents you received today. You can view more documents when you click on ‘Last 7 days’ or ‘Last 30 days’.

However, in most cases you are probably only interested in either:

Documents in a particular state, or
A particular document you need to retrieve because there is a situation with your business partner or company.

Looking for documents in a particular state

Navigate using the vertical navigation menu on the left to look for documents in a particular state. The most important state is ‘In Error’, were you will find all documents where an error occurred.

With Document View you can quickly navigate to documents in error or other statuses.

Some tips

You can zoom in on an error category, by going to ‘Undeliverable’ (documents you tried to send but did not reach the recipient) and ‘Unrecognized’ (documents you received but of which SmartBridge could not make sense).
Zoom in on a document by double-clicking a document. This will show all the states a document went through.
Double-click a state to show:
- The document details SmartBridge is able to retrieve from the document at that particular state (format, type, recipient, etc.).
- The complete document contents.
- The physical location of the document on the disk of the incoming document, and the new physical location to which is was moved, using your settings for storage.
In case of an error: A short description of the error that might give you a clue how to resolve the issue.
In case of an error: A link to a a Trace File (if relevant), which contains communication or system details.
In case of an error: Component that is involved (if relevant).

Document statuses explained

Document View menu item	Documents listed
All	All documents in a given period. This contains documents you received, but also documents you created using a Workflow, regardless the state where the documents are at the time of viewing.
Received	Documents SmartBridge received in a given period. Read more For SmartBridge every document that it receives, is an incoming document, regardless of the source of the document (i.e. whether from your ERP system or an external source). If you see no value in monitoring documents that SmartBridge receives from your internal systems, you can configure SmartBridge to treat these as internal documents that should not be shown in Document View. Also see: FAQ - Issues with documents
Ready to Send	Documents in a given period that have not been sent, yet. Example: documents prepared for sending waiting in the queue for a certain schedule to trigger.
Sent	Documents you successfully sent in a given period.
Undeliverable	Documents you tried to send in a given period, but resulted in an error during distribution.
In Error	Documents that resulted in an error in a given period. This also includes the errors for Undeliverable and Unrecognized.
Unrecognized	Documents that SmartBridge could not recognize in the analyzing phase in a given period.
In Process	Documents that SmartBridge is Processing currently.
Archived	Documents that have been archived in a given period.

Using Document View: basic example

Open up the Document View and click on either Undeliverable, In Error, or Unrecognized for resolving issues. For this example: go to Undeliverable and select a relevant period.
How to navigate to an issue using Document View, part 1. (Click image to enlarge.)
When you identified an issue (they carry a stop sign), hover over the stop sign to read the error description. For some issues that clue might already be useful enough for resolving issues.
Hover over the stop sign to read the error message.
However, if you would like more information, double-click the document row. SmartBridge will show you more details about the document in the Document Details pane.

How to navigate to an issue using Document View. (Click image to enlarge.)
Open up the state where the error occurred by double-clicking it, and study all the details for that state, in particular the Error description. The description will contain clues to resolve the issue.

How to navigate to an issue using Document View (continued). (Click image to enlarge.)
Resolve the issue using the clues from the error description. Then, Reprocess/resend the document using the Reprocess/resend of the Document State where it went wrong.

How to navigate to an issue using Document View (continued). (Click image to enlarge.)

This is generally the process for resolving issues using the Document View. This process also applies to the Stages ‘Unrecognized’ or ‘In Error’, be it with different error messages.

Taking action on one or several documents

In addition to monitoring recent SmartBridge activity, you should also use Document View to take action when necessary.

Use Document View:

To drill down to more document details.
To resend or reprocess one or more documents.
To update the error status list.

How to take action

Select one or more documents.
Select the action to execute. There are two ways:
1. Use the context menu: Right click on (one of) the selected documents and click on the desired option from the context menu.
2. Or use the corresponding action icons. You can find a row of buttons under the main documents list.

You can select more than one document at once:

Select a range of documents - Click the first document of the range, keep the SHIFT key pressed, and then click the last document of the range.
Select several individual documents: Hold the CRTL key while clicking selected documents.

Options

What do you need?	Use this option	Able to select more than one document?	What will happen
Detailed information about the selected document.	View	No	In the bottom half of the screen you will see detailed information about the selected document.
See all documents generated by SmartBridge based on the selected document.	View children	No	In the bottom half of the screen you will see the list of the document's child documents.
See the original document(s) that SmartBridge used to generate the current document.	View parents	No	In the bottom half of the screen you will see the document's parent documents.
Manually archive a document.	Archive	Yes	The selected document(s) will disappear from the list, and will be moved to the archive.
Resend a document that has already been sent out.	Resend Use this carefully! You might send duplicate documents to your partners or to your ERP system!	Yes	In case the last state of the selected document(s) is 'Send', it will be resent. 'Reprocessed' will appear as a new document state, in the document's list of states. This state will indicate which state was the reprocessing starting point. In case the document has never been sent, nothing will happen.
Reprocess a document that has already been processed.	Reprocess Use this carefully! You might send duplicate documents to your partners or to your ERP system!	Yes	SmartBridge will reprocess the selected document(s). 'Reprocessed' will appear as a new document state, in the document's list of states. This state will indicate which state was the reprocessing starting point.
Remove items from the list of documents in error.	Acknowledge error	Yes	The document(s) will disappear from 'Documents in error'. The state of the document will be changed from 'in error' to 'error acknowledged'. Dashboard statistics will update accordingly.

Tip: Obtaining even more details – Using the Logs

In cases where the Document View is listing limited information about the issue, you might find clues on how to resolve the issue by using the Logs in the Monitoring View. These Logs are highly technical; therefore, they are only available to administrators.

Depending on the issue you have the following logs at your disposal:

Communication Sessions.
System Logs.
Internal Messages.

Which Logs to use for which issue?

If the Document View does not contain enough information to resolve the issue, you can look in the Logs for a detailed technical view of everything that happened.

Issue in Document View	What does this tell you	Check the following
Undeliverable	The document has been sent to the recipient, but the recipient did not receive the document.	Communication Sessions
Unrecognized	SmartBridge tried to recognize the Document Structure, but did not succeed.	Document Structure (Configuration), System Logs
In Error	SmartBridge recognized the document, but could not process it. Contains all issues, including Undeliverable and Unrecognized.	Communication Sessions, System Logs

Examples of using Document View and Logs

How to resolve issues with Undeliverable documents.
How to resolve issues with Unrecognized documents.

Tip: Additional options for Document View

Looking for a particular document

Instead of browsing through lists of documents, you can quickly find a particular document by using the Document Search functionality.

You can find the Document Search functionality in the top right-hand corner of the Document View screen.

Click the magnifying glass on the top right-hand side to open up Document Search. (Click image to enlarge.)

You can search for documents using almost every property or attribute you can think of:

Document number
Envelope number
Document State (received, analyzed, etc.)
Document Stage (created, error, in process, etc.)
Original/current Document Format (XML, EDIFACT, etc.)
Original/current Document Type (invoice, order, etc.)
Original/current Document SubType (D.96A, D.01B, etc.)
Recipient(s)/Sender(s)
E-mail subject
Communication Module
Date/time (including date/time periods)
Data in the document
etc.

Missing a Document View menu option? Add it yourself

If you or your business process require different document selections, you can also add new menu items. Some examples:

In addition to Today, Last 7 days, and Last 30 days, add an option Last 90 days.
Add an option to show all documents for a particular recipient.
Add an option to show all documents of a particular type, format, etc.
Add an option to show all communication where a certain communication module is used.

Follow these steps to add a new menu option:

Click on the category where you would like to add the new option.
Click the Plus sign in the lower left or right-click on a menu option already in the desired category, and select 'Add new folder' from the dropdown menu. A screen will appear.
Give the new menu option a descriptive name, and use the options as filters to get the documents you want.
Click ‘Save smart folder’ to save your new menu option.

How to change the default folder

Normally, the 'All - Today' folder will open when you click on the 'Documents view' icon of the main menu. This can be changed to another folder:

Click on the category where the folder is located
Right click on the folder you wish to be open by default when you get to the documents view.
Select 'Set as default folder' from the dropdown menu