Configuring Routing Rules

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Routing rules are logic statements in Aeon that can be used to automatically move items from one status to another if the logic statement that applies is True. The rules are set up in the Routing table, located in the Aeon Customization Manager under the Routing tab. When using routing rules, there is nothing that needs to be done by the staff user. Aeon is moving the items based on the routing rule; the staff does not even have to know the rules have been set up.

The process of automatically routing transactions to other statuses in Aeon using the Routing table and routing rules is referred to as System Routing. System Routing is one of the most powerful functions of the Aeon system. By using the Routing table, you can change the default Aeon processes by having the system automatically skip or add steps to the basic Special Collections fulfillment process. This section covers various System Routing options that may be set up as a part of customizing your Aeon workflow.

You should contact Atlas Support at 757-467-7872 or (800) 567-7401 or send an email to service@atlas-sys.com for help in initially setting up the logic in the Match String field because it uses SQL script aliases and reference tables you may not be familiar with.

Creating Routing Rules

Open the Aeon Customization Manager and click on the Routing tab at the top of the page. This will display the Routing table. This example shows a routing rule that is set to look at all items in the Status of Awaiting Request Processing and checks to see if the user status of the requestor is Faculty. If it is, then the status of the item is changed to the New Status, Awaiting Faculty Request Processing. If the item is being requested by a student or any other user status than faculty, it does not move. Follow these directions to set up your Routing Rules:

  1. In the Aeon Customization Manager, click the Routing tab to open the Routing table.
  2. Click the New button. This opens the New Route edit box at the bottom of the table.
  3. Complete the following fields. Note that the queue type is displayed alongside each drop-down value in the Status field. Once a status is selected, the values that appear in the New Status dropdown will be limited to the statuses within that queue type.
    • Status: Awaiting Request Processing
    • Match String: u.Status='faculty'
    • New Status: Awaiting Faculty Request Processing
    • Description: Moves faculty requests to separate queue
  4. Select Save to save your entry.
  5. The new routing rule appears in the Routing table.

The queue Awaiting Faculty Request Processing is a custom queue. See Configuring Default Queues and Custom Queues to learn how to create them.

The Routing table stores any routing rules that are created for your Aeon system. As various functions are performed in Aeon, these rules are applied according to the criteria specified in each rule definition. The Routing table is made up of several fields and associated values. These are:

Transaction Status This specifies the current status to which a given rule applies. A request must have a matching TransactionStatus value before the rule will be applied. This value may be any legitimate Aeon status, including any existing Custom Queues.
New Transaction Status This specifies the new status to which the transaction will be routed when the rule is applied. The NewTransactionStatus value may be any legitimate Aeon status, including any existing custom queues.
Match String This specifies the remainder of the query string that must be matched by a transaction before the rule is applied. This query string should only reference the Transactions, Users and Queues tables unless a compound routing rule is used. See further explanation below.
Description This describes what the rule is intended to do.

Editing Routing Rules

  1. Click on an existing rule in the Routing table to bring up the Edit Route edit box at the bottom of the table.
  2. Make changes to the fields as desired and click the Save button to save your changes.

Remember that the statuses in the New Status field are limited according to the queue type of the status selected in the Status field.

Deleting Routing Rules

  1. Click on an existing rule in the Routing table and click the Delete button.
  2. The selected routing rule is instantly and automatically deleted.

General Guidelines for Creating Routing Rules

  • Routing Rules should be created so that no two routing rules apply to the same transaction at the same time. This means that the Transaction Status and Match values, taken together, should be unique for each rule in the table.
  • Routing Rules should be created so that they are unique to your process tracking. In other words, the same rule should not apply to the same transaction multiple times during the course of standard processing. Routing Rules should be created to be unique to a specific step of your process.
  • Routing Rules should only reference the Transactions, Users and Queues tables.
  • The Routing Rule MatchString value allows up to 500 characters to support more complex automated workflow functions. 
  • Routing Rules can only be created using statuses within the same Queue Type (Transaction or Photoduplication).

Understanding Routing Rules

The Match String

The Match String is arguably the most important piece of the Routing table. Each time the status of a transaction is changed by the Aeon client, the system also runs a query to cycle through any rules that exist in the Routing table and determine if any active routing rules should be applied to that transaction. When the system runs this query, it attaches the Match String value for each active routing rule to the end of the query to determine what rule, if any, should be applied to each transaction at that time.

The query used to apply routing rules is as follows, where {0} is the Transaction Number value and {1} is the Match String value:

SELECT COUNT(TransactionNumber) AS MatchCount FROM Transactions t JOIN Users u ON (t.Username = u.Username) JOIN Queues q ON (t.TransactionStatus = q.ID) WHERE t.TransactionNumber = {0} AND {1}

Thus the Match String value is where you may set the conditions that distinguish one routing rule from another. These conditions, coupled with the other conditions specified in a routing rule, determine which transactions are impacted by the rule and which are not.

As stated in the above table, this query string should only reference the Transactions, Users and Queues tables, unless a compound routing rule is used.

Using Or Clauses in the Match String

If you are using OR clauses in your match string, it's a good practice to surround them with parentheses.

For example:

(t.Location like '%alpha%' or t.Location like '%beta%')
(t.CallNumber like ‘%gamma%’ or t.CallNumber like ‘%omega%’)

Double Quotation Marks in Aeon Routing Rules

In accordance with current SQL query standards, Aeon does not support the use of double quotation marks in routing rule match strings. Any quotation marks being used in existing routing rule match strings should be replaced with single quotation marks as shown in the following example.

Old routing rule match string that uses double quotation marks:

 t.DocumentType = "PDF" AND u.Department = "Art"

New routing rule match string after changing double quotation marks to single quotation marks:

 t.DocumentType = 'PDF' AND u.Department = 'Art' 

If an existing routing rule is matching against a value that contains a single quotation mark in the value string (ie: u.LastName = "D'Angelo"), the double quotation marks should be replaced with single quotation marks and the existing single quotation mark should be replaced with two single quotation marks as shown in the following example.

Old routing rule match string that uses double quotation marks:

u.Department = 'Art' AND u.LastName = "D'Angelo"

New routing rule match string after changing double quotation marks to single quotation marks. Note that the formatting for the u.LastName value here is [single quote]D[single quote][single quote]Angelo[single quote]:

u.Department = 'Art' AND u.LastName = 'D''Angelo'

These changes can be made by opening the Aeon Customization Manager, navigating to the Routing table and editing the routing rules there.

Turning on Routing

Routing must first be turned on before the system will apply any of the routing rules to transactions during processing. This is done in the Aeon Customization Manager. To turn on routing, open the Customization Manager and navigate to System | Routing. Select the RoutingOn key, set the value to Yes, and click the Save button to save your setting. Routing is now enabled.

A Standard Routing Rule Example

Let's say that you want to send all item requests received from Faculty to a special queue called Awaiting Faculty Request Processing when they are received. Here is the rule you'd need to add to accomplish this.

Sample Rule: Moving Items from Faculty to Awaiting Faculty Request Processing

Here are the entries required in the Routing table:

Field Name

Entry

Transaction Status

Awaiting Request Processing

Match String

u.Status = 'Faculty'

New Transaction Status

Awaiting Faculty Request Processing

Description

Moves faculty requests to separate queue.

In the Match String, (u.) references the Aeon Users table. Any fields in these tables are referenced by their names this way. So to restrict this rule to only items from Faculty, we use the above match string. For the above routing example to work properly, you would also have to create a Custom Queue named Awaiting Faculty Request Processing.

See the section entitled Configuring Default Queues and Custom Queues earlier in the Configuration Guide for details.

 

 

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