Integrate HotDocs with DOCS Open

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CAUTION: To integrate HotDocs 6 with DOCS Open, you should have at least version 6.01d of HotDocs. HotDocs versions 6.0 to 6.01c have several known issues with DM integration.

HotDocs 6 has been tested and is compatible with DOCS Open version 3.9.5. It may also be compatible with earlier versions 2.5.x and 3.x, but has not been tested specifically with them. DOCS Open will not manage HotDocs templates or component files, but will allow you to manage HotDocs answer files and assembled text and form documents. If you have installed HotDocs PDF Advantage, PDF files saved from within HotDocs can also be managed using DOCS Open. HotDocs answer files and form documents will be managed only if you follow the setup instructions below, after you install HotDocs.

HotDocs is somewhat unique from the perspective of a document management program, because this one application is used to produce documents of many different types. In HotDocs, all documents produced by the HotDocs application are profiled under the HOTDOCS application ID, and all documents produced by the HotDocs Filler application are profiled under the HOTFORMS application ID. However, these documents can be of various types and in various formats. Some configuration and usage notes are required to ensure DOCS Open lets you easily access these documents once they are checked in.

Contents

Managing Form Documents Saved in HotDocs Filler

The following instructions allow DOCS Open to manage assembled form documents saved from HotDocs Filler. If you want it to manage files saved directly from HotDocs as well, such as answer files and assembled documents stored from the End of Interview dialog, see Managing HotDocs 6 Files below.

If you want to use HotDocs Filler with DOCS Open, the system administrator must complete the following steps:

Add HotDocs Filler as an application

  1. In the DOCS Open Admin menu, click Start > Programs and then click the Library Maintenance icon. The Library Maintenance utility appears.
  2. Double-click the Applications icon. The Application Maintenance Select dialog box appears with a list of all known application IDs.
  3. Click New. The Application Maintenance dialog box appears.
  4. In the Application ID box, type HOTFORMS and enter a description like HotDocs Filler in the Description box.
  5. Select Enhanced from the Filing Scheme drop-down list. Leave Default Extension blank, as HotDocs Filler can store files with different extensions.
  6. Click OK to save the changes so far.
  7. Type HOTFORMS in the Viewer Application box.

Specify file types for form documents

  1. At the Application Maintenance dialog box for HOTFORMS, click the button next to the File Types box. The File Types dialog box appears.
  2. Click Add. The File Type dialog box appears.
  3. In the File Extension box, type HFD.
  4. In the Description box, type HotDocs Form Document.
  5. Click OK to return to the File Types dialog box.
  6. If you have HotDocs PDF Advantage installed, repeat steps 2 through 5 for each other file type supported by HotDocs Filler.
  7. Click OK to return to the Application Maintenance dialog box for HOTFORMS.
  8. Click OK to accept the changes. The three buttons at the top of the dialog box should now be active.

Create a launch method for HotDocs Filler

  1. At the Application Maintenance dialog box for HOTFORMS, click Launch Methods. The Application Launch Methods Select dialog box appears.
  2. Click New. The Application Launch Methods dialog box appears.
  3. Type Open file in HotDocs Filler in the Description box.
  4. In the Location box, enter the full path of the HotDocs Filler exe (typically C:\Program Files\HotDocs\hdfill.exe).
    (For versions of HotDocs prior to 10, use C:\Program Files\HotDocs 6\hdfill6.exe instead.)
  5. In the Command Line Parameters box, type %FULLPATH.
  6. Select the ODMA Compliant option from the Integration drop-down list.
  7. Click OK and then click Close to return to the Application Launch Methods Select dialog box.
  8. Click Close to return to the Application Maintenance dialog box for HOTFORMS.

Configure compatible applications for HotDocs Filler

Note: This step is required only for installations where HotDocs PDF Advantage is present.

  1. At the Application Maintenance dialog box for HOTFORMS, click Compatible Apps. The Compatible Applications dialog box appears.
  2. From the Non-Compatible Apps list, select ACROBAT.
  3. Click << Add to place them in the Compatible Apps list and click OK to return to the Application Maintenance dialog box for HOTFORMS.
  4. Click Close to return to the Application Maintenance Select dialog, and click Close again to return to the Library Maintenance utility.

Specify a document type for HotDocs forms (optional)

  1. At the Library Maintenance utility, double-click the Document Types icon. The Document Types dialog box appears.
  2. Click New. The Document Type dialog box appears.
  3. In the Type ID field, type HOTFORMS.
  4. In the Description box, type HotDocs Form Document.
  5. Specify other options as desired.
  6. Click OK and then click Close to return to the Document Types Select dialog box.
  7. Click Close.

Change HotDocs Options

  1. Start HotDocs.
  2. Either at the HotDocs library window or HotDocs Filler window, choose Options (Tools menu). The HotDocs Options dialog box appears.
  3. Click the File Management folder. The window changes to show several file management options.
  4. Click the Manage assembled documents using drop-down button and select Document Manager.
  5. Specify the folder location for ODMA32.DLL in the Document manager ODMA DLL location box (typically C:\Program Files\Hummingbird\DOCSOpen\progs).
  6. Click OK to close HotDocs Options. You must restart HotDocs before this change will take effect.

Managing HotDocs 6 Files

The following instructions allow DOCS Open to manage files saved directly from HotDocs, including answer files. If you want it to manage form documents as well, see Managing Form Documents Saved in HotDocs Filler above.

If you want to use HotDocs with DOCS Open, the system administrator must complete the following steps:

Add HotDocs as an application

  1. In the DOCS Open Admin menu, click Start > Programs and then click the Library Maintenance icon. The Library Maintenance utility appears.
  2. Double-click the Applications icon. The Application Maintenance Select dialog box appears with a list of all known application IDs.
  3. Click New. The Application Maintenance dialog box appears.
  4. In the Application ID box, type HOTDOCS and enter a description like HotDocs in the Description box.
  5. Select Enhanced from the Filing Scheme drop-down list. Leave Default Extension blank, as HotDocs can store files with numerous extensions.
  6. Click OK to save the changes so far.

Specify file types for form documents

  1. At the Application Maintenance dialog box for HOTDOCS, click the button next to the File Types box. The File Types dialog box appears.
  2. Click Add. The File Type dialog box appears.
  3. In the File Extension box, type ANS.
  4. In the Description box, type HotDocs Answer File.
  5. Click OK to return to the File Types dialog box.
  6. Repeat steps 2 through 5 for each of the other file types supported by HotDocs.
  7. Click OK to return to the Application Maintenance dialog box for HOTDOCS.
  8. Click OK to accept the changes. The three buttons at the top of the dialog box should now be active.

Create a launch method for HotDocs

Note: Many documents in DOCS Open can be selected and have the application which created them automatically launched with the document open for editing. Although HotDocs cannot open answer files in this way, you may find it convenient to configure things so that HotDocs will launch when an answer file is selected. The answer file will not be editable, however, until you choose it in connection with a HotDocs assembly session.

  1. At the Application Maintenance dialog box for HOTDOCS, click Launch Methods. The Application Launch Methods Select dialog box appears.
  2. Click New. The Application Launch Methods dialog box appears.
  3. Enter "Launch HotDocs 6.0" in the Description box.
  4. Enter the location of the HotDocs executable in the Location box (e.g. C:\Program Files\HotDocs\Hotdocs.exe).
    (For versions of HotDocs prior to 10, use C:\Program Files\HotDocs 6\hotdocs6.exe instead.)
  5. Select the ODMA Compliant option from the Integration drop-down list.
  6. Click OK and then click Close to return to the Application Launch Methods Select dialog box.
  7. Click Close to return to the Application Maintenance dialog box for HOTDOCS.

Configure the compatible applications list for HotDocs

  1. At the Application Maintenance dialog box, click Compatible Apps. The Compatible dialog box appears. Applications
  2. From the Non-Compatible Apps list, select the word processors for which you installed HotDocs.
  3. Click Add to place them in the Compatible Apps list and click OK. The Application Maintenance dialog box reappears.
  4. Repeat steps 2 and 3, selecting instead HOTFORMS from the list.
  5. If your installation includes HotDocs PDF Advantage, repeat steps 2 and 3 again, this time selecting ACROBAT from the list.
  6. Click OK. The Application Maintenance dialog box for HOTDOCS reappears.
  7. Click Close to return to the Application Maintenance Select window, and click Close again to return to the Library Maintenance utility.

Specify a document type for HotDocs answer files (optional)

  1. At the Library Maintenance utility, double-click the Document Types icon. The Document Types dialog box appears.
  2. Click New. The Document Type dialog box appears.
  3. Type an ID (such as ANSWERS) in the Type ID box and enter a description (such as HotDocs Answer File) in the Description box.
  4. Specify other options as desired.
  5. Click OK and then click Close to return to the Document Types Select dialog box.
  6. Click Close.

Change the PCDOCS.INI file

  1. Open the PCDOCS.INI file and add the following line to the [Application Integration] section: FEPHotDocs = YES (Note: This line is required for HotDocs versions 6.01d and earlier. HotDocs does not actually support true Front End Profiling, but HotDocs 6.01 and earlier require this setting in order to work correctly).
  2. If you wish users to use standard Open dialog boxes when opening answer files from within HotDocs, be sure to include the following line in the [Application Integration] section of PCDOCS.INI: NativeOpen = YES (Note: When PC Docs prompts the user for an answer file using the Quick Retrieve window, there will be an additional menu entry entitled NativeApplication! which allows the user to browse the local file system for the desired file).
  3. If you wish users to be able to use standard Save dialogs when saving files from within HotDocs, be sure to include the following line in the [Application Integration] section of PCDOCS.INI: NativeSaveAs = YES (Note: With this line in place, if the user presses Cancel at PC Docs' profile screen, they will be given the option of saving to a file on the local file system using HotDocs' standard Save As dialog).

Change HotDocs Options

  1. Start HotDocs.
  2. At the HotDocs Library window, click Options (Tools menu). The HotDocs Options dialog box appears.
  3. Click the File Management folder. The window changes to show several file management options.
  4. Click the Manage answer files using drop-down button and select Document Manager.
  5. Specify the folder location for the ODMA32.DLL in the Document manager ODMA DLL location box.


Launching HotDocs Documents in Compatible Applications

In HotDocs version 6.01 and earlier, all documents saved into DOCS Open by the HotDocs application are stored under the HOTDOCS Application ID. This means that by default, HotDocs' launch method will be executed (and HotDocs will launch) when the document is opened from within DOCS Open. For assembled text or form documents or PDF files, this is probably not what the user wants to happen.

Instead, the steps above relate to configuring compatible applications allow the user to right-click a document within DOCS Open, and choose Compatible Apps... from the shortcut menu. The user will be presented with a list of compatible applications for the selected document, and can choose the one they wish to use to view or edit the indicated document. For instance, you can:

  • Edit an assembled RTF document after is has been saved from HotDocs.
  • View a PDF document after it has been saved from HotDocs

To edit an assembled RTF document saved from HotDocs

  1. In DOCS Open, select a document that was assembled from a text-based template. The document should list HOTDOCS as its application ID.
  2. Right-click the document and choose Compatible Apps...
  3. In the list of compatible applications, click MS WORD and choose OK. Microsoft Word launches and allows users to edit the assembled document.

To view a PDF document saved from HotDocs

  1. In DOCS Open, select a PDF file that was stored from HotDocs. The file should list HOTDOCS as its application ID.
  2. Right-click the document and choose Compatible Apps...
  3. In the list of compatible applications, click ACROBAT and choose OK. Adobe Acrobat launches and allows users to view the PDF file.

Debugging the Integration

If you experience problems setting up the integration, you can turn on debugging.

To turn on debugging

  1. In the system registry, navigate to HKEY_CURRENT_USER\Software\HotDocs\HotDocs\File Mgt.
    (For versions of HotDocs prior to 10, use HKEY_CURRENT_USER\Software\LexisNexis\HotDocs 6\File Mgt instead.)
  2. Set the following string values to true:
  • Filler Debug
  • Answer Debug