Zetadocs for Microsoft Dynamics NAV Standard Configuration Guide

Transcription

1 Zetadocs for Microsoft Dynamics NAV Standard Configuration Guide Version history Version: 04/12/2008 Equisys plc Equisys House 32 Southwark Bridge Road London SE1 9EU United Kingdom Tel + 44 (0) Fax +44 (0) Equisys Inc 30,000 Mill Creek Avenue Suite 335 Alpharetta GA USA Tel +1 (770) Fax +1 (770) Contact: Equisys Technical Support, support@equisys.com Copyright Notice Copyright 2008 Equisys plc, London All rights reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, without the prior written permission of Equisys plc. All trademarks are acknowledged.

2 Zetadocs for NAV Standard Configuration: Benefits of using Zetadocs standard data Contents 1. Zetadocs for NAV Standard Configuration Benefits of using Zetadocs standard data Importing the Zetadocs for NAV Standard Reports Backup Reports Importing the Zetadocs for NAV Reports Using Zetadocs for NAV Reports Importing the Zetadocs Standard Configuration Data Configuring Zetadocs for NAV to match your needs Document Templates Using Preconfigured Document Templates Preconfigured Document Template Features Template Wizard - Adding an attachment to a template Replacing the stationery Adjusting the message Testing your Zetadocs for NAV solution Full Cycle Test Scenario Detailed Component Testing This edition 04/12/2008 Copyright Equisys plc 2008 All trademarks acknowledged All rights reserved Page 2

3 Zetadocs for NAV Standard Configuration: Benefits of using Zetadocs standard data 1. Zetadocs for NAV Standard Configuration Zetadocs for NAV comes supplied with a set of standard configuration data which when imported into NAV will provide the system with a standard configuration. This will with only a few minor changes provide you with a working Zetadocs for NAV system. Note: The standard data is only compatible with World1 NAV versions 4, 5 and 6 only. The data when imported into the Zetadocs for NAV tables installed into NAV earlier creates the necessary setup to enable a basic system to operate. It will populate: NAV No. Series values Zetadocs No. Series values Zetadocs System Settings with Fax disabled, archive enabled Zetadocs Templates standard set of templates for all Sales and Purchase documents Zetadocs Company Type Zetadocs Document Sets standard set of templates for all Sales and Purchase documents Zetadocs System Rules set rules with delivery, defaulting to only Zetadocs Reports Settings setup for all standard Sales and Purchase reports Zetadocs Sales/Purchase Doc Queue 1.1 Benefits of using Zetadocs standard data The standard configuration data provided contains a mix of table data for importing into NAV as well as standard reports and templates. By installing all of these elements it is possible with inclusion of a few data items specific to your system to put together a working Zetadocs for NAV system. This provides a solid working platform on which you can build and tailor your solution. (i) Circumstances in which the standard data is not recommended The standard configuration data provided is designed to enable a system to be set up quickly with a minimum of settings changes, as such by importing the standard data you will be configuring your system to use the Zetadocs reports and templates, if your system is already highly configured to meet specific requirements then importing the standard data will cause these setup amendments to be overwritten. If you do not wish to use the standard configuration data we would recommend that you review the remainder of this chapter to evaluate whether any of the items, such as the document templates, might prove useful. At which point you should proceed to the Advanced Configuration Guide located on your product, this will guide you through the remaining system configuration steps. 2. Importing the Zetadocs for NAV Standard Reports Included as part of the standard configuration data that we provide are a number of reports designed to enable you to set up your system as quickly as possible. It may be that you require specific items in your reports and in these cases where extensive modification of the existing NAV reports is required then you may wish to adjust these reports manually as described in the Advanced Configuration. Alternatively if you are very familiar with these modifications or they are relatively straightforward to implement again, you may wish to use the Zetadocs standard reports and adjust them to include any existing modifications. It is recommended that you review the work involved in editing your existing reports to work with Zetadocs and conversely the work in adding any extra items to the Zetadocs standard reports and proceed accordingly. 2.1 Backup Reports In order to be able to uninstall the Zetadocs for NAV software it is necessary to backup the Navision reports you are editing before installing the Zetadocs for NAV objects. Alternatively, reports can be duplicated and saved with new report ID s before adding the Zetadocs for NAV changes. Either way it is important to add the Version List EQ2.0 after saving the completed report. Open the Navision client and connect to/open the Navision database. This edition 04/12/2008 Copyright Equisys plc 2008 All trademarks acknowledged All rights reserved Page 3

4 Importing the Zetadocs Standard Configuration Data: Importing the Zetadocs for NAV Reports Open the Object Designer (ToolObject Designer). Click on the Report button in the designer menu. Select all the reports that you are going to edit for Zetadocs for NAV. Select Export objects in file menu (FileExport). Export objects to a Backup of Reports before Zetadocs for NAV2.0.fob file. Keep the Backup of Reports before Zetadocs for NAV2.0.fob file in a safe place. 2.2 Importing the Zetadocs for NAV Reports When importing the Zetadocs for NAV reports and configuration data it is important to ensure that you select the appropriate fob file for your NAV version. Actions: Log into Microsoft NAV as a user with SUPER user permission rights to allow you to import new reports into the NAV database. Open the object designer (Shift + F12) and import the standard reports file included on your Zetadocs for NAV CD. The standard reports fob files can be found in <CD Drive>:\Zetadocs NAV Server Components \Standard Reports and Data\ Select the fob file relevant to your NAV system version o Zetadocs for NAV v2.0 Standard Reports - NAVW1 V4.0.fob. o Zetadocs for NAV v2.0 Standard Reports - NAVW1 V5.0.fob. o Zetadocs for NAV v2.0 Standard Reports - NAVW1 V6.0.fob. 2.3 Using Zetadocs for NAV Reports To use the Zetadocs for NAV reports after they have been imported into NAV you need to set NAV to use the Zetadocs for NAV reports instead of its default reports. Actions: Go to Sales & Marketing in the Navigation Pane. Select Order Processing and then Setup. Next choose Report Selection - Sales Select the type of document you wish to change report for from the Usage field. Using the Report ID lookup select the relevant Zetadocs for NAV report. Repeat for any other Zetadocs for NAV reports you wish to enable. This process also needs to be done for any purchasing reports you wish to enable by repeating this process on the and selecting Purchase from the Navigation Pane. 3. Importing the Zetadocs Standard Configuration Data To import the data you will need to access the Zetadocs setup within NAV, if you have just imported the Zetadocs for NAV menusuite you will need to restart NAV to add these options to the Navigation Pane. Open NAV and select the Administration option from the Navigation Pane Select the Application Setup sub folder within it and then Zetadocs Setup Run the Zetadocs Configuration Import Form The form shown in figure 1 will appear, firstly if you wish to use a SharePoint archive tick the checkbox and add your SharePoint site address. Select the XML file path field to browse to the file relevant to your NAV system version e.g. for version 5, Zetadocs for NAV v2.0 Standard Data NAVW1 V5.0.xml If you did not use the default locations for the Templates, Sales and Purchase Document Queues earlier in the install then input these locations here. Once selected click the Import button. This edition 04/12/2008 Copyright Equisys plc 2008 All trademarks acknowledged All rights reserved Page 4

5 Importing the Zetadocs Standard Configuration Data: Configuring Zetadocs for NAV to match your needs Figure 1 Zetadocs Configuration Import Form The warnng message shown below will appear warning you that the import will clear all Zetadocs setup data from the tables, select Yes to continue. Figure 2 Zetadocs setup data warning A final warning screen will appear asking you if you are sure you wish to import the data, select Yes to install the data. 3.1 Configuring Zetadocs for NAV to match your needs Having imported the standard configuration data and reports into NAV and added the few system specific pieces of information you should have a basic working system at this point. It should be capable of sending reports from NAV to recipients using the standard reports and templates included and should you have completed the SharePoint installation as well documents should also be archived to SharePoint. There are three main areas which you may need to configure to enable you to match the system to your specific requirements: (i) Adjusting or Replacing the Document Templates The current document templates use Zetadocs stationery as standard which you may wish to update replace with the relevant companies stationery. This is covered in the next chapter. (ii) Editing Zetadocs for NAV Reports Your system may require the tailoring of certain reports. This is covered in Advanced Configuration Guide located on your product CD. This edition 04/12/2008 Copyright Equisys plc 2008 All trademarks acknowledged All rights reserved Page 5

6 Document Templates: Preconfigured Document Template Features (iii) Adjusting NAV Settings and Rules The data imported into NAV reflects a standard installation and may not match your specific requirements; the main settings are as follows: Zetadocs System Settings with Fax disabled, archive enabled Zetadocs Document Sets standard set of templates for all Sales and Purchase documents Zetadocs System Rules set rules with delivery, defaulting to only Zetadocs Reports Settings setup for all standard Sales and Purchase reports For further details on Zetadocs for NAV configuration see the Advanced Configuration Guide. 4. Document Templates Document templates are combinations of attachments, stationery and a message body that can be created and stored within Zetadocs. These can then be used to ensure that documents that are sent out on a regular basis have all required information and can be created quickly and consistently throughout an organization. Whilst working with NAV it is possible to automatically assign specific templates to certain types of business documents such as sales orders ensuring that the addressing and other vital information is passed across and that the terms and conditions of the order are automatically included. You should have already specified the shared folder where these templates are to be stored during the install process as this is required to make them available to other network users. 5. Using Preconfigured Document Templates Zetadocs for NAV has a number of preconfigured document templates included within it to make setting up a system quicker and easier. These templates contain Zetadocs stationery and a message body which have been deliberately constructed to provide a starting point from which to build and customize your system. Should you wish to construct your own templates instructions on manually creating them are available in the Advanced Configuration guide or by accessing the help installed with the Zetadocs Client. You should though find it easier to follow the instructions here to modify the standard templates to your needs. 5.1 Preconfigured Document Template Features The document templates contain Zetadocs stationery and a suitably generic message body reflective of each templates purpose. (i) Attachments The document templates come without an attachment included to allow you to include your own company specific documents like terms and conditions that you may wish to distribute. (ii) Stationery A single stationery file has been provided which by default is applied to all ZD Templates included with your installation. This means you would only be required to update this stationery once for it to apply to all document templates. (iii) Message Body Text The message body text contains a default message which would form the message body and subject when the document is sent using Zetadocs for NAV. This allows for the use of dynamics fields to populate information from NAV automatically into the reducing the time required to process business documents. In the message in section 5.4 you can clearly see several examples of these fields. (iv) Viewing the Template details To view the Zetadocs for NAV template details simply: Open the Zetadocs Client. This edition 04/12/2008 Copyright Equisys plc 2008 All trademarks acknowledged All rights reserved Page 6

7 Using Preconfigured Document Templates: Template Wizard - Adding an attachment to a template Select the Shared network folder setup earlier containing your templates in the accessories pane on the right hand side using the folder drop down box shown in figure 3. If the accessories pane is not displayed select the Accessories button from the toolbar to display it. Ensure the Type drop down box is set to Templates. Double click on the Template you wish to adjust to open the Document Template Wizard. The pages of the wizard cover contain: 1. An Introduction to templates 2. Assignment of attachments 3. Assignment of Stationery 4. properties 5. Template Review and Save Figure 3 Opening the Document Template Wizard 5.2 Template Wizard - Adding an attachment to a template The preconfigured templates supplied do not come with an attachment included as this would make them unusable out of the box as such if you require attachments to be sent along with your business documents then please follow the steps below. Any file that you use on a regular basis can be stored as an attachment file for ease of use. These files can be attached to any spooled document prior to sending quickly and easily using the Accessories tool. By specifying an attachment in a template you ensure it is always included when a document is sent using that template with Zetadocs for NAV. To add an attachment simply: Copy your desired attachment (e.g. terms and conditions) in pdf format into the shared folder location, likely to be in the form \\ServerName\Zetadocs Templates\ Open the Zetadocs Client and select the template you wish to modify by double clicking on it in the Accessories pane, see figure 3. The template wizard will open, Select Next to reach the attachments step of the wizard. Select the Shared Network Folder by selecting the Folder drop down box. Your attachment should appear as one of the attachment options. Select the attachment and click the Add button. Select Next to be taken to the stationery template wizard page. If you are happy with the existing settings in the remaining wizard steps skip past them using next and select Finish to save your changes. This edition 04/12/2008 Copyright Equisys plc 2008 All trademarks acknowledged All rights reserved Page 7

8 Using Preconfigured Document Templates: Replacing the stationery 5.3 Replacing the stationery The templates comes with stationery included, this single piece of stationery is applied to all of the templates provided. As such by simply replacing this one file you can ensure your stationery is applied to all of the provided templates. (i) Adding company stationery to the Zetadocs client To add your stationery to the Zetadocs Client simply open your existing company stationery and print it selecting the Zetadocs PDF printer using the steps below. Open your stationery in Word or another suitable application. The standard stationery has been provided to you in Word format in the templates folders as well, so you can adjust and print that if desired. Select print and select Zetadocs PDF as your printer. This will open the Zetadocs client with your stationery within it. Select the File menu and then Save As Stationery. You will then be prompted to provide the name and save location of the stationery, you should select the shared network folder mentioned earlier this is likely to be in the form \\ServerName\Zetadocs Templates\. If you wish to apply this stationery to the existing preconfigured templates this file should be named ZD - Stationery.zds this will over-right the existing standard stationery and will now be used by all of the templates provided. Should you wish to apply this stationery to a single template, name the file as you see fit then open the Zetadocs client. Next open the template wizard by double clicking on the template you wish to modify. Go to the third page of the wizard using the next button the screen shown in figure 4 will appear. Select your stationery by selecting the Folder drop down box and selecting the Shared Network folder. Selecting the existing stationery from the selected stationery window as shown. Figure 4 The Document Template Wizard This edition 04/12/2008 Copyright Equisys plc 2008 All trademarks acknowledged All rights reserved Page 8

9 Using Preconfigured Document Templates: Adjusting the message Click the Remove button. Select your new stationery file and press Add. Select Next to be taken to the message template wizard page. If you are happy with the existing message select next again and then select Finish to save your changes. 5.4 Adjusting the message The preconfigured templates contain an message populated with dynamics field data from NAV and static text generically phrased to allow them to be applicable in a number of situations. The messages, like the one shown below, work with NAV to automatically create a personalised message that contains contact details, names, order numbers and organization names. Messages using Dynamics Fields Subject: Order Confirmation for order number: %%[ZetadocsRecordNo] for %%[Organization] Message Body: FAO: %%[Name] Dear Customer, I'm pleased to attach your order confirmation, reference number %%[ZetadocsRecordNo]. Kind regards, Sales Team When sent using the Zetadocs for NAV Client these fields are replaced with the corresponding fields from NAV, and would appear thus: Message with Dynamic Fields Populated Subject: Order Confirmation for order number: for Equisys plc Message Body: FAO: John Smith Dear Customer, I'm pleased to attach your order confirmation, reference number Kind regards, Sales Team By amending the document template you will be able change the content of every message sent using that template. It is possible to include a variety of other dynamically populated fields within your ; by default you will have access to the following: %%[Name] %%[FirstName] %%[Surname] This edition 04/12/2008 Copyright Equisys plc 2008 All trademarks acknowledged All rights reserved Page 9

10 Testing your Zetadocs for NAV solution: Adjusting the message %%[ZetadocsCompanyNo] %%[ZetadocsRecordNo] %%[Organization] %%[ZetadocsArchiveID] Figure 5 - Document Template Wizard Message Body It is possible to include other dynamic fields however these require the use of the SDK Granule, this setup will be explored in the Advanced Configuration Guide. To adjust the message you need to view the template in the Zetadocs Client using the document template wizard. To open the document template wizard for a particular template follow the steps in section 5.1. The first three pages of the wizard contain: 1. An introduction to templates 2. The assignment of attachments 3. The selection of stationery Click Next on each page to move past these wizard stages until you reach the properties page (see figure 5 above). Adjust this content to match your needs remembering that the dynamic fields use the format %%[Name] and will be replaced in the message by the corresponding NAV value. Click Next to review the templates contents and select Finish to save your changes. 6. Testing your Zetadocs for NAV solution You should by now have installed the Zetadocs for NAV client applications as well as the SharePoint extensions (if required), having now completed the configuration of the system by assigning reports and document templates you are ready to test the systems operation. Should you have further modification to make to the configuration it is still recommended that you perform these basic tests to validate the functionality installed thus far. This edition 04/12/2008 Copyright Equisys plc 2008 All trademarks acknowledged All rights reserved Page 10

11 Testing your Zetadocs for NAV solution: Full Cycle Test Scenario This section shows how to test all the components of the Zetadocs for NAV product are installed and configured correctly. First it covers a full cycle scenario to test the product as a whole and then some tests for individual components. As a minimum we recommend that you carry out the full cycle scenario testing to confirm that the system is correctly installed and configured. 6.1 Full Cycle Test Scenario 1. Create an original document in Microsoft Word that would represent an example Sales Order and place it into a shared network folder that the Sales Document Queue is setup to monitor. 2. View that original document from the Zetadocs Sales Document Queue form in NAV: Figure 6 Zetadocs Sales Document Queue 3. Create a NAV Sales Order based on the original document using the Create menu button on the Zetadocs Sales Document Queue form. 4. Archive the original document to SharePoint by closing down the Sales Order form (it will archive the document automatically, if SharePoint is installed and configured). 5. Open the NAV Sales Order that was just created and add any further info needed. 6. Send the NAV Sales Order to the Zetadocs Client by printing it. 7. Confirm in the Zetadocs Client that the correct template has been applied to the printed Order. 8. Send the Order to the recipient. 9. Confirm that the sent document has been archived in SharePoint and can be associated with the original document. You may wish to repeat this process for the other reports regularly utilized to ensure each acts as expected and that they use the correct template. 6.2 Detailed Component Testing This section contains instructions for how to test specific components of the Zetadocs for NAV system. (i) Document Queue This section details how to test that the Document Queues are functioning correctly. The following tests are valid for both the Sales Document Queue and the Purchase Document Queue. The terminology Zetadocs Document Queue in this section is used to describe both document queues. Check Scanning (Optional) If a scanning device is connected, perform the following checks to ensure correct operation. 1. Open either document queue within NAV 2. Click the Queue Scan... button to initiate scanning which uses the Zetadocs client settings. This edition 04/12/2008 Copyright Equisys plc 2008 All trademarks acknowledged All rights reserved Page 11

12 Testing your Zetadocs for NAV solution: Detailed Component Testing 3. Scan a document; once scan is complete the user should be prompted to name the document. Figure 7 Enter Scanned Document Name 4. Upon Save, the scanned document name should appear in the Zetadocs Document Queue as the latest entry. The file (typically filename.pdf ) should also be in the Zetadocs Document Queue shared folder location. Check Shared Location Updating 1. Create an with an attachment and save it as a.msg file into the Zetadocs Document Queue s shared folder location. 2. Select the QueueRefresh menu button and ensure that the saved .msg file is now in the Document Queue. 3. Select the.msg entry in the Zetadocs Document Queue and click ItemView, ensure that the item is viewable in the native application. Repeat for the scanned.pdf file also. Check Printing 1. Select the scanned.pdf file and click ItemPrint, when prompted select a physical printer and click print. Ensure that the document prints to the printer. 2. Select the recently added.msg file with attachment(s) and click ItemPrint, when prompted select a physical printer and click Print. Ensure that the document prints to the printer and that the attachments are printed out also. Check Delete 1. Select an entry in the Zetadocs Document Queue and click ItemDelete. Ensure that the document is removed from the Queue and also that it successfully deletes the file from the Zetadocs Document Queue network folder location. (ii) Send to Zetadocs Client The Zetadocs Client can deliver your NAV documents by or fax and it can also send them to a physical printer. You can setup the NAV Client to do that per Document Set and/or per Company (Customer or Vendor). Setting up the Zetadocs System Rules for each Document Set or setting up the Zetadocs Customer/Vendor Rules for each Document Set you can test where each Document Set will be delivered and how. 1. Change the Delivery Address of the Default System Rule to Fax to test sending to a recipient by fax or change the Delivery Address to Hard Copy to test printing a hard copy through the Zetadocs Client where the template will be applied. Batch Send Zetadocs for NAV can send a batch of NAV documents to independent recipients. To test this feature: 1. Create a number of Sales Orders and print them like in the previous example described in the Full Cycle Scenario section. 2. This time you will see the batch document in the Zetadocs Client includes the Sales Orders from NAV Client with the templates applied. If you have the Preview Documents in Zetadocs Client Before This edition 04/12/2008 Copyright Equisys plc 2008 All trademarks acknowledged All rights reserved Page 12

13 Testing your Zetadocs for NAV solution: Detailed Component Testing Sending option unchecked the Zetadocs Client will begin sending all the documents in the batch automatically after loading the batch. It is suggested you leave it checked until familiar with printing and sending with Zetadocs for NAV. (iii) Zetadocs Rules Zetadocs for NAV has the ability to create rules to determine the way a NAV document will be sent and to whom depending on certain circumstances. Zetadocs System Rules are the Level 1 and 2 rules. Zetadocs Customer/Vendor Rules are the Level 3 and 4 rules. The Default System Rule set up for the Full Cycle Scenario section is Level 1 rule. Let s test the rest of the rule levels. Level 2 Rule Test 1. Create a Document Set and name it Invoice. 2. Add the Invoice template you imported earlier in the Zetadocs Template List. 3. Create a Zetadocs System Rule and select the Document Set to be the new Invoice and set the Template to be the Invoice template: Figure 8 - System Rule Invoice 4. Print a NAV Invoice and check in the Zetadocs Client that the Template Invoice has been applied. Level 3 Rule Test 1. Go to the Zetadocs Customer Rule Card. 2. Create new rule for a customer for which you have created an order using the default document set (0). 3. In the Delivery tab select a Sending Option other than Use Default and/or change the Delivery Address (by changing any of the settings on that page you create a Level 3 Rule for that customer). This edition 04/12/2008 Copyright Equisys plc 2008 All trademarks acknowledged All rights reserved Page 13

14 Testing your Zetadocs for NAV solution: Figure 9 Zetadocs Customer Card - Delivery Tab 4. Send an Order to this customer and check that the NAV document has been delivered to the correct recipient. Level 4 Rule Test 1. Go to the Zetadocs Customer Rule Card. 2. Create new rule for a customer for which you have created an order using a document set other than the default document set (0). 3. In the Delivery tab select a Sending Option other than Use Default and/or change the Delivery Address (by changing any of the settings on that page you create a Level4 Rule for that customer). If you have completed the test above and are happy with the way Zetadocs for NAV handles your documents then you have completed the installation and configuration process. We would recommend that you view the Zetadocs for NAV Advanced Configuration guide at some point. It contains instruction on further customization that Zetadocs for NAV is capable of undergoing and may provide you with some additional functionality options and ideas. It also contains some more extensive testing you may wish to perform. The Advanced Configuration Guide is on your product CD or for available download here. This edition 04/12/2008 Copyright Equisys plc 2008 All trademarks acknowledged All rights reserved Page 14