If any of these things occur on a regular basis for some of your XML documents (there could be others as well), you need to optimize them. That is, you need to optimize the extraction rules for them in the XML document definition or profile that they belong to so that the documents can be processed automatically:
In each case when the following procedure is used to optimize the extraction for an XML document, you need to consider whether the change should be made on the underlying XML document profile or XML document definition.
Changes that are made on the XML document profile level affect all XML documents that are identified as belonging to it. If an XML document profile contains multiple XML document definitions, the change will affect all documents that belong to any of them.
Changes that are made on the XML document definition level affect only those documents that belong to it specifically.
Documents end up in Optimize automatically if the sender is new to the system or if a valid sender or receiver cannot be extracted from the document. They can also be sent to Optimize from Verify, certain documents can be sent to Optimize automatically, and still others are always sent to Optimize.
Look for XML documents in the Document type column In the list of document definitions.
In the Optimize column, double-click an XML document that has status 99. Make note of the ID number for the document definition. It is displayed in the ID column.
Note that you can also access normal Optimize functionality here such as specifying to automatically approve the connected XML documents with Complete status by right-clicking the document in the Optimize module and selecting Open instead.
Optional: Change the XML document source.
Optional: Reroute the document to a different XML document profile to the XML document being optimized.
Map the appropriate XML elements to the corresponding fields in the document. If master data is used, see also things to consider when optimizing documents that are connected to master data.
If needed, map line items to appropriate XML elements/attributes.
Create rules, if necessary, to help find the correct values in the XML code.
Consider if the change(s) should apply to all documents or only those for the current XML document definition. Click Save XML definition to save the change for the current XML document definition only (that is, the current sender). Click Save XML profile if you want the rule to apply to all XML documents that match the XML document profile regardless of the XML document definition.
When you click Save XML profile, you are asked to confirm if you want to save the changes to the profile in case you clicked the button by accident.
Close the dialog when you are done. A dialog is displayed asking if you are finished optimizing the XML document definition or profile (if a definition has not been saved). Select Yes (if you select No, the XML document definition or profile remains in Optimize with status 99, and you can reopen it to continue working with it).
If master data is used, you are also asked to confirm it.
All documents that belong to the document definition or profile and that have Scanned status will be reinterpreted with the updated XML document definition/profile.
Optimize can receive XML documents from either Verify or Interpret (unless documents from unknown senders are kept from automatically going to Optimize).
When you open an XML document definition or profile in Optimize, it is displayed in the XML Mapper. Here you map document fields with the corresponding XML elements. When you close the dialog, a message is displayed asking you if you are done. You have these alternatives:
If you select this option:
The document definition's name, number, and description are updated (does not apply when no definition has been saved - that is, there is only a profile currently present).
The dialog and the document definition close.
The Optimize status is set to 0.
You skip to the next XML document definition or profile that needs to be optimized.
The XML document definition or profile can now be used in production.
If you select this option:
The dialog and the document definition/profile close.
The Optimize status remains unchanged.
You need to double-click the XML document definition or profile again to open the XML Mapper to continue working with it.
The message dialog closes and you return to the document definition in the XML Mapper.
Recommendations for best practices when optimizing XML documents
What is the difference between XML standards, profiles, and definitions?
Sending XML documents to Optimize automatically
Processing XML documents using COLLECTOR: Overview