This document summarizes Joe McVey's presentation about West Virginia University's implementation of real-time document indexing when applications are submitted through their TargetX Online Application system. It describes the key components involved - Axiom to import applications into Banner, Conga Composer to create PDFs, Salesforce workflows to trigger processes, Informatica Cloud to save PDFs to a network share, and Banner Document Management to index the documents. The end result is applications can now be indexed within a minute of submission rather than waiting for nightly processes, providing a significant efficiency gain for application reviews.

1. #TargetXSummit
Automatic Document Indexing
Joe McVey, West Virginia University

2. #TargetXSummit
Agenda
● About WVU
● Document Imaging
● Our Use Case
● WVU’s Journey
● High Level Overview
● Deep Dive
● Helpful Resources
● Questions

3. About WVU
● Three Campus System
● Fall 2018 System – 29,959 students
● Morgantown – 26,864 students
● WVU Tech – 1,755 students
● Potomac State – 1,340 students

4. #TargetXSummit
Document Indexing
● Associating a document with a database record
● Critical when transitioning to paperless processes
● WVU utilizes Banner Document Management (BDM)
● BDM is a small component of this process

5. Banner Document Management (BDM)
● Handles document indexing
● Banner ID is the index
● Placed in location on document
● Document placed in network share
● BDM locates index and associates document to student’s record

6. Our Use Case
● Banner school
● TargetX client since 2016
● Began TargetX Online
Application implementation in
2017
● Important documents indexed to
student’s record
● PDF of application data at the
time of submission
● Helpful when reviewing
applications

7. TargetX Online App - 2017
● Beckley and Keyser go live for
undergraduate students
● Conga template was created
● Applications imported into
Banner as they come in
● Staff usually reviewed
applications from previous day
● Nightly processes were set up to
create the PDFs and index them
● Conga Batch (formerly
Conductor)
● Informatica

8. #TargetXSummit
TargetX Online App - 2018
● Morgantown goes live for undergraduate students
● Assumed the current imaging process would work
● Old application imported records to Banner nightly
● TargetX applications import to Banner in near real-time
● Staff started reviewing applications before nightly imaging processes could
create the application image and index it
● Application can’t be reviewed without the image
● How do we fix this?

9. “Where’s the application image?”
We need to figure this out…

10. Real-time indexing – can it be done?
● Yes!
● Multiple components working
together
● How do we make it work for us?
● Conga Composer
● Salesforce Workflow Rules
● Conga Trigger
● Informatica Cloud

11. #TargetXSummit
High-Level Overview
● Student submits their application
● Axiom imports it into Banner
● Axiom updates values, causing a workflow rule to start Conga Trigger
● Conga saves a print date, filename, and PDF as an attachment
● Another workflow rule fires, saving an export date and starting Informatica
● The PDF is grabbed from Salesforce
● Next, the PDF is saved to a network folder
● Finally, the PDF is indexed by BDM

12. Don’t panic!
It’s not as crazy as it sounds…

13. Application Flow
Application
Axiom
Banner

14. #TargetXSummit
Conga Composer
● Creates a PDF of the application
● Saves it as an attachment
● Updates the print date field
● Saves attachment file name

15. Conga Trigger / Workflow Rule
● Heads up: You’ll need a working
Conga image before you can
use Conga Trigger
● Salesforce workflow rule –
outbound message
● Starts after Axiom saves the
record into Banner
● Runs Conga Composer

16. Conga Flow
Axiom
Application
SF Workflow
Outbound
Message
Conga Trigger
Conga PDF/Print
Date/File Name

17. #TargetXSummit
Informatica
● Data Sync Task
● Source: Application Object
● Target: FileIO Connector (Network Share)
● Field Mapping: Lookup against the Attachment object

18. Informatica – FileIO Connector

19. #TargetXSummit
Informatica – Automation
● Step 6 of a data sync task gives you schedule options
● Selecting the third option generates a unique URL that can be used in a
Salesforce workflow outbound message to trigger this task to run

20. Informatica / Workflow Rule
● Salesforce workflow rule – outbound message
● Sends two fields – application object ID and attachment filename
● When triggered, this workflow tells Informatica to run and which file to grab

21. Informatica Flow
Conga PDF/Print
Date/File Name
SF Workflow
Outbound
Message
Application
Export Date
Informatica Data
Sync
Retrieve
attachment PDF
PDF saved to
network share

22. #TargetXSummit
Putting it all together
Application
Axiom
Banner
SF Workflow
Outbound
Message
Conga Trigger
Conga PDF/Print
Date/File Name
SF Workflow
Outbound
Message
Application
Export Date
Informatica Data
Sync
Start
Retrieve
attachment PDF
PDF saved to
network share
BDM auto-
indexes
End

23. Results
● Within a minute of an application being saved to Banner, a PDF snapshot is
automatically created and indexed to the student’s record via BDM.
● No more waiting for nightly processes!
● Huge efficiency gain!

24. #TargetXSummit
Helpful Resources
● Salesforce Workflow Outbound Message: https://sforce.co/2FxupRK
● Conga Composer: https://bit.ly/2J7HS3X
● Conga Trigger: https://bit.ly/31NFsjk
● Informatica Outbound Messages: https://infa.media/2J6L2Vv
● Informatica FileIO Connector: https://infa.media/2IQbaoU

25. Questions?

26. Thank You
jpmcvey@mail.wvu.edu