Installation Guide. Zetadocs for Microsoft Dynamics NAV. Version history. Copyright Notice. Version: 1.1 International 20/05/2008.

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1 Zetadocs for Microsoft Dynamics NAV Installation Guide Version history Version: 1.1 International 20/05/2008 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. 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 Introduction: Microsoft Dynamics NAV Compatibility Contents 1. Introduction Microsoft Dynamics NAV Compatibility Installation Pack Contents Glossary of Terms Overview of Zetadocs for NAV Zetadocs for NAV Architecture Diagram Technical Specifications Installation Overview Zetadocs SharePoint Extensions SharePoint Requirements Installing Zetadocs SharePoint Extensions Deploying and Activating Checklist Creating the SharePoint columns Configuring SharePoint Archive Modifying the Zetadocs Advanced Search web part (MOSS only) Installing the Adobe PDF IFilter on a 64-bit system (optional) Zetadocs Client Installing Zetadocs for NAV Client Install Zetadocs for NAV Client Help Files Configuring Zetadocs Client Default Document Templates Zetafax Server Engine (optional) Zetadocs for NAV Objects NAV License Backup Objects Importing Zetadocs for NAV Objects Changes to existing NAV objects Creating Zetadocs for NAV Reports Backup Reports Import the Zetadocs for NAV Report Template Global, Local and Text Constants Code Segments Version Code Configuring Zetadocs for NAV Basic Configuration Advanced Configuration Testing the Zetadocs for NAV Solution Full Cycle Test Scenario Detailed Component Testing Operational Checklist Checklist: System Operation Page 2

3 Introduction: Microsoft Dynamics NAV Compatibility 11.2 Checklist: Event Logs Checklist: Check NAV and SharePoint Backups Backup and Restore Instructions Sample Data Importing the Data Using the data Security Hardening Zetadocs Setup SharePoint Security Upgrading Zetadocs APPENDIX A Modifying NAV Tables Manually Modifying NAV Forms Manually APPENDIX B Troubleshooting Zetadocs for NAV Object List Zetadocs for NAV Menusuite Creating and Troubleshooting Zetadocs for NAV Reports Step by Step Optional Zetadocs Report Format Page 3

4 Introduction: Microsoft Dynamics NAV Compatibility 1. Introduction Thank you for choosing Zetadocs for Microsoft Dynamics NAV. The aim of this document is to guide you through the installation and configuration of Zetadocs for NAV. The document contains a brief overview of Zetadocs, provides a step by step guide as to how to install, configure and then test the installation. It is recommended that you read the entire guide before starting with an installation. 1.1 Microsoft Dynamics NAV Compatibility This product has been developed and tested against Microsoft Dynamics NAV version 4.0 and Installation Pack Contents The software is supplied on a CD and contains the following: Zetadocs NAV Server Components Folder containing the updates for NAV and installation support files: NAV.fob files containing code/table/form etc. objects to import into NAV Zetadocs SharePoint Extensions Folder containing: SharePoint Extensions installer Target OS: Windows Server 2003 and MOSS only. Zetadocs for NAV Client Installs everything that is needed on the end user desktop: Zetadocs Client application with NAV extensions Zetadocs API runtime Target OS: Windows 2000, Windows Server 2003, XP, Vista Documentation Documentation (installation, configuration and deployment instructions) Zetadocs for NAV help files for installation 1.3 Glossary of Terms Term Document Report Description Any printable document that can be printed to the Zetadocs printer. Typically refers to an NAV Report in this document. A NAV Report 1.4 Overview of Zetadocs for NAV Zetadocs for NAV helps accounts departments streamline business processes, reduce the costs of handling paper documents and enhance customer service. It enables Microsoft Dynamics NAV users to create and deliver statements, invoices, remittances and other financial documents instantly from their PC. Zetadocs archives documents to Microsoft SharePoint so they can be retrieved promptly, enabling users to respond to queries instantly. Zetadocs for NAV enhances document workflows in NAV in 3 main areas: Page 4

5 Introduction: Overview of Zetadocs for NAV (i) Document Capture Zetadocs for NAV manages the capture and storage of paper and electronic documents that are entered on NAV. For example, it can store copies of inbound sales orders electronically, whether they are received on paper, by fax or by . This reduces the risk of incoming documents being lost or misfiled. (ii) Document Delivery Producing, packaging and posting statements, invoices and remittances is a time consuming and costly process. Zetadocs for NAV enables users to deliver accounting documents instantly by or fax, removing the cost of printing and postage and reducing the time accounts staff spend on administrative tasks. Simple rules can be set up to deliver business documents appropriately by and fax, as well as being printed, so that customers can have the choice of how they receive information. Zetadocs for NAV makes it straightforward for users to create and send NAV documents singly or in batches. (iii) Document Archiving and Retrieval Zetadocs for NAV automatically archives copies of all documents that have been sent, allowing for quick retrieval. Accounts staff will no longer waste time searching for paper documents and storage costs will be reduced, helping companies to meet compliance guidelines. Zetadocs for NAV archives to SharePoint so that non NAV users such as sales people can access key documents easily, without relying on assistance from the accounts team. Page 5

6 Introduction: Zetadocs for NAV Architecture Diagram 1.5 Zetadocs for NAV Architecture Diagram This diagram shows the main applications and components of Zetadocs for NAV and the flow of data from NAV ultimately to document recipients and SharePoint. The dashed line represents launching a SharePoint search for documents previously archived to SharePoint when sending a document from NAV using Zetadocs. Microsoft Dynamics NAV Zetadocs API Zetadocs Client Document Recipients SharePoint Service Figure 1 - Zetadocs for NAV Architectural Overview To supplement this diagram, here is a real world example of the data and its flow through the system: 1. From within NAV, the user views a queue of documents to be processed. 2. One by one they view each order and input the details into NAV. 3. On finishing the order entry the original order document is copied to a persistent document library in SharePoint with associated metadata to bind it to the created record in NAV. This uses the Zetadocs API. 4. The user then sends an order confirmation document from NAV to the customer. The Order Confirmation report in NAV is modified to contain formatting and delivery information ( address of customer) as well as metadata to bind the document to the NAV record. Zetadocs Client loads the printed report, applies the formatting, converts the completed document to PDF and sends to customer. 5. A copy of the sent document is archived in SharePoint. The Zetadocs Client passes a copy of the PDF to the SharePoint Service with the metadata for persistent storage. (i) Document Queue, Order Entry and Archiving The Zetadocs Document Queue provides a means of streamlining the processing of received documents. Currently focused on the Sales Order Process in NAV, it allows the user to view documents for data entry and archives these documents, with metadata from the associated sales record that is created, to a SharePoint document library. It also sets up a reference for monitoring Page 6

7 Introduction: Technical Specifications correspondence associated with the sales record over the course of the sales order process. This means that at any point during or after the sales process all documents associated with an order can be quickly found and reviewed on screen. The Zetadocs Document Queue provides a simple user friendly interface for document processing. It displays a list of documents currently waiting to be processed from a centralized folder. The list shows you the name of the document, the date it was saved to the network folder, and the source which tells you whether the document was scanned in, or received by fax, or (based on file extension). The document queue form allows you to quickly identify any document you are searching for. It also allows you to: View, print and delete the item using the Item button. Create a quote, an order, an invoice or link the document to an existing sales record (posted or otherwise). Scan a newly received document. (ii) Sending Reports using Zetadocs Any NAV Report can be printed to the Zetadocs printer, addressed in the Zetadocs Client and sent to that recipient. To take advantage of the automated addressing, formatting and archiving of Zetadocs for NAV the report must be edited to link in Zetadocs for NAV rules and output addressing, formatting and archiving data during the printing of the report. The Zetadocs Client then uses that information to format, send and archive the document. Zetadocs for NAV maintains a set of companywide sending rules which determine the format, addressing and archiving settings for particular reports and customers. With very little work, Zetadocs for NAV makes the sending of batches of fully formatted, customer specific documents with personalized messaging easy and manageable. (iii) Archiving to SharePoint In a SharePoint enabled company, Zetadocs for NAV offers the ability to archive backup copies of correspondence in a highly customizable archive. It does this by storing metadata against the archived document that make it easy to locate records or customer related documents, or to simply search based on your own criteria. 1.6 Technical Specifications This section details the minimum system requirements for the software. (i) Client Operating systems supported Windows Vista Business, Ultimate and Enterprise (x86 or running 32 bit on x64) Windows XP SP2 (x86 or running 32 bit on x64) Windows Server 2003 SP1 or later (x86 or running 32 bit on x64) Windows 2000 Professional Requires Microsoft.NET Framework version 2.0 Integrates with Microsoft Office Outlook 2003 SP2 and Microsoft Office Outlook 2007 Integrates with Lotus Notes V6.5 and above Integrates with SMTP systems Active Directory integration for rapid and easy deployment to all network users (ii) Client Hardware requirements It is recommended that systems have Pentium class CPUs of 1 GHz or higher with 512 MB RAM or more (iii) PDF capabilities Create PDF files which are readable using Adobe Reader software version 5 and later Page 7

8 Installation Overview: Technical Specifications Supports PDF attachments created in PDF 1.2, 1.3, 1.4 and 1.5 standards Specify PDF security options such as allow printing, content extraction and password protection Password protection using 40-bit and 128-bit encryption (iv) Other software requirements Integrates with NAV version 4.0 and version 5.0 (x86 or running 32 bit on x64) Supports Microsoft Office SharePoint Server (MOSS) 2007 and Windows SharePoint Services (WSS) v3.0 (x86 or running 32 bit on x64) 2. Installation Overview This section gives an overview of the installation process. Each step is covered in more detail in the following sections of this manual. It is recommended that you follow these steps in order. Installing the Zetadocs SharePoint Extensions (Optional) o Creation of the Zetadocs Archive Document library and installation of the Zetadocs for NAV search web parts, including user access control. Installing the Zetadocs for NAV Client o Installation and configuration procedure of the batch sending via Zetadocs client, including licensing and registration, enabling users and setting up shared folders. Creating the Default Document Template o Create stationery that will be overlaid onto printed NAV documents, standard attachments and Zetadocs template. Installing the Zetafax Server Engine (Optional) o Installation and configuration procedure of the fax engine, including licensing and registration, enabling users and setting up fax devices. Installing the Zetadocs for NAV Objects (Performed by NAV VAR) o Installation of the Zetadocs for NAV granules within Microsoft Dynamics NAV. Using the NAV Pane Designer to configure them, including setting up the Zetadocs for NAV System tables and adding code to existing NAV objects. Creating Zetadocs for NAV Reports o Setting up the reports. Configuring Zetadocs for NAV o Setup of system wide rules for archiving (Fileplan), default delivery methods and default templates. Testing the Zetadocs for NAV Solution o Verify the functionality end to end and gain customer acceptance. 3. Zetadocs SharePoint Extensions The Zetadocs SharePoint Extensions installer provides a set of components that sit on a Windows SharePoint Services (WSS) v3.0 or Microsoft Office SharePoint Server (MOSS) 2007 machine. Briefly, Page 8

9 Zetadocs SharePoint Extensions: SharePoint Requirements these components comprise web services, web parts and ASPX pages. The purpose of these components is to provide a means of integrating Zetadocs for NAV with a SharePoint installation. 3.1 SharePoint Requirements The Zetadocs SharePoint Extensions installer will only install successfully on a machine that is running WSS v3.0 or MOSS Before running the installer, you must be logged onto the machine using an account that has SharePoint Site Collection Administrator privileges for the front-end web application and the Central Administration program. This account should be used for all rollout and configuration steps on the SharePoint machine. To check which accounts are listed as Site Collection Administrators, you should do the following: On the SharePoint machine, run the application SharePoint 3.0 Central Administration from the Start menu. Click on the Application Management option in the left-hand navigation panel. Select the Site Collection Administrators option from the SharePoint Site Management section of the page. The resulting page will show you which accounts are listed as the Primary and Secondary Site Collection Administration accounts. Figure 2 - SharePoint Site Collection Administrators Using the Site Collection drop-down at the top of this dialog, add your chosen Administrator account to both the Central Administration and front-end Web Applications. 3.2 Installing Zetadocs SharePoint Extensions To install the Zetadocs SharePoint Extensions, you should do the following: Insert the Zetadocs for NAV CD into the CD drive on the SharePoint machine, the CD will auto-run and display the Welcome to Zetadocs for NAV dialog. Choose the Install Zetadocs for NAV option. Choose the Zetadocs SharePoint Extensions option to launch the installer. Page 9

10 Zetadocs SharePoint Extensions: Installing Zetadocs SharePoint Extensions Work through the installer wizard until the following dialog is displayed: You have three installation options to choose from: Figure 3 Zetadocs SharePoint Extensions Installer Make available (activate) for all SharePoint sites (recommended) Choosing this option will install, deploy and activate all the files required for the Zetadocs SharePoint Extensions. This includes the Zetadocs Web Services, Advanced Search web part and search pages. When choosing this option, no further manual steps are required to roll out the Zetadocs SharePoint Extensions. Deploy only, to allow later activation by an administrator This option will install all required files onto the SharePoint machine and then deploy the Zetadocs SharePoint Extensions within SharePoint. This will make the features available for activation on all SharePoint web applications (sites). The activation operation must then be performed manually by a site administrator (see below for further details). Install solution files only This is the basic install option. Choosing this option will install all required files onto the SharePoint machine. The SharePoint administrator must then deploy the features and activate them on the SharePoint web applications (sites). See below for further details. Page 10

11 Zetadocs SharePoint Extensions: Deploying and Activating The following dialog is now displayed: Figure 4 SharePoint Web Address Configuration You should enter the web address (URL) of your top-level SharePoint site into the box provided. To obtain this, open your SharePoint home page in Internet Explorer and note the URL in the address bar. The table below lists some examples of what you should enter in the above dialog. URL in Internet Explorer address bar What to enter in the installer Once the install completes, and if you chose the installer recommended option of Make available (activate) for all SharePoint sites (recommended), the software is now ready to use. Please see the Checklist section below for details of how to test that everything installed correctly and then set up your SharePoint Document Library by following the advice in the section. If you selected either of the other two installer options, please follow the advice in the following section first. 3.3 Deploying and Activating In choosing either the Deploy only, to allow later activation by an administrator or Install solution files only options in the installer, you have elected to perform some manual steps in order to complete the installation of the Zetadocs SharePoint Extensions. I chose the Install solution files only option If you chose to just install the Zetadocs SharePoint solution files, you need to deploy and then activate the software. To do this, you should do the following: Page 11

12 Zetadocs SharePoint Extensions: Deploying and Activating On the SharePoint machine, run the application SharePoint 3.0 Central Administration from the Start menu. Click on the Operations option in the left-hand navigation panel. Select the Solution Management option from the Global Configuration section on the displayed page. The following page will be displayed: Figure 5 SharePoint Solution Management Note that there are two SharePoint solutions listed: ZetadocsMOSSExtensions.wsp or ZetadocsWSSExtensions.wsp (depending on your SharePoint installation type) and ZetadocsWebServices.wsp (common across both WSS and MOSS). Both need to be deployed by following these steps: For each of these solutions, you should do the following: Click on the filename Choose the Deploy Solution option on the resulting page, as shown in the diagram below: Figure 6 SharePoint Solution Properties On the Deploy Solution screen that is now displayed, choose when you want to deploy the solution. For each solution, we recommend that you accept the default All content web applications option. Page 12

13 Zetadocs SharePoint Extensions: Checklist The software is now deployed. To activate the features, please follow the advice in the next section. I chose the Deploy only, to allow later activation by an administrator option To activate the Zetadocs Web Services feature on the SharePoint sites, you should do the following: Open your top-level site in Internet Explorer Choose Site Settings Modify All Site Settings from the Site Actions menu if running MOSS 2007, or Site Settings from the Site Actions menu if running WSS. Please note that if the Modify All Site Settings option is not available on a MOSS 2007 machine, you may be logged on as a user with insufficient permissions to activate SharePoint features. Select the Site Collection Features option from the Site Collection Administration section Find the Zetadocs SharePoint Web Services feature in the list, and click the Activate button To activate the Zetadocs Extensions feature on each site (including the top-level and Search sites), you should do the following: Open site in Internet Explorer Choose Site Settings Modify All Site Settings from the Site Actions menu if running MOSS 2007, or Site Settings from the Site Actions menu if running WSS Select the Site Features option from the Site Administration section Find the Zetadocs SharePoint Extensions feature in the list, and click the Activate button The software is now activated, and you are ready to check that the operations have been successful. To do this, please review the Checklist section below. 3.4 Checklist Operation On each site that you activated the Zetadocs SharePoint Extensions, browse to the following web address (URL): On each site that you activated the Zetadocs SharePoint Extensions, browse to the following web address (URL): If you have a Search Center site (MOSS 2007 only): Open the main search page (the one that displays the All Sites and People search tabs). Expected Result The Zetadocs Advanced Search page is displayed. The Zetadocs Search Results page is displayed. A Zetadocs search tab is visible. Clicking this tab opens the Zetadocs Advanced Search page. 3.5 Creating the SharePoint columns At runtime, i.e. during a document upload, the SharePoint Extensions functionality will automatically create the site columns that it needs. However, it is highly recommended that you create certain columns up-front, i.e. before you begin to archive documents. This will help to make software upgrades easier in the future. The columns that you should create are as follows: NAV Record No. Page 13

14 Zetadocs SharePoint Extensions: Configuring SharePoint Archive NAV Company No. Zetadocs Archive ID Recipient Name Organization Please note that Organization may already exist. If it does, then skip the creation of this column. To create a column, you should perform the following steps: Navigate to the root site, i.e. the web address that you entered at install time Select Site Actions Site Settings Modify All Site Settings Select Site Columns under the Galleries section Click Create Enter the Column Name Leave the type as Single line of text In the Group section, select the Zetadocs group from the drop-down. For the first column, you will need to create this group by entering Zetadocs into the New Group text box Click OK Once the columns have been created, it is recommended that you check that the process has been completed successfully. To do this perform the following actions. Please note that this step can be performed at any point before you begin using Zetadocs for NAV in your day-to-day business. Archive a single document from Zetadocs for NAV into your chosen document library Ensure that the document exists in the document library On the site that contains your document library, select Site Actions Site Settings Select Site Columns under the Galleries section Scroll down to the Zetadocs section Ensure that you do not have any duplicate columns listed 3.6 Configuring SharePoint Archive In order to use the Zetadocs SharePoint Extensions, you will need to create and configure a Document Library for storing your archived documents. Please review the following advice on how to do this. This information should be read in conjunction with the SharePoint general help files as appropriate. Browse to the site that you want to create the Document Library on. Select Create from the Site Actions menu. Select the Document Library option from the Libraries section on the displayed page. Give your Document Library a Name, Description, etc. and leave the Document Template as the default option. Do not turn on version control for the Document Library versioned document libraries are not supported in the current version of the software. Click Create. You should now configure the permissions for the document library. To do this, you should follow these steps: Browse to the Document Library through your SharePoint/IE browser. Select Document Library Settings from the Settings menu. Page 14

15 Zetadocs SharePoint Extensions: Modifying the Zetadocs Advanced Search web part (MOSS only) Select the Permissions for this Document Library option from the Permissions and Management section. Ensure that all users who will be archiving/uploading document to this library have at least Contribute access permissions. If required, select Edit Permissions from the Actions menu to modify this setting. Archived documents are stored in SharePoint as PDFs. To ensure that these are indexed correctly and that SharePoint recognizes them as Documents in the search results, it is recommended that you install the Adobe PDF IFilter. The instructions for doing this are detailed below. 3.7 Modifying the Zetadocs Advanced Search web part (MOSS only) From within NAV, you can display the document archive history for a specified customer. To enable this functionality, it is necessary to modify the Zetadocs Advanced Search web part on each SharePoint site (including the top-level site and your Search Center). The procedure for doing this is detailed below. Please note that this step should be performed after your first document has been uploaded to SharePoint, i.e. once the appropriate SharePoint fields have been dynamically created. Browse to the Zetadocs Advanced Search page, e.g. for the top-level site and for the sub-sites. Click Site Actions Edit Page. On the Zetadocs Advanced Search web part, click the edit box in the top right-hand corner and select Modify Shared Web Part. The Zetadocs Advanced Search configuration panel will appear to the right-hand side of your browser. Under Custom search fields, add a custom field where Property = NAV Company No. and Label = NAV Company Number: Click OK Click Exit Edit Mode in the top right-hand area of the screen Installing the Adobe PDF IFilter on a 32-bit system (optional) On 32-bit systems, download the Adobe PDF IFilter or the latest version of Adobe Acrobat Reader. Stop the IIS Admin service: Start Run services.msc IIS Admin Service Stop. Double-click the installer executable to start the installation (ensuring that you are logged onto the machine as a domain and SharePoint administrator). Run through the Install Wizard - accepting the defaults for each screen. Perform an IISRESET: Start Run IISRESET Launch the SharePoint Central Administration program Navigate to the Shared Services Administration for your site (often SharedServices1) Search Settings File Types Click New File Type Enter pdf in the File Extension text box and click OK Perform a Search Service stop: Start Run net stop spsearch Perform a Search Service start: Start Run net start spsearch Page 15

16 Zetadocs Client: Installing the Adobe PDF IFilter on a 64-bit system (optional) 3.8 Installing the Adobe PDF IFilter on a 64-bit system (optional) For 64-bit systems please refer to the following advice: 4. Zetadocs Client This section describes the installation of client applications which includes the Zetadocs Client, the runtime API and the NAV Extensions. Zetadocs for NAV operates in conjunction with the Zetadocs Client version 4.1 or later and requires a Zetadocs Client Automation license to enable the batch document management features used by NAV. 4.1 Installing Zetadocs for NAV Client 1. Ensure the currently logged in user has local administration rights on the machine that is being installed upon. This is required to install pre-requisite components used in Zetadocs. These permissions can be elevated temporarily for the installation. 2. Insert the Zetadocs for NAV CD. 3. When the CD Browser runs, follow the menu options to the Zetadocs for NAV Client installation. 4. Select the option to begin installing the Zetadocs for NAV Client. The Zetadocs for NAV Client installer is a combination of installers. You will initially be prompted to install two pre-requisites, the Zetadocs Client and Zetadocs API runtime. When you begin installing the Zetadocs Client you will be prompted with the installation option for Zetadocs. There are also a number of pre-requisites for the Zetadocs Client which must be installed first. Please follow the installation dialogs with this ordered check list. Install pre-requisites Zetadocs Client and Zetadocs API o Zetadocs Client Install pre-requisites of Zetadocs Client (If Zetadocs Client has previously been installed on the machine this dialog may not appear as pre-requisites will already be installed) Choose language Choose Installation Directory Choose Installation Type Evaluation Administration o Typically only installed by an administrator. Installs the Zetadocs Client and the Zetadocs Admin Configuration application for licensing and network configurations of Zetadocs Standard o Typically the most used installation on regular user machines o Zetadocs API Continue and install the rest of the Zetadocs for NAV Client files. Page 16

17 Zetadocs Client: Install Zetadocs for NAV Client Help Files 4.2 Install Zetadocs for NAV Client Help Files The Zetadocs for NAV help files need to be copied to the Microsoft Dynamics NAV help folder and given names that will not clash with other help files. There are 2 files addin_a.chm addin_a.hh They should be copied from: <CD Browser>\Zetadocs NAV Client\NAV Help To: Program Files\Microsoft Dynamics NAV\CSIDE Client\ENG Or copied to the equivalent installation folder of Microsoft Dynamics NAV on the machine. This folder may contain other help files which may already use the a post-fix name. In this case you should change the file names to use an unused post-fix letter between a and j (e.g. change to addin_f.chm and addin_f.hh). Note that the post-fix on both file names must match. 4.3 Configuring Zetadocs Client Before you can start using Zetadocs you must license and register it, enable users and setup file sharing folders for storage of company accessories (templates, stationery and attachments). The Zetadocs PDF configuration program is automatically installed as part of your Zetadocs system when you select the Administration install option during installation. This program allows you to manage your Zetadocs PDF program across your network, allowing licensing, registration, shared folders and user accounts to be modified. (i) Zetadocs Client Licensing and Configuration Actions: 1. Launch the Zetadocs PDF Configuration 2. Choose the license location (General Tab) Active Directory (requires that user has access rights to write to AD) Shared Network Folder 3. Enter your Zetadocs license number and company name and register online 4. Enter your registration key on receiving the registration success 5. Add the required users 6. Set up a shared network folder for NAV Templates (Recommended) 7. Leave Network Archiving off if you are using SharePoint as an archive (ii) Zetadocs Client Actions: 1. Start client 2. If using Active Directory licensing, Zetadocs should locate the license automatically, otherwise, go to Tools-> Options\Licensing and enter the path to the network folder containing the Zetadocs license. 3. Restart client if necessary. 4. You can confirm that you are successful if the splash screen shows the Automation tag beside the number of users. Page 17

18 Default Document Templates: Configuring Zetadocs Client Figure 7 - Zetadocs Client Splash Screen Please refer to the Zetadocs Client Help for further information on configuring Zetadocs Client 5. Default Document Templates Typically each document sent from NAV using Zetadocs will use a Zetadocs Template to apply a format to the report. This can include putting a company logo on each page of the document, appending additional pages to each document, adding additional addressing, and customizing the message. At this point it is recommended that you create an initial Zetadocs template, to not only have a default sending format, but also to grasp the power and flexibility of the Zetadocs system, so that when you come to design greater customizations later in the installation process you will have a good understanding of what is possible and how to achieve it. Actions: 1. Select the Create Document Template option from the Tools menu at the top of your program window. 2. The first edit screen of the document template wizard allows you to choose the attachments you would like to include in your document template. This allows you to add either single or multiple attachments. When you are happy with your selection, select the Next button to continue. Page 18

19 Default Document Templates: Configuring Zetadocs Client Figure 8 - Document Template Wizard Choose Attachments 3. The second edit screen that is displayed allows you to choose any stationery that you would like to automatically apply to any documents sent with this document template. You can choose a stationery type, or opt not to apply stationery to your main document. To add stationery, select the type you wish to apply and select the add option. When you are happy with your selection, select the Next button to continue. Figure 9 - Document Template Wizard Choose Stationery 4. The third screen allows you to add addresses to the template. This may be useful in situations where other members of staff will need to be notified of certain types of Page 19

20 Default Document Templates: Configuring Zetadocs Client documents, for example invoices sent out by the accounts department that need to be seen by the Sales team. Figure 10 - Document Template Wizard Enter Properties NOTE: Zetadocs for NAV passes a number of metadata fields as Zetadocs dynamic fields which can be used to customize the message specified in a template. More fields can be passed from NAV by purchasing the Zetadocs Customization granule for NAV and implementing these fields in NAV. For more information see section Advanced Configuration. 5. Having ensured that you have added all the items that you wish to enclose in your template, use this screen to check the items are correct, leave class type empty as you will manage document typing from NAV. Figure 11 - Document Template Wizard Choose Name 6. Your template is now ready to import into NAV. Page 20

21 Zetafax Server Engine (optional): Terminology 6. Zetafax Server Engine (optional) If the software is to support delivery by fax, then the Zetafax server needs to be installed. Zetafax is supplied on a separate CD and has full installation instructions. 7. Zetadocs for NAV Objects This section details the importing of Zetadocs for NAV objects and editing existing NAV objects to complete the installation. 7.1 Terminology Zetadocs for NAV Objects o This is how we define the NAV objects that we add to the database and are all within our object range Zetadocs for NAV Interfaces o This is how we define the existing NAV objects which we modify to integrate Zetadocs for NAV with an existing database. To assist in the installation of our interfaces we provide many interface.fob and.txt files for different languages and versions. 7.2 NAV License To successfully install Zetadocs for NAV you require a Zetadocs for NAV VAR NFR granule to be added to your licence. Required Granules To use Zetadocs for NAV you require the Zetadocs for NAV Granule to be added to your licence. Granule Zetadocs Execute Granule To successfully use Zetadocs for NAV you require the following granules to be added to your licence. Required Granules Granule Zetadocs for NAV Granule Optional Granules To take advantage of Zetadocs for NAV integration with NAV Contacts you require the Contact Management Granule. Granule 5500 Contact Management Granule 5510 Contact Management - Basic Optionally you can also purchase the Zetadocs for NAV SDK Granule which allows the running of customizations made in the Zetadocs Customization codeunit Granule Zetadocs for NAV SDK Page 21

22 Zetadocs for NAV Objects: Backup Objects 7.3 Backup Objects In order to be able to uninstall Zetadocs for NAV software it is necessary to backup the Navision objects before installing the Zetadocs for NAV objects. Please perform the following tasks: 1. Open the Navision client and connect to/open the Navision database 2. Open the Object Designer (Tool->Object Designer) 3. Click on All button in the designer menu 4. Select All objects (CTRL + A) 5. Select Export Objects in file menu (File->Export) 6. Export objects to a Backup of Objects before Zetadocs for NAV1.1.fob file 7. Keep the Backup of Objects before Zetadocs for NAV1.1.fob in a safe place 7.4 Importing Zetadocs for NAV Objects Before you import the Zetadocs for NAV objects, you must ensure that you have completed the instructions on installing the Zetadocs for NAV Client as a local administrator on the machine from which you intend to import the Zetadocs for NAV objects into your NAV database. This ensures that relevant automation objects are installed on that machine to enable compilation of the Zetadocs for NAV objects when imported into NAV. Actions: 1. Log into Microsoft NAV as a user with SUPER user permission rights to allow you to import new objects into the NAV database. 2. Open the object designer (Shift + F12) and import the Zetadocs for NAV V1.01 Objects - NAV5.00.fob file if you are using NAV 5.00 and the Zetadocs for NAV V1.01 Objects - NAV4.00.fob file if you are using NAV The files are included on your Zetadocs for NAV CD. They can be found in <CD Drive>:\Zetadocs NAV Server Components 3. Assuming there are no collisions with existing objects continue importing objects and ensure that there have been no compilation errors. If you have object collisions or compilation errors refer to the troubleshooting section at the end of this document. 7.5 Changes to existing NAV objects Before you import the Zetadocs for NAV Interfaces objects, you must ensure that you have completed the instructions on installing the Zetadocs for NAV Client as a local administrator on the machine from which you intend to import the Zetadocs for NAV objects into your NAV database. This ensures that relevant automation objects are installed on that machine to enable compilation of the Zetadocs for NAV objects when imported into NAV. (i) Interfaces and NAV versions When imported, the interfaces provided on the Zetadocs for NAV CD will change existing NAV objects. Because these objects are different on each version of NAV, it is important that you import the version of the file that is relevant to the version of NAV you are using. Localized versions: The different versions of the interfaces are separated in folders indicating which localized version of NAV they are meant to be used on. The relevant files are located in a subfolder of the Zetadocs NAV Server components that is named after a language code. For example, if you are using a Spanish database, you should browse to <CD Drive>:\Zetadocs NAV Server Components\ES\. Note that the W1 folder contains the interfaces that must be used on a World 1 database. Page 22

23 Zetadocs for NAV Objects: Importing Zetadocs for NAV Interfaces NAV versions: The objects that are being modified are also different in each version of NAV. Choose the subfolder that is relevant to the version of NAV that you are using. For example, if you are using an Italian database from version 4.00, the relevant interfaces will be located in <CD Drive>:\Zetadocs NAV Server Components\IT\4.00\. It is important to note that the version of the database you are using will dictate the version of the files you will use. For example, if you are using the version 5.00 of the NAV client on a version 4.00 database, you need to use the version 4.00 of the files. (ii) MOSS or WSS Due to a limitation in WSS, searching from NAV is limited to searching standard fields. Therefore, our calls from modified objects contain different parameters depending on the version of SharePoint you intend to integrate with. If you are not integrating with SharePoint please choose the MOSS version of the files. (iii) Database Objects The interfaces provided on the Zetadocs for NAV CD were created using a vanilla version of NAV 4.00 and Therefore, if any changes have been made to the objects, or if the objects that you use are different from the ones provided with the vanilla database of NAV, importing the fob file might result in conflicts. You will notice that all the interface fob files provided on your Zetadocs for NAV CD are also available in text format. If you are unsure whether the objects that you use are different from the ones included in the vanilla version of the database, you can use the text files that are provided to compare your existing database objects with the interfaces. As we give more instructions on how to import the different files, we will also suggest different ways to work around the different conflicts that may occur during the import. 7.6 Importing Zetadocs for NAV Interfaces (i) Tables The following actions must be followed by someone using a world 1 database version If your system is different, you need to select the file that is relevant to your system. Actions: 1. Log into Microsoft NAV as a user with SUPER user permission rights to allow you to import new objects into the NAV database. 2. Open the object designer (Shift + F12) and import the interfaces file included on your Zetadocs for NAV CD. Zetadocs for NAV V1.01 Interfaces NAVW15.00 (Tables).fob It can be found in <CD Drive>:\Zetadocs NAV Server Components\<language code>\<database version>\. 3. If there are no collisions continue with the import. If there is a collision it is recommended that you export your existing objects and compare version of the objects with the text file versions of the interfaces detailed above to determine the safety of the available merge/replace options available in the import worksheet. If it is impossible to merge to tables in your database, please refer to section 16.1 of the appendix A with instructions on how to modify the tables manually. Page 23

24 Zetadocs for NAV Objects: Importing Zetadocs for NAV Interfaces Changes made to the Tables To enable archiving and retrieval of reports to and from SharePoint Zetadocs for NAV fields are added to the following tables. This is to link that record with the archived documents. Table No. Table Name Field No. Name Data Type Length 36 Sales Header Zetadocs Archive ID GUID N/A 112 Sales Invoice Header 110 Sales Shipment Header 114 Sales Cr.Memo Header 6660 Return Receipt Header Zetadocs Archive ID GUID N/A Zetadocs Archive ID GUID N/A Zetadocs Archive ID GUID N/A Zetadocs Archive ID GUID N/A 38 Purchase Header Zetadocs Archive ID GUID N/A 122 Purch. Inv. Header Zetadocs Archive ID GUID N/A 6650 Return Shipment Header 124 Purch. Cr. Memo Hdr. 120 Purch Rcpt. Header Zetadocs Archive ID GUID N/A Zetadocs Archive ID GUID N/A Zetadocs Archive ID GUID N/A (ii) Importing Zetadocs for NAV Interfaces Forms Form Interfaces are provided for the W1 versions of NAV only. The following actions can be followed by someone using a world 1 database version 5.00 that will integrate with MOSS. To integrate with WSS please choose the respective forms interface fob file. If you are integrating with an international database version (e.g. GB, ES, IT) then please refer to section 16.1 of the appendix A with instructions on how to modify the tables manually. Actions: 1. Log into Microsoft NAV as a user with SUPER user permission rights to allow you to import new objects into the NAV database. 2. Open the object designer (Shift + F12) and import the interfaces file included on your Zetadocs for NAV CD. Zetadocs for NAV V1.01 Interfaces NAVW15.00 (Forms) MOSS.fob It can be found in <CD Drive>:\Zetadocs NAV Server Components\<language code>\<database version>\. 3. If there are no collisions continue with the import. If there is a collision it is recommended that you export your existing objects and compare version of the objects with the text file versions of the interfaces detailed above to determine the safety of the available merge/replace options in the import worksheet. If it is impossible to replace or modify the existing forms in your database, please refer to section 16.2 of the appendix A with instructions on how to modify the existing forms manually. Page 24

25 Zetadocs for NAV Objects: Importing Zetadocs for NAV Interfaces Changes made to the Forms The form changes are detailed below indicating the form number and change made. Form No. Form Name Change Description 21 Customer Card Adding the Zetadocs Tab An additional tab is added to the Customer card to display the Zetadocs Customer Rule Subform which allow the configuration of the Customer sending rule for Zetadocs for NAV 26 Vendor Card Adding the Zetadocs Tab An additional tab is added to the Vendor card to display the Zetadocs Customer Rule Subform which allow the configuration of the Customer sending rule for Zetadocs for NAV Figure 12 Zetadocs Tab with SubForm SharePoint Searching The following changes enable searching of SharePoint for existing archived documents. Page 25

26 Zetadocs for NAV Objects: Importing Zetadocs for NAV Interfaces Form No. Form Name Change Description 21 Customer Card Adding the Zetadocs Archive Search menu item 26 Vendor Card Adding the Zetadocs Archive Search menu item A new menu item Zetadocs Archive is added to the Customer button on the customer card. This menu item launches your default web browser performing a search of the SharePoint archive for documents related to the current customer. A new menu item Zetadocs Archive is added to the Vendor button on the vendor card. This menu item launches your default web browser performing a search of the SharePoint archive for documents related to the current vendor. The following table details the forms where a menu item to enable searching of the Zetadocs SharePoint Archive is added. It is used for archived reports sent which relate to the card forms table. It is dependent upon adding the Zetadocs Archive ID field as detailed earlier and enabling the relevant reports to archive to SharePoint using the Zetadocs System Rules. Form No. Form Name Change Description Sales Quote Sales Order Sales Invoice Sales Credit Memo Blanket Sales Order Sales Return Order Posted Sales Shipment Posted Sales Invoice Posted Sales Credit Memo Posted Return Receipt Adding the Zetadocs Archive Search menu item A new menu item Zetadocs Archive is added to the each form on the form records button. For example, on the Quote button on the Sales Quote card. This menu item launches your default web browser performing a search of the SharePoint archive for documents related to the current record Purchase Quote Purchase Order Purchase Invoice Purchase Credit Memo Blanket Purchase Order Purchase Return Order Posted Purchase Receipt Posted Purchase Invoice Posted Return Shipment Posted Purchase Credit Memo (iii) Menusuite The menusuite changes are compiled in the Zetadocs for NAV Menusuit fob. It is up to the installer what level of access permissions is given to configuration forms after they are imported into the menusuite. It is assumed, that in situations where a system administrator in the client company has an understanding of the Zetadocs for NAV system and is capable of editing the rules and settings, that access to these forms would remain for the system administrator after installation. Actions: 1. The Menusuite fob file can be found in <CD Drive>:\Zetadocs NAV Server Components\Zetadocs for NAV V1.01 Menusuite.fob. There is only one version of this file, which is valid for both NAV 4.00 and NAV 5.00, as well as for the different localized versions of NAV 4.00 and Page 26

27 Creating Zetadocs for NAV Reports: Importing Zetadocs for NAV Interfaces Figure 13 Completed Zetadocs Setup Group In the event that the Zetadocs Menusuite number 55 collides with as existing menu, a text file version of the menusuite is also provided on your Zetadocs for NAV CD. Opening this in Notepad.exe allows you to edit the menusuite number. The menusuite can then be imported without collision. Alternatively, a detailed breakdown of the menuitems is provided in the Appendix. (iv) Additions Report The additions report is intended to be used as a help when modifying reports to enable sending with Zetadocs. The instructions on how to use the additions report are detailed in section 8. Actions: 1. The additions report fob file can be found in <CD Drive>:\Zetadocs NAV Server Components\Zetadocs for NAV V1.01 Additions Report There is only one version of this file, which is valid for both NAV 4.00 and NAV 5.00,as well as for the different localized versions of NAV 4.00 and In the event that the Zetadocs additions report collides with an existing item, please refer to the section troubleshooting at the end of this document. 8. Creating Zetadocs for NAV Reports This section details the changes required to enable a typical NAV report to be sent using Zetadocs. To make the process simpler and faster there is a template report in the Zetadocs for NAV installation pack which contains only the elements that are to be added to an existing report to enable it for sending. It is recommended that you complete the previous sections of this installation document before attempting to create a Zetadocs for NAV report, because much of the code to be added to an existing report depends upon other Zetadocs for NAV objects. Page 27

28 Creating Zetadocs for NAV Reports: Backup Reports Please follow each of the steps listed in the section below in the order they appear. NOTE: This method works for most reports, however, due to the customizable nature of reports it may not fit all reports exactly. Therefore, the location of where to insert the code below may need to vary but the code will remain the same. For additional printing options in reports and troubleshooting the building of a report see the section on report building in the Appendix. 8.1 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 Zetadosc for NAV changes. Either way it is important to add the Version List EQ1.01 after saving the completed report. 1. Open the Navision client and connect to/open the Navision database 2. Open the Object Designer (Tool->Object Designer) 3. Click on Report button in the designer menu 4. Select all the reports that you are going to edit for Zetadocs for NAV 5. Select Export objects in file menu (File->Export) 6. Export objects to a Backup of Reports before Zetadocs for NAV1.1.fob file 7. Keep the Backup of Objects before Zetadocs for NAV1.1.fob in a safe place 8.2 Import the Zetadocs for NAV Report Template Ensure that the Zetadocs for NAV report template has been imported into the object designer. Report <CD Drive>:\Zetadocs NAV Server Components\ Zetadocs for NAV V1.01 Additions Report We will refer to this report from now on as the template and to the report you are editing as the report. NOTE: The template is based on the Sales Header table 8.3 Global, Local and Text Constants Open the template in the Report Designer and view the C/AL Globals (View->CA/L Globals) Select all global variables (Ctrl + A), right-click and select Copy Open the report and view the C/AL Globals Scroll to the bottom of any existing globals in your report and select the blank global variable row, right-click and select Paste to paste the additional Zetadocs Globals into the report. You must now repeat the above steps to copy and paste all the Text Constants from the template into your report. Page 28

29 Creating Zetadocs for NAV Reports: Code Segments 8.4 Code Segments Next you need to add code to your report. The code is provided here and is also available in the Zetadocs Additions Report as an example of its comlpeted form to assist you. Some of the code requires you to insert the main data item name of your report. These are indicated by <param description> in the pasted code. (i) Create Zetadocs Embedded Commands Data Item In the report designer select an empty row and create a new data item of type Integer called Zetadocs Embedded Commands. Move the data item up to just below your main data item and indent once so that it will be the first page of output in your report and set the properties and code as below. Open the template in the Report Designer and view the sections (View->Sections) Select the textbox in the Zetadocs Embedded Commands, Body(1) section Copy and Paste the textbox to the same section in your report. (ii) Code Report - OnPreReport //--EQ1.0 ZetadocsSend := TRUE; noerror := TRUE; IF NOT ZetadocsSendResultGen.Initialize(<Report No.>) THEN CurrReport.QUIT ELSE BEGIN IF <Main DataItem Name>.FIND('-') THEN REPEAT BEGIN // Get the RecordID IF noerror THEN BEGIN RecRef.GETTABLE(<Main DataItem Name>); IF NOT ZetadocsSendResultGen.AddRecord(RecRef.RECORDID) THEN BEGIN noerror := FALSE; CurrReport.QUIT; END; END; END; UNTIL <Main DataItem Name>.NEXT = 0; IF noerror THEN IF NOT ZetadocsSendResultGen.ResolveSendInfo() THEN CurrReport.QUIT; END; //--EQ1.0 Primary Data Item OnAfterGetRecord (E.g. Sales Invoice Header data item as shown in Figure 13.) //--EQ1.0-- RecRef.GETTABLE(<Main DataItem Name>); IF ZetadocsSendResultGen.IsToBeSkipped(RecRef.RECORDID) THEN BEGIN Page 29

30 Creating Zetadocs for NAV Reports: Code Segments CurrReport.SKIP; END; //--EQ1.0-- Zetadocs Embedded Commands OnPreDataItem //>>EQ1.00 SETRANGE(Number,1,1); //<<EQ1.00 Zetadocs Embedded Commands OnAfterGetRecord //--EQ1.0-- RecRef.GETTABLE(<Main DataItem Name>); ZetadocsEmbComms:= ZetadocsSendResultGen.GetRecordEmbComms(RecRef.RECORDID, ZetadocsEmbCommsAction); CASE ZetadocsEmbCommsAction OF ZetadocsEmbCommsAction::Error: BEGIN CurrReport.QUIT; END END; //CASE //--EQ1.0-- Zetadocs Embedded Commands OnPostDataItem //--EQ1.0-- CurrReport.NEWPAGE; //--EQ1.0-- Zetadocs Embedded Commands, Body (1) - OnPreSection //--EQ1.0 CurrReport.PAGENO := CurrReport.PAGENO - 1; //--EQ1.0 (iii) Properties (Data Item) Zetadocs Embedded Commands DataItemTableView: SORTING(Number) (Report) Report ShowPrintStatus: No Figure 14 Adding Zetadocs Embedded Commands DataItem Page 30

31 Configuring Zetadocs for NAV: Version Code (iv) CopyLoop If your report contains a copy loop data item that outputs more than one copy of the report per print, then you must edit the loop to only output one copy when sending using Zetadocs. An example of the standard copy loop with the additional logic is in the template. NOTE: THIS IS NOT THE EXACT CODE TO PASTE. YOU MUST EDIT YOUR COPY LOOP TO ONLY RUN ONCE WHEN (ZetadocsSend = TRUE) IF (NoOfLoops <= 0) THEN NoOfLoops := 1; IF (ZetadocsSend) THEN NoOfLoops := 1; SETRANGE(Number,1,NoOfLoops); 8.5 Version Code Once you have saved the report add EQ1.01 to the Version List column in the Object Designer. Adding this value is essential to ensure easy identification of reports modified for Zetadocs for NAV, in particular, for uninstalling Zetadocs for NAV at a later point. 9. Configuring Zetadocs for NAV Configuration of Zetadocs for NAV has two phases, basic default settings to enable the system for document sending and archiving (specific settings), followed by the development of customized rules based on your business logic (requires planning and design). In this section there are instructions on setting the default configuration of Zetadocs for NAV. The following sections take you through the Zetadocs Setup forms in order. 9.1 Basic Configuration In this section the minimum required settings are presented and explained. They are listed in order and each sub section details the actions to be completed by the installer. It is recommended that the basic configuration is completed and verified as working before progressing to the Advanced Configuration section. (i) Zetadocs No. Series Zetadocs for NAV has tables which use auto generated series numbers as well as allowing the use of custom numbering. It is required that the installer create the no. series for use in these tables. The Zetadocs No. Series Card has two series which need creation. Page 31

32 Configuring Zetadocs for NAV: Basic Configuration Figure 15 - Zetadocs No. Series Form It is suggested that two number series are created with the following settings and selected from the Zetadocs No. Series Form. However, it is at the installer s discretion to specify other number series as suits their client. Code Description Start No End No Default Nos. Manual Nos. ZDDOCSET Zetadocs ZD00000 ZD99999 YES YES Document Sets Series ZDTEMP Zetadocs Template Series ZT00000 ZT99999 YES YES Actions: 1. Create and assign 2 number series for Zetadocs Document Sets and Templates (ii) Zetadocs System Settings The Zetadocs System Settings contains settings for enabling key Zetadocs for NAV features. Depending on the system that was purchased you should enable or disable the settings in NAV. Actions: 1. Set the system settings which match your installation environment and purchased Zetadocs for NAV package. Properties: Archiving Enabled o Enables archiving to Microsoft SharePoint (MOSS/WSS). When disabled, standard network folder archiving can be enabled via the Zetadocs Administration Configuration, however, this does not support any of the Zetadocs for NAV search features. Fax Enabled o Requires the installation of a Zetafax system. For instructions on Zetafax installation see section Zetafax Server Engine. NOTE: When faxing is disabled on the Zetadocs System Settings form the system does not prevent the creation of rules including fax, however, attempts to use fax addressing may prompt warnings and during sending any documents that attempt to use fax addressing will be displayed in the Zetadocs Batch Error Dialog as an error. Page 32

33 Configuring Zetadocs for NAV: Basic Configuration Logging Enabled o To be used for troubleshooting installations and support issues. Enabling logging causes a text based log to be written to each NAV user Windows %Temp% folder (ZetadocsNAV.log). The Log Level specifies the amount of detail in the log. Log Level o ERROR Only writes error information to the log o WARNING Writes any potentially problematic and error information to the log o DEBUG- Writes all levels of detail for troubleshooting difficult problems. Recommended only when obtaining support or during installation and configuration. SharePoint Site o To be used in conjunction with Archiving Enabled, this setting should be the base URL address of your SharePoint installation. Figure 16 - Zetadocs System Settings (iii) Zetadocs Templates Zetadocs Templates combine stationery overlays and attachment documents as well as supplementary addressing for any document sent using that template from the Zetadocs Client. The templates can be created in the Zetadocs Client and saved to a shared network location. For more information on creating Zetadocs Templates and setting up Zetadocs Shared Network folders please consult the Zetadocs Client help. There is also an introduction to Zetadocs Templates in the previous Zetadocs Client Configuration section. Any Zetadocs Templates to be applied to documents sent from NAV have to have their location imported into NAV. Please note that any local drive templates that are referenced will not be available to all users and therefore it is strongly recommended that all templates are referenced from a shared network folder to which all NAV users have access. Actions: 1. Create a shared network folder for storing Zetadocs Templates for use with Zetadocs for NAV. All Zetadocs for NAV templates should be saved here including the stationery and attachments they use as they are referenced from a template not embedded in a template. 2. Create the required templates using the Zetadocs Client (See Zetadocs Client help for more information) 3. Import the template paths into NAV using this form. Properties: Page 33

34 Configuring Zetadocs for NAV: Basic Configuration Template ID uses the Template No. Series created earlier. Custom ID s can also be assigned for convenient grouping of templates. Paths are browsed to and file existence is validated to complete a successful reference import. Name is taken from the template file name (minus the extension). This is in line with how templates can be referenced in embedded commands sent to Zetadocs (however, full paths are used from Zetadocs for NAV). You cannot import the same file from the same location more than once. That is to say that the Path of imported templates must be exclusive. Figure 17 - Zetadocs Template Card (iv) Zetadocs Company Type The Zetadocs Company Type provides the ability to define a relationship between a company reference and a table or some custom logic. This is primarily used on customized systems or for setting up the sending of reports to other recipients besides Customer and Vendors. For more information see the Zetadocs for Microsoft Dynamics NAV Customization Guide.pdf which is included on your CD. For the standard configuration: Actions: 1. Create the Customer and Vendor Company Types Open the Zetadocs Company Types form and enter the following information NOTE: Code is Case sensitive Code CUST VEND Description Sales & Marketing Customer recipients Purchase Vendor recipient (v) Zetadocs Document Sets A document set is the joining reference between NAV reports and a Zetadocs rule definition. A document set is essentially a display name and archive document type for a rule which is defined in the Zetadocs System Rule card. The Zetadocs Document Sets form displays the list of all registered document sets, their names and Archive Document Types. Use this window to register a new document set. Then set the criteria for this rule on the Zetadocs System Rule card. Once a document set is registered and then defined in the system rule table a set of documents (NAV reports) can be instructed to use that document set rule definition when sending via Zetadocs. Hence a Zetadocs Document Set. Page 34

35 Configuring Zetadocs for NAV: Basic Configuration Actions: 2. Create the default document set No. = 0 (zero) Name = Default (or the localized equivalent) Archive Document Type = (blank) Properties: There must always exist a document set with No. = 0. This is the default rule. No. o The No. field uses the ZDDOCSET number series we created earlier. Custom ID s can also be assigned for convenient grouping of templates. Name o This is the display name for a document set as it is more descriptive for users. Archive Document Type o All documents sent and archived from NAV using Zetadocs have a default document type of Zetadocs. Specifying an Archive Document Type overrides the default and means that any document which uses that document set will be archived as that document type and has the Zetadocs document type as a parent document type. This means that the new document type will inherit all the columns from its parent document type Zetadocs. Document types are useful for filtering views of documents in a SharePoint document library. For more information on using this property see the section Archive Document Types (vi) Zetadocs System Rules The Zetadocs System Rule card is where the Zetadocs Document Set rule is defined. It brings together the format (templates), delivery method (contact addressing) and archiving options (SharePoint document library, Archive Document Type and document library subfolder structuring). Actions: 1. Define the default Zetadocs Document Set. Select the default document set using the Document Set property lookup on the General tab. Specify the desired delivery method failover order (remember to only specify Fax if you have Zetafax Server). Choose a Template from your imported template references. On the Archiving tab enable archiving (remember only if you have SharePoint). Complete the remaining archive options if applicable. Properties: Once you have selected the document set to define it cannot be changed for that record. Delivery Method Priority: Implies that if the contact information being used during the sending of a document that uses this rule is missing addressing information, the next highest priority method will be used. For example, if the Delivery Method Priority was , Fax, Hard-copy and the contact information being used had no information but did have fax information, then fax addressing would be used. Similarly, if there was neither or fax information, then the document would be printed from Zetadocs to the local system default printer. Template: Optional. Archive Library: Only specify the SharePoint document library name, not the full URL. Page 35

36 Configuring Zetadocs for NAV: Basic Configuration Folder Name Structure: Subdivides archived documents into subfolders of the SharePoint document library based on information from the sent record. The Custom radio button allows you to specify new folder structuring values. Currently, no others have been implemented. o COMPANY The recipient NAV Customer name o DATE The Date with a format specified by the Date Folder Naming property o DOCTYPE The Archive Document Type as specified for the current Zetadocs Document Set, or its override in the Zetadocs Report Settings Archive URL: Displays the full target archive library by concatenating the SharePoint Site from the Zetadocs System Settings and the Archive Library property. Figure 18 - Zetadocs System Rule Card General Tab Figure 19 - Zetadocs System Rule Card Archive Tab (vii) Zetadocs Customer Rules and Zetadocs Vendor Rules The Zetadocs Customer and Vendor Rules are generally accessed from the NAV Customer or Vendor card to setup the sending rules. They are made available from the Administration settings primarily for management of existing rules, such as deleting or modifying invalid rules. For the basic setup, it is not necessary to add anything here at this point. We will look more at this table in section Advanced Zetadocs for NAV Configuration. (viii) Zetadocs Report Settings The Zetadocs Report Settings is where Zetadocs enabled reports can be associated with a particular Zetadocs Document Set and therefore a rule definition for sending (template, delivery method, archiving settings). It is also where recipient information settings are specified. For the basic setup, it is necessary to add the correct field no. s for the company and contact fields to this table. Page 36

37 Configuring Zetadocs for NAV: Basic Configuration In a customized system or for more information on setting the field no. s in the Zetadocs report table please consult the Zetadocs for Microsoft Dynamics NAV Customization Guide.pdf which is included on your CD. Properties: A report can only be associated with one Zetadocs Document Set Many reports can be associated with one Zetadocs Document Set Archive Document Type: this Archive Document Type overrides the Archive Document Type specified in the Zetadocs Document Set for a particular report. Company Type Code: This specifies a table relation between the report record and the recipient. For example, the standard Sales Quote report is to be sent to a Customer. Therefore, we select CUST for the Company Type Code from the Company Type Code List. Company No. Field No.: Specifies the field no. of the field in the table the report is based on where the Company No. should be taken from. For example, the standard Sales Quote report is based on the Sales Header table. The Customer No. in the Sales Header table is the field Sell-to Customer No. field no. 2. Contact No. Field No.: Specifies the field no. of the field in the table the report is based on where the Contact No. should be taken from. For example, the standard Sales Quote report is based on the Sales Header table. The Contact No. in the Sales Header table is field Sell-to Contact No. field no Record No. Field No.: Specifies the field no. of the field in the table the report is based on where the records No. should be taken from. This can be used as a dynamic field for writing the record no. into a template message as a reference to the recipient and also as a searchable field in the Zetadocs SharePoint archive. Default Batch Name: When a report prints a number of records to Zetadocs they are held in a batch in the Zetadocs Client. This field allows you to specify a name for the batch that will be visible in the Zetadocs Client document explorer. Show Delivery Dialog: Controls the display of the delivery dialogs which allow run-time user overriding of send results. Show Error Dialog: Controls the display of the error dialog which allows the user to fix any send result errors. Client Preview: Controls the default value of previewing the Zetadocs documents in the Zetadocs Client before sending. If the delivery dialog is shown the default can be overridden by the user. Test Mode: This field allow the administrator to prevent the report from printing the report results to Zetadocs. It is useful when troubleshooting problems on a live system. When the report is run it will run as normal up to the point of printing the report documents to Zetadocs. The table shown below gives the standard field no. values to use for reports based on the following tables and the figure shows some example report settings. In a customized system or for more information on setting the field no. s in the Zetadocs report table please consult the Zetadocs for Microsoft Dynamics NAV Customization Guide.pdf which is included on your CD. Table No. Table Name Company Type Company No. Field No. Contact No. Field No. Record No. Field No. 18 Customer CUST Sales Header CUST Sales Invoice CUST Header 116 Sales Cr.Memo Header CUST Page 37

38 Configuring Zetadocs for NAV: Basic Configuration 110 Sales CUST Shipment Header 6660 Return Receipt CUST Header 23 Vendor VEND Purchase VEND Header 122 Purch. Inv. VEND Header 124 Purch. Cr. VEND 2 N/A leave as 0 3 Memo Hdr. 120 Purch. Rcpt. VEND 2 N/A leave as 0 3 Header 6650 Return Shipment Header VEND 2 N/A leave as 0 3 Figure 20 - Zetadocs Report Settings (ix) Zetadocs Document Queue Setup As explained before the Zetadocs Document Queue is a centralized location for processing inbound documents from, in essence a virtual in tray. This form specifies where to find the document queue files and where to archive them to once processed. Actions: 1. Create a shared network folder with full control access for any users that will process documents using the Zetadocs Document Queue. 2. Enter the network folder UNC Path to the shared network folder. 3. Specify the archive library and a subfolder on your SharePoint Site where copies of the processed documents should be archived after processing (e.g. Original Order Documents/2007). Properties: Name: The name of the document queue. Name has little significance in this version as there is currently only one document queue allowed. Page 38

39 Configuring Zetadocs for NAV: Basic Configuration Location: Path to network accessible folder that will contain inbound documents. Archive Library: The SharePoint document library name only. NOTE: Unless you create the document library in SharePoint before hand, the document library will be created the first time you archive from the document queue. The document queue has a default document type of Document Queue which has the Zetadocs document type as a parent. It is therefore crucial that the Zetadocs document type is fully configured before archiving from the Zetadocs Document Queue. Archive Metadata Mapping This table shows how NAV data items are mapped to SharePoint properties. SharePoint Column Name Type NAV Value Recipient Name Text Contact Name Organization Text Customer Name Zetadocs Archive ID Text Zetadocs Archive ID from the generated record NAV Record Type Text In Sales Order process only: Choice of {Order, Quote, Invoice, Credit Memo, Blanket Order, Return Order} or Posted Sales Invoice NAV Record No. Text Record No. NAV Company No. Text Customer No. Date Received Date Contains the file s last modified Date i.e. the date that the item was stored in the document queue Figure 21 - Zetadocs Document Queue Setup (x) Report Selections To have any Zetadocs enabled report (see section Creating Zetadocs for NAV Reports) operate from the Print button on the appropriate NAV card form, the report selections table must be updated. This is only applicable if you have created new versions of reports for Zetadocs with different ID s to the normal versions. Action: 1. Set Zetadocs for NAV Reports for the appropriate usage in NAV: In the NAV Navigation Pane, go to Administration\Sales & Marketing\Report Selections (for sales order process related reports). For each usage that you want to enable for sending via Zetadocs, select the appropriate Zetadocs enabled version of the report. Page 39

40 Configuring Zetadocs for NAV: Advanced Configuration Figure 22 - Report Selection Sales (xi) Printer Selections Any reports that have been Zetadocs enabled (see section Creating Zetadocs for NAV Reports) must have the Zetadocs printer selected in the printer selections to ensure that it is the default printer when sending a print job using Zetadocs. Action: 1. Set Zetadocs for NAV Reports printer selection to Zetadocs PDF : In the NAV Navigation Pane, go to Administration\General\Printer Selections Select the Zetadocs enabled reports. Set the printer name to Zetadocs PDF. (You must have the Zetadocs for NAV Client installed on the local machine to do this). Figure 23 - Printer Selections 9.2 Advanced Configuration In this section the advanced settings are presented and explained. It is recommended that the basic configuration is completed and verified as working before progressing to the Advanced Configuration section. Page 40

41 Configuring Zetadocs for NAV: Advanced Configuration (i) Zetadocs Document Sets Once you have configured the basic Zetadocs for NAV system you can begin to consider designing more specific rules and templates to format specific types of sent documents. The Zetadocs Document Sets should be the starting point for your design. A document set identifies NAV reports (documents) which you want to send via Zetadocs with the same settings such as template formatting, delivery method ( , fax, hard-copy) and archiving (location, grouping). Quite often this set of documents will mirror the NAV table upon which the reports are based. For example, take the Sales Order Process in NAV. The Sales Header table can represent Quotes, Orders, Invoices etc. However, we may like to send all reports based on these with the company logo and an attached terms and conditions page. This would represent a document set. The Quote report and Order Confirmation report would be 2 documents which we would then set up to use that document set. Conversely, reports based on Quotes, Orders and Invoices may be considered positive sales and Credit-Memo s and Return Order reports viewed as negative sales and therefore they may constitute 2 document sets with different criteria for sending. The Zetadocs Document Set gives you this report level formatting control and offers convenient re-use capabilities. Actions: 1. From your business requirements establish the reports which will be sent using Zetadocs 2. Identify the commonalities between these reports and identify Zetadocs Document Sets 3. Register these document sets 4. Proceed to create and import the Zetadocs Templates for each document set (Zetadocs Templates) 5. Define the rule for the Document Set (Zetadocs System Settings) 6. Associate the reports with the respective document set (Zetadocs Report Settings) (ii) Zetadocs Templates The templates are a key part in customizing your sent document sets. As you will know by now it is possible to add stationery and attachments in a template. We will now look at customizing the subject and message text. Zetadocs for NAV passes a number of database values from the record being sent as a Zetadocs document. These are passed as dynamic fields, which, means that their value can be used in subject and message body text. Below is the list of available dynamic fields and an example of their use in a Zetadocs Template. Name Name Organization NAV Record No. NAV Company No. FirstName Surname Value Full name of the contact being sent to The NAV Company name being sent to The ID of the record on which the report was printed The ID of the company the report is being sent to. I.e the Customer or Vendor No. The contact first name, or if blank our best attempt at the first name from the full name. (All the names except the last which is presumed to be the surname. E.g. James T. Kirk, first name would be James T. ) The contact surname name, or if blank our best attempt at the surname name from the full name. ( The last word of the full name. E.g. James T. Kirk, surname name would be Kirk ) In Zetadocs dynamic fields are replaced in the subject and message text where they appear. Dynamic fields take the following format: Page 41

42 Configuring Zetadocs for NAV: Advanced Configuration %%[<field name>] Here is an example of setting the template subject and message and the resulting message that will be sent by Zetadocs: Figure 24 - Zetadocs Template Customized Message Design Result: Figure 25 - Zetadocs Template Customized Message Result Page 42

43 Configuring Zetadocs for NAV: Advanced Configuration (iii) Archive Document Types As discussed earlier, archive document types allow sent documents to be classified and grouped together. In SharePoint the archive document type from Zetadocs for NAV maps onto the SharePoint content type. For an introduction to content types in SharePoint visit Zetadocs for NAV allows you to classify your document types in two ways, by document set or by individual report. In the Zetadocs Document Sets form you can override the default document type Zetadocs by specifying a value in the Archive Document Type column. Figure 26 - Document Set Archive Type This means that any NAV report which has been set up to use that document set will be archived with that document type. It may be advantageous to have a different Archive Document Types within one Zetadocs Document Set. This is achievable by specifying a value in the Archive Document Type in the Zetadocs Report Settings. This value overrides the archive document type specified by the Zetadocs Document Set the report is associated with. Figure 27 - Report Specific Archive Type (iv) Zetadocs System and Company Rules The Zetadocs System Rules were explained in the Basic Configuration section as the ability to define how a message being sent is delivered ( , Fax or Hard-Copy), how it is formatted (Zetadocs Templates) and where it is archived. By now you should realize each Zetadocs Document Set can have a separate definition of these sending settings. The Zetadocs Company Rules, that being the Zetadocs Customer Rules and the Zetadocs Vendor Rules, add another level of configuration of these settings and that is what is explained here. Page 43

44 Configuring Zetadocs for NAV: Advanced Configuration The sending rules are best explained as a set of override rule definitions. It can be viewed as a 4 level system which overrides particular rule settings dependent upon the document set, the company or a combination of both. LEVELS: 1. The Default Rule All Zetadocs enabled document will be sent with the default rule settings. 2. Per Document Set All Zetadocs enabled documents which are part of a document set will be sent with that document sets settings instead of the default rule settings 3. Per Company All Zetadocs enabled documents being sent to a particular company can have the following rule settings overridden (This includes documents which are being sent using either the Level 1 or a Level 2 rule settings): i. The contact information to which the document will be sent ii. The method of delivery by which the document will be sent ( , Fax, Hard- Copy) 4. Per Company, per Document Set All Zetadocs enabled documents being sent to a particular company and that are part of a particular document set can have the following rule settings overridden (this includes documents which are being sent using either the Level 1 or a Level 2 rule settings and has had some settings already overridden by a Level 3 rule settings) i. The Zetadocs Template that will be applied to the document ii. The contact information to which the document will be sent iii. The method of delivery by which the document will be sent ( , Fax, Hard- Copy) To visualize this, let s look at the Level forms below to describe a use case. Our NAV Administrator has set up a document set for order confirmations. It has been set so that Order confirmations get sent via with the Order template. Figure 28 - Level 1 Zetadocs System Rule Card Page 44

45 Configuring Zetadocs for NAV: Advanced Configuration Figure 29 - Level 2 Zetadocs System Rule Card From discussions with staff at The Canon Group Plc our sales staff has had a request that all correspondence between us and them be send to Mindy Martin with the exception of Order Confirmations. Figure 30 - Level 3 Order Confirmations should instead go to John Emory by fax. The Figure below shows how this would be set up. Page 45

46 Configuring Zetadocs for NAV: Advanced Configuration Figure 31 - Level 4 Starting from the top then, the internal processing determines the send settings by building the results from the lower level rules up. Assume we are sending an order confirmation and it uses the document set ZD00001 Orders Confirmations. This will determine from Level 1 & 2 above: Delivery Method: Template: ZD000 - Order Archiving Settings: Do not archive Contact: Sell-to Contact No. on order record When we consult the Level 3 Rules we see that any document being sent to The Canon Group PLC (from the Level 3 figure above) will be sent to Mindy Martin instead of the contact specified in the record we are printing from. This would mean Delivery Method: Template: ZD000 - Order Archiving Settings: Do not archive Contact: Mindy Martin However, the Order Confirmation document has been made part of ZD00001, therefore the Level 4 settings will be applied and it will be sent to John Emory and by fax. So the final settings will be Delivery Method: Fax Template: ZD000 - Order Archiving Settings: Do not archive Contact: John Emory (v) Zetadocs Report Settings There are a number of fields in the Zetadocs Report Settings which can be left set to default but will then require that additional C/AL code be written to integrate a report with sending using Zetadocs. This is covered in the Zetadocs for Microsoft Dynamics NAV Customization Guide.pdf which is included on your CD. Page 46

47 Testing the Zetadocs for NAV Solution: Full Cycle Test Scenario 10. Testing the Zetadocs for NAV Solution 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 Full Cycle Test Scenario Before running through this test, please ensure that all the prerequisites have been met. (i) Prerequisites Create a No. Series for the Document Sets and for the Templates and assign them through the Zetadocs No. Series form: Figure 32 - Zetadocs No. Series Create a Zetadocs Template from the Zetadocs Client. The template should have some recipient information, an attachment, a stationery and some text in the body text. Name it Order Confirmation. Create another Zetadocs Template and name it Invoice. Create two custom Sales reports, one of Order Confirmations and one for Invoices Add those two reports to the Zetadocs Report Settings list: Figure 33 - Zetadocs Report Settings Set up some network folders to store and access the templates, the documents for the Document Queue etc. Page 47

48 Testing the Zetadocs for NAV Solution: Full Cycle Test Scenario (ii) Test For a full end-to-end scenario follow the steps below: 1. Set up a definition of the Document Set for a Sales Order by going to the Zetadocs Document Set list form: Figure 34 - Zetadocs Document Sets 2. Add a Zetadocs Template in the Zetadocs Templates list form by using the Template Card: Figure 35 - Zetadocs Template List 3. Set up the Document Queue location using the Zetadocs Document Queue Setup: Figure 36 - Zetadocs Document Queue Setup Page 48

49 Testing the Zetadocs for NAV Solution: Full Cycle Test Scenario 4. Set up a System Rule in the Zetadocs System Rule list using the System Rule Card the default System Rule should cover the minimum information necessary and should include the as the delivery method and should have a template selected. Also on the Archive tab page the Archive Sent Documents option should be checked: Figure 37 - Default System Rule 5. Create an original document in Microsoft Word that would represent an example Sales Order and place it into a shared network folder that the Document Queue is setup to monitor. 6. View that original document from the NAV Document Queue form: Figure 38 - Zetadocs Document Queue 7. Create a NAV Sales Order based on the original document using the Create menu button on the Zetadocs Document Queue form. 8. Archive the original document to SharePoint by closing down the Sales Order form (it will archive the document automatically). 9. Open the just created NAV Sales Order and add any further info needed. 10. Send the NAV Sales Order to the Zetadocs Client by printing it. 11. Confirm in the Zetadocs Client that the correct template has been applied to the printed Order. 12. Send the Order to the recipient. 13. Confirm that the sent document has been archived in SharePoint and can be associated with the original document. Page 49

50 Testing the Zetadocs for NAV Solution: Detailed Component Testing 10.2 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 Queue is functioning correctly. Check Scanning (Optional) If a scanning device is connected, perform the following checks to ensure correct operation. 1. Click the Queue->Scan... button to initiate scanning which uses the Zetadocs client settings. 2. Scan a document; once scan is complete the user should be prompted to name the document. Figure 39 Enter Scanned Document Name 3. 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. Press the Queue->Refresh 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 Item->View, 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 Item->Print, 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 Item->Print, 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 Item->Delete. 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. Page 50

51 Testing the Zetadocs for NAV Solution: Detailed Component Testing 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. Zetadocs for NAV can send a batch of NAV documents to independent recipients. To test this feature create a number of Sales Orders and print them like in the previous example described in the Full Cycle Scenario section. This time you will see the batch document in the Zetadocs Client which it will include the Sales Orders from NAV Client with the templates applied. If you have the Preview Documents in Zetadocs Client Before 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 the printing and sending. (iii) Zetadocs Rules Zetadocs for NAV has the ability to create rules to determine the way a NAV document will be send 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 created earlier in the Zetadocs Template List (see Error! eference source not found.). 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 40 - 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 Customer Card with whom you have made an order. 2. In the Zetadocs tab select a Sending Options other than Use Default Contact and/or change the Delivery Address (by changing any of those settings on that page you create a Level 3 Rule for that customer). Page 51

52 Operational Checklist: Checklist: System Operation Figure 41 - Customer Card - Zetadocs Tab page 3. 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 Customer Card whose Customer you have made an order. 2. Click on the link Override rules for each Document Set and then go to the Zetadocs Customer Rule Card and create a Customer Rule (Level 4 rule) for this particular customer. 3. Print a NAV document and check in the Zetadocs Client that the appropriate settings from that Customer Rule have been applied. 11. Operational Checklist Use these checklists periodically to record operations Checklist: System Operation Follow the checklist to verify system operation. Completed Task Check the operation of each Zetadocs enabled NAV report. Check and verify that messages print to the Zetadocs Client successfully. Check and verify that messages deliver successfully. Check and verify that messages archive successfully. Record the number documents printed, delivered and archived match. Check the operation of each Zetadocs enabled NAV report Checklist: Event Logs Check event logs using the following checklist. Completed Task Filter application and system logs on each NAV Client to see all Zetadocs errors Note repetitive warning and error logs. Filter application and system logs on the SharePoint server to see all Office SharePoint search and crawl errors. Note repetitive warning and error logs Page 52

53 Backup and Restore Instructions: Checklist: Check NAV and SharePoint Backups Completed Task Respond to discovered failures and problems with the aid of the Troubleshooting section of this guide Checklist: Check NAV and SharePoint Backups Complete this checklist to check supporting systems backups. Completed Task Ensure that the recommended minimum backup strategy - a daily online backup - is completed. Verify that the previous backup operation completed. Analyze and respond to errors and warnings during the backup operation. Follow the established procedure for tape rotation, labelling, and storage. Verify that the transaction logs were successfully purged (if your backup type is purging logs). Make sure that backups complete under service level agreements (SLA). 12. Backup and Restore Instructions For instructions on backup and restore of Zetadocs for NAV, please refer to the document./documentation/zetadocs for Microsoft Dynamics NAV Backup and Restore.pdf included on you software CD. 13. Sample Data Distributed with Zetadocs for NAV is some sample data that can be imported into the NAVW1 sample database. This allows you to quickly get Zetadocs for NAV installed and running to help you to evaluate the system or to see some examples of its setup and configuration Importing the Data To install the sample data please follow these instructions: 1. Locate the Sample Reports and Data folder on your CD \Zetadocs for NAV Server Components\Sample Reports and Data 2. Import Zetadocs for NAV v1.1 Sample Reports NAVW1 V5.0.fob 3. Open NAV Client and connect to the database 4. Go to Administration -> Zetadocs -> Zetadocs Data Import 5. Ensure that the Zetadocs for NAV tables are all empty of records. After initially installing these tables should be empty but may have some records in them if you have opened the Zetadocs Setup forms in the Administration area prior to importing the sample data. To do this, run tables through from the object designer Press Ctrl + A to select all records and press Delete or F4 Confirm delete on dialog which follows. Page 53

54 Sample Data: Using the data 6. On the Import form browse to the Zetadocs for NAV v1.1 Sample Data NAVW1 V5.0 A.xml file. 7. Click Import. 8. On the Import form browse to the Zetadocs for NAV v1.1 Sample Data NAVW1 V5.0 B.xml file. 9. Click Import. 10. On the Import form browse to the Zetadocs for NAV v1.1 Sample Data NAVW1 V5.0 C.xml file. 11. Click Import. Next you need to set the sample reports in the report selections: 1. Go to Administration -> Sales and Marketing - > Report Selection 2. Change the Order and Invoice usages to point at the sample reports as follows Order: Order Confirmation Invoice: Sales Invoice Quote: Sales Quote 13.2 Using the data The sample data contains some simple rules which allow you to change how and to who particular document types. 1. Open the Zetadocs System Rules from Administration->Zetadocs Setup 2. Note the different rules and their association to the document sets. 3. Open the Zetadosc Report Settings and view the report settings 4. Open the Customer The Cannon Group from the Sales & Marketing-> Order Processing - > Customers 5. Click on the Zetadocs tab on the Customer card 6. Note the sending rule for this customer is to send to a specific contact of this company. 7. Click the Override rules for each Document Set link on the Zetadosc Tab 8. Note the 2 override rules for the document sets and the different contact recipients for each type. 9. Now, create a Quote, Order and Posted Invoice for the Cannon Group company and print these records from the respective cards to use the reports we set up in the report selections earlier 10. Click Preview on the Request Form 11. Note the contact name on the Zetadocs Delivery form varies dependant on document type as per the rules we set up. 12. Now add some templates to the Zetadosc System Rules as per the configuration instructions earlier in this document and play around with the document sets and override rules to get familiar with the Zetadocs for NAV rules system. Page 54

55 Security Hardening: Zetadocs Setup 14. Security Hardening Zetadocs for NAV provides the ability to print and send NAV information and in that respect consideration should be made as to ensuring the safety of both the information and the method of delivery. As Zetadocs integrates with Microsoft Dynamics NAV and Microsoft Office Outlook as standard for the source and destination of the information attention should be paid to the access permissions with NAV to particular data. Overall best practices should be followed for the deployment of NAV and Office Outlook. Similarly the setup and configuration forms within Zetadocs for NAV are recommended for access only by an NAV Administrator and therefore access permission roles should be set up to this effect as with the other areas of NAV. For general advice on Security Hardening for NAV and other general recommendations please refer to the Navision Security Hardening Guide which is downloadable from Zetadocs Setup Some features of Zetadocs for NAV involve the use of shared network folders. It is strongly recommended that only the necessary users are granted access to these folders. Examples of these are: Zetadocs Template folders, Zetadocs Document Queue folder. The Zetadocs Configuration, which contains details of enabled users, license and location of shared network folders is stored in the domain partition of Active Directory. Optionally this configuration can be stored on a network share It is also strongly recommended that only the necessary users are granted access to this folder SharePoint Security If integrating with Microsoft SharePoint as a document archive, consideration should be made as to the access permissions of users to view potentially sensitive archived information. For general security recommendations for Microsoft SharePoint Server please refer to Microsoft documentation. Some information on security hardening can be found here From Zetadocs for NAV, rules can be setup to change the archive location of documents dependant on type and with the use of the Zetadocs SDK granule and writing some code in the Zetadocs- Customization codeunit per record archive locations can be set dependant on content. For this reason it is recommended to consider access permissions when creating the Zetadosc System Rules. For more information on the Zetadocs SDK granule please refer to the Zetadocs for Microsoft NAV Customization Guide.pdf on your CD 15. Upgrading 15.1 Zetadocs 1.0 Zetadocs for NAV Objects 1. Open NAV Client and log on to database. 2. Run the Zetadocs Report Settings from Administration->Zetadocs->Zetadocs Report Settings. 3. Press Ctrl + A to select all records then CTRL + E to export the records to an excel file for backup. 4. Delete all the records in Zetadocs Report Settings by pressing F4 or DELETE. Page 55

56 APPENDIX A: Modifying NAV Tables Manually 5. Import the new v1.1 objects as per the guide and replace all. 6. Export all reports previously edited for v1.0 of Zetadocs for NAV and then delete them from the database. 1. Zetadocs 1.1 uses a new and much improved report engine so report s must be regenerated from the original 7. Create copies of the desired reports and then follow the guide to create v1.1 versions 8. Update codeunit 1 and add upgrade history. Zetadocs SharePoint Extensions 1. Use Add/Remove Programs to uninstall the previous version. 2. Run setup.exe to install and deploy the new versions as per section 3 of the guide. Zetadocs Client 1. Use Add/Remove Programs to uninstall the previous version. 2. Run setup.exe to install and deploy the new versions as per section 4 of the guide. 16. APPENDIX A This appendix provides instructions on how to make changes manually to the existing objects in your NAV database in order to work with Zetadocs. Please note that you should only follow these instructions if you were unable to import the interface fob files provided on your CD (section 7.4). This is likely to happen if the tables and forms in your database are highly customized and the changes cannot be applied to the existing object by comparing the objects using the text files Modifying NAV Tables Manually To enable archiving and retrieval of reports to and from SharePoint using Zetadocs for NAV you must add a field to a number of tables in your database. This is done to link the records from the table with the archived documents. This is done by adding a custom Zetadocs GUID field to the table. This must be done to the table before attempting to send a report based upon it. The following actions will guide you through the process. Actions: 1. Log into Microsoft NAV as a user with SUPER user permission rights to allow you to import new objects into the NAV database. 2. Open the object designer (Shift + F12) and navigate to the tables listed below. 3. Before adding the field you need to pick a field no. from the free range which is available in all related tables. This is to maintain documents referencing after operations such as posting. For example: If I add the Zetadocs Archive ID field to Table 36 Sales Header with field no , then I should add the same field in Table 112 Sales Invoice Header with the same field no. 4. Add a field called Zetadocs Archive ID of type GUID with your chosen field no.. You must enter the name exactly as stated. Upper and lower casing must be correct as well as spacing. The following tables need to be modified: Table No. Table Name Field No. 36 Sales Header Your choice from the free range of Field No. s 18 Customer Same as above Page 56

57 APPENDIX A: Modifying NAV Forms Manually Table No. Table Name Field No. 112 Sales Invoice Header Same as above 110 Sales Shipment Header Same as above 114 Sales Cr.Memo Header Same as above 6660 Return Receipt Header Same as above 38 Purchase Header Your choice from the free range of Field No. s 23 Purchase Header Same as above 122 Purch. Inv. Header Same as above 6650 Return Shipment Header Same as above 124 Purch. Cr. Memo Hdr. Same as above 120 Purch Rcpt. Header Same as above 16.2 Modifying NAV Forms Manually Before you begin to edit existing NAV forms you should import the Zetadocs Additions form from the Zetadocs for NAV CD. This form is a non-compilable form which contains cut and paste controls to add to existing forms. The form should be deleted when the installation is complete. It greatly speeds up the installation process. Please note that this form uses the ID in the range of free object IDs and therefore may cause a collision with an existing object in your system. It is recommended that you check for the existence of a form with this ID prior to importing. In the case of an ID collision you should: 1. Find the Zetadocs Additions form located in <CD Drive>:\Zetadocs NAV Server Components \Zetadocs for NAV V1.01 Additions Form txt and copy it to you local drive. 2. Open the file in Notepad or an equivalent editor 3. Edit the form ID on the first line to an ID you know to be free: OBJECT Form Zetadocs Additions Form 4. Save and close the text file Importing the Zetadocs Additions Form 1. Open the Object Designer (Shift + F12) 2. Import the Zetadocs Additions Form.txt file included on your Zetadocs for NAV CD. (Or in the case of a form ID collision your local modified version). It can be found at <CD Drive>:\Zetadocs NAV Server Components\ Zetadocs Additions Form.txt. 3. Open the newly imported form in the designer and you are ready to start. Form Changes The form changes are detailed below indicating the form number and change required. Page 57

58 APPENDIX A: Modifying NAV Forms Manually Form No. Form Name Change Instructions 21 Customer Card Adding the Zetadocs Tab 1. Open the Customer Card in the object designer 2. Select the tab control 3. View Properties (Shift + F4) 4. In the PageNames property add the name,zetadocs to the end of the line 5. Close the properties dialog 6. From the Zetadocs Additions Form select the Zetadocs (Customer) tab control and then select the Subform control in the centre of the tab. This will not be visible as it has no borders 7. Copy this control to the clip board (Ctrl + C) 8. Select the newly created Zetadocs tab on the Customer Card designer 9. Paste the Subform control on to the tab (Ctrl + V) See Figure 12 Zetadocs Tab with SubForm 10. Now select and drag the Subform Control on to the Zetadocs tab label. (Drag on to word Zetadocs at top of tab control) This sets the Zetadocs tab as the parent control of the Subform. 11. Re-position with even borders on the tab 12. Save and compile the Form 26 Vendor Card Adding the Zetadocs Tab Repeat steps above in the vendor card except copy and paste the Subform control in step 6. From the Zetadocs (Vendor) tab in the Zetadocs Additions Form Figure 42 Zetadocs Tab with SubForm Page 58

59 APPENDIX A: Modifying NAV Forms Manually SharePoint Searching The following changes enable searching of SharePoint for existing archived documents. Please note that due to a limitation of WSS you cannot search on metadata field names and therefore must do a general search. Therefore, please select the appropriate file to use when merging the menuitem code changes manually depending on whether your SharePoint is MOSS or WSS as instructed below. Before making this form changes you must ensure that you have applied the tables changes detailed earlier. Form No. Form Name Change Instructions Customer Card Vendor Card Sales Quote Sales Order Sales Invoice Sales Credit Memo Blanket Sales Order Sales Return Order Posted Sales Shipment Posted Sales Invoice Posted Sales Credit Memo Posted Return Receipt Purchase Quote Purchase Order Purchase Invoice Purchase Credit Memo Blanket Purchase Order Purchase Return Order Posted Purchase Invoice Posted Return Shipment Posted Purchase Credit Memo Posted Purchase Receipt Adding the Zetadocs Archive Search menu item 1. Open the form in the object designer 2. Select the FORM button. 3. Select all the forms detailed on the left using CTRL + Left Click. 4. Export the objects to text file. File->Export. 5. Locate the appropriate Zetadocs for NAV Interfaces (Forms) text file for your NAV version (4.0 or 5.0) and SharePoint type (MOSS or WSS) on your Zetadocs for NAV CD from the W1 folder. Either use a file comparison tool or search for Zetadocs Archive ID to identify the menuitem code to copy and paste into the respective objects.note: the code differs between the company cards Customer/Vendor and the other record cards so you should copy and paste from the correct objects. 6. Copy and Paste the separator and menuitem code from the Zetadocs for NAV Interfaces text file and pasted into the respective area in your exported forms text file. 7. Save changes and import your updated text file in to NAV. 8. Add the EQX.XX identifier to the Version List for each of the modified table. (Where X.XX is the Zetadocs for NAV version) 9. Compile the modified forms 10. Check that the appriate menu items have been created by running the form and check the modified menu buttons. 11. If you commonally update databases of this version it is recommended that you label and save your updated objects in a.fob file for use in future installations. Page 59

60 APPENDIX B: Troubleshooting Figure 43 - Zetadocs Archive Meunitem Code 17. APPENDIX B 17.1 Troubleshooting This section provides help with resolving common problems with the system. To assist in trouble shooting problem with the Zetadocs system there are a number of log files which can help diagnose a problem or assist in getting the configuration of the system correct. (i) Logging NAV Logging Ensure that Logging Enabled is ticked ON in the Zetadocs System Settings Form. The Logging Level determines the amount of information written to the log file. For general configuration and trouble shooting, WARNING or ERROR should suffice. The NAV log is saved to the users temp folder location. This can be found by either pressing Start->Run, then type %Temp% and press OK; or manually browse to C:\Users\<username>\AppData\Local\Temp(Vista) or C:\Documents and Settings\<username>\Local\Temp(XP) directory. There are two logs produced by the Zetadocs for NAV Addin. ZdExternalUtilitiesDll.log logging of document queue actions and external calls to Zetadocs API. Only valid for troubleshooting issues with Equisys. ZetadocsNAV.log standard logging of activity that occurs in the Zetadocs for NAV objects. Page 60

61 APPENDIX B: Zetadocs for NAV Object List Zetadocs Client Please refer to the Zetadocs Client help for information on client logging. Zetadocs API The Zetadocs API runtime, which is used as part of the Zetadocs for NAV addin logs information to the users Zetadocs folder. It s contents are usually of value when troubleshooting issues with Equisys. It can be found at: C:\Users\<username>\AppData\Local\Equisys/Zetadocs PDF/ZdApi.log(Vista) C:\Documents and Settings\<username>\Local\ApplicationData\Equisys\Zetadocs PDF\ZdApi.log (XP). (ii) Object ID collisions when importing the Zetadocs objects.fob file Unless you are re-importing the objects or performing an upgrade it is unlikely that you will come across an ID collision. If you do, please continue and view the recommendations of the import collision wizard in NAV. It is not recommended to undertake collision resolution unless you are an experienced NAV consultant. (iii) Some objects fail to compile during import of the Zetadocs objects.fob file Most likely this is due to not having installed the Zetadocs for NAV Client on the machine you are using to import the Zetadocs objects from. Many of the codeunits in Zetadocs for NAV use automation components which must be installed prior to importing to ensure that all objects compile successfully. Things to check for (in order): You have installed the Zetadocs for NAV Client on the machine you are using to import the Zetadocs objects You are logged in as the user who installed the Zetadocs for NAV Client If the above are true but you are still having problems try uninstalling and re-installing the Zetadocs for NAV Client (iv) When you run the Customer/Vendor Card no information is displayed in the Zetadocs tab Copy and pasting the Zetadocs subform control on to the Zetadocs tab should copy all required subform links. If you are experiencing problems check the following property values on the subform control on the Zetadocs tab: SubFormID: Zetadocs Customer Rule Subform SubFormLink: Customer No.=FIELD(No.),Zd Rule ID No.=CONST(0) OR For Vendors SubFormID: Zetadocs Vendor Rule Subform SubFormLink: Vendor No.=FIELD(No.),Zd Rule ID No.=CONST(0) 17.2 Zetadocs for NAV Object List Type ID NAME Status Table Zetadocs System New Settings Table Zetadocs Template New Table Zetadocs Document New Queue Item Table Zetadocs Document Queue New Page 61

62 APPENDIX B: Zetadocs for NAV Object List Type ID NAME Status Table Zetadocs System Rule New Table Zetadocs Customer Rule New Table Zetadocs Report New Settings Table Zetadocs Document Set New Table Zetadocs Send Result New Table Zetadocs No. Series New Table Zetadocs Vendor Rule New Table Zetadocs Company Type New Table Zetadocs Company Rule New Table Zetadocs Send Settings New Form Zetadocs System New Settings Form Zetadocs Template Card New Form Zetadocs Template List New Form Zetadocs Document New Queue Form Zetadocs System Rule New card Form Zetadocs Customer Rule New Subform Form Zetadocs Report New Settings Form Zetadocs Delivery New Form Zetadocs Batch Delivery New Form Zetadocs Batch Errors New Form Zetadocs Document Sets New Form Zetadocs System Rule New List Form Zetadocs Customer Rule New Card Form Zetadocs Customer Rule New List Form Zetadocs No. Series New Form Zetadocs Document New Queue Setup Form Zetadocs Printer New Reminder Form Zetadocs Vendor Rule New Subform Form Zetadocs Vendor Rule New Card Form Zetadocs Vendor Rule New List Form Zetadocs Company Type New List Form Zetadocs Data Import New XMLPort Zetadocs Xml Port New Codeunit Zetadocs-Utilities New Page 62

63 APPENDIX B: Zetadocs for NAV Object List Type ID NAME Status Codeunit Zetadocs-Send Results New Gen Codeunit Zetadocs-Embedded New Commands Gen Codeunit Zetadocs-Customize New Codeunit Zetadocs-Integration New Existing Objects Type ID NAME Status Table 18 Customer Modified Table 36 Sales Header Modified Table 112 Sales Invoice Header Modified Table 114 Sales Cr.Memo Header Modified Table 110 Sales Shipment Header Modified Table 6660 Return Receipt Header Modified Table 23 Vendor Modified Table 38 Purchase Header Modified Table 122 Purch. Inv. Header Modified Table 124 Purch. Cr. Memo Hdr. Modified Table 120 Purch. Rcpt. Header Modified Table 6650 Return Shipment Header Modified Form 21 Customer Card Modified Form 41 Sales Quote Modified Form 42 Sales Order Modified Form 43 Sales Invoice Modified Form 44 Sales Credit Memo Modified Form 507 Blanket Sales Order Modified Form 6630 Sales Return Order Modified Form 130 Posted Sales Shipment Modified Form 132 Posted Sales Invoice Modified Form 134 Posted Sales Credit Modified Memo Form 6660 Posted Return Receipt Modified Form 26 Vendor Card Modified Form 49 Purchase Quote Modified Form 50 Purchase Order Modified Form 51 Purchase Invoice Modified Form 52 Purchase Credit Memo Modified Form 509 Blanket Purchase Order Modified Form 6640 Purchase Return Order Modified Form 138 Posted Purchase Invoice Modified Form 6650 Posted Return Shipment Modified Form 140 Posted Purchase Credit Modified Memo Form 136 Posted Purchase Receipt Modified Page 63

64 APPENDIX B: Zetadocs for NAV Menusuite 17.3 Zetadocs for NAV Menusuite The menusuite changes listed here are a general guideline for giving regular or administrator NAV users access to the Zetadocs features and configuration forms. It is up to the installer what level of access permissions are given to configuration forms after they finish the installation. It is assumed, that in situations where a system administrator in the client company has an understanding of the Zetadocs for NAV system and is capable of editing the rules and settings, that access to these forms would remain for the system administrator after installation. The following table shows the list of menu items and groups to be created using the Navigation Pane Designer (Alt + F12) for configuration. As mentioned before, it may be preferable to remove some of the items on completion of installation and configuration. This is should be decided by the installer. Type Caption Location Object Type and ID Item Zetadocs Document Queue Sales & Marketing\Order Processing (Group) Group Zetadocs Setup Administration\Application Setup (Group) Form Zetadocs Document Queue Item Zetadocs No. Series Administration\Application Setup\Zetadocs Setup (Group) Item Zetadocs System Settings Administration\Application Setup\Zetadocs Setup (Group) Item Zetadocs Templates Administration\Application Setup\Zetadocs Setup (Group) Item Zetadocs Document Sets Administration\Application Setup\Zetadocs Setup (Group) Item Zetadocs System Rules Administration\Application Setup\Zetadocs Setup (Group) Item Zetadocs Customer Rules Administration\Application Setup\Zetadocs Setup (Group) Item Zetadocs Report Settings Administration\Application Setup\Zetadocs Setup (Group) Form Zetadocs No. Series Form Zetadocs System Settings Form Zetadocs Template List Form Zetadocs Document Sets Form Zetadocs System Rule List Form Zetadocs Customer Rule Card Form Zetadocs Report Settings Item Zetadocs Document Queue Setup Administration\Application Setup\Zetadocs Setup (Group) Form Zetadocs Document Queue Setup Item Zetadocs Company Types Administration\Application Setup\Zetadocs Setup (Group) Form Zetadocs Company Type List 17.4 Creating and Troubleshooting Zetadocs for NAV Reports Step by Step This section provides a detailed description of the changes required to enable a report for sending using Zetadocs. Understanding how it works will make it much easier when trying to enable a report which is in an unusual format. An explanation as to the function of each piece of code that needs to be added to a report is given to help understanding. To make the process simpler and faster there is also the template report in the Zetadocs for NAV installation pack which contains the elements that are to be added to an existing report to enable it for sending. It is recommended that you complete the previous sections of this installation document before attempting to create a Zetadocs for NAV report, because much of the code to be added to an existing report depends upon other Zetadocs for NAV objects. Page 64

65 APPENDIX B: Creating and Troubleshooting Zetadocs for NAV Reports Step by Step Please note that these instructions appear long and are written to accomadate people with little NAV development experience. Once understood, modifying a report should only take a matter of minutes. (i) Report Overview The goal in editing a report to enable it for Zetadocs is to build a list of embedded commands to be written on a separate page at the start of each record report. So for a report which is run for 4 records there will be 1 page inserted before each record output totalling 4 pages in all. There are a number of options for where the code provided is added into a report, what follows is our suggestion as it will work with most of the reports supported. Required Code Overview: Send Results Generation call o All records passed to Zetadocs codeunit to resolve Document Set rules for sending settings and recipient information. Error and user specified record skipping o Code to skip records which have a send results error or records marked by the user to be explicitly skipped. Embedded Command Generation call o For each record generating the required embedded commands from the send results. Zetadocs Embedded Commands Section o An area in the report to put a textbox where the embedded commands will be written. Optional code Overview: Print for Zetadocs option o o Request Form radio buttons. Report option to allow user to choose output format of the report, normal or Zetadocs. Additional code to suppress output of embedded commands when printing report normally. (ii) Import the Template Zetadocs for NAV Report Ensure that the Zetadocs for NAV report template has been imported into the object designer. Report <CD Drive>:\Zetadocs NAV Server Components\Zetadocs for NAV V1.01 Additions Report txt We will refer to this report from now on as the template and to the report you are editing as the report. NOTE: The template is based on the Sales Header table as an example. You must edit the code to use the table your report is based on as instructed. (iii) Global, Local and Text Constants Open the template in the Report Designer and view the C/AL Globals (View->CA/L Globals) Select all global variables (Ctrl + A), right-click and select Copy Open the report and view the C/AL Globals Page 65

66 APPENDIX B: Creating and Troubleshooting Zetadocs for NAV Reports Step by Step Scroll to the bottom of any existing globals in your report and select the blank global variable row, right-click and select Paste to paste the additional Zetadocs Globals into the report. You must now repeat the above steps for the Text Constants: (iv) Code Segments Next you need to copy the code from the template to your report Open the template in the Report Designer again and select an empty data item row. Figure 44 Zetadocs Template Report in Report Designer Press F9 or View->C/AL Code to view the PreReport Triggers. Report OnPreReport The code here initializes the Zetadocs codeunit and passes each record being sent to query the rules tables and sets the appropriate send information for each record. Copy and paste the code below for the Report OnPreReport function into the top of the same function in your report. Now edit the function parameters and function calls in place. These are signified by <param description> in the code below. o o Code: ZetadocsSend := TRUE; noerror := TRUE; <Report No.> - The ID of your report. <Main DataItem Name> - This is the name of the first DataItem in your report. Typically it is the name of the table upon which your report is based. IF NOT ZetadocsSendResultGen.Initialize(<Report No.>) THEN CurrReport.QUIT ELSE BEGIN IF <Main DataItem Name>.FIND('-') THEN REPEAT Page 66

67 APPENDIX B: Creating and Troubleshooting Zetadocs for NAV Reports Step by Step BEGIN // Get the RecordID IF noerror THEN BEGIN RecRef.GETTABLE(<Main DataItem Name>); IF NOT ZetadocsSendResultGen.AddRecord(RecRef.RECORDID) THEN BEGIN noerror := FALSE; CurrReport.QUIT; END; END; END; UNTIL <Main DataItem Name>.NEXT = 0; IF noerror THEN IF NOT ZetadocsSendResultGen.ResolveSendInfo() THEN CurrReport.QUIT; END; Zetadocs Embedded Commands Data Item This data item is added to provide a location to put the Zetadocs Embedded commands text box. The goal is to insert a page before each record report which will contain the embedded commands to be read by the Zetadocs Client. This page will then be removed from the resulting document and therefore should not contain any report data. For some reports such as the Statement report, where each page has a recurring header which contains the customer address information then placement of the Zetadocs embedded command text box may need to be different and resized to force all report data to be printed from page 2 onwards. Action: 1. In the report designer select an empty row and create a new data item of type Integer called Zetadocs Embedded Commands. Move the data item up to just below your main data item and indent once so that it will be the first page of output in your report. Select the Zetadocs Embedded Commands data item in your report and press Shift + F4 or View->Properties. Set the properties DataItemTableView to SORTING(Number) or alternatively cut and paste this property value from the equivalent in the template. Return to the template report designer select View->Sections. Select the textbox called ZetadocsEmbComms in the Zetadocs Embedded Commands section and copy to clipboard (Ctrl + C). View the sections on your report and paste (Ctrl + V) the textbox into the Zetadocs Embedded Command section. Zetadocs Embedded Commands, Body(1) OnPreSection As we are adding an additional page which will be removed from the final document we need to decrement the page numbers. This must be done in this section trigger OnPreSection Open the report designer for the template. Select View->Sections from the main menu. Select the Zetadocs Embedded Commands, Body(1) section and press F9 to view the code. Copy the code below for the Zetadocs Embedded Commands, Body(1) OnPreSection function. Page 67

68 APPENDIX B: Creating and Troubleshooting Zetadocs for NAV Reports Step by Step Paste the code into the top of the same function in your report. Code: CurrReport.PAGENO := CurrReport.PAGENO 1; Figure 45 Adding Zetadocs Embedded Commands DataItem Zetadocs Embedded Commands OnPreDataItem Ensures we only write one set of embedded commands per record. Return to the report designer for the template. Select the DataItem Zetadocs Embedded Commands and press F9 to view the code. Copy the code below for the Zetadocs Embedded Commands OnPreDataItem function. Paste the code into the top of the same function in your report. Code: SETRANGE(Number,1,1); Zetadocs Embedded Commands OnAfterGetRecord The code here queries the Zetadocs Send Results Gen codeunit for the embedded commands to be written onto the report page in the Zetadocs Embedded Commands textbox. Copy the code below for the Zetadocs Embedded Commands - OnAfterGetRecord function. Paste the code into the top of the same function in your report. Now edit the function parameters and function calls in place. These are signified by <param description> in the code below. o <Main DataItem Name> - This is the name of the first DataItem in your report. Typically it is the name of the table upon which your report is based. Code: RecRef.GETTABLE(<Main DataItem Name>); ZetadocsEmbComms:= ZetadocsSendResultGen.GetRecordEmbComms(RecRef.RECORDID, ZetadocsEmbCommsAction); CASE ZetadocsEmbCommsAction OF ZetadocsEmbCommsAction::Error: BEGIN CurrReport.QUIT; Page 68

69 APPENDIX B: Creating and Troubleshooting Zetadocs for NAV Reports Step by Step END END; //CASE Zetadocs Embedded Commands OnPostDataItem Copy the code below for the Zetadocs Embedded Commands OnPostDataItem function. Paste the code into the top of the same function in your report. Code: CurrReport.NEWPAGE; CopyLoop If your report contains a copy loop data item that outputs more than one copy of the report per print, then you must edit the loop to only output one copy when sending using Zetadocs. An example of the standard copy loop with the additional logic is in the template. The easiest way is to ensure IF ZetadocsSend THEN NoOfLoop = 1; Sample Code: IF (NoOfLoops <= 0) THEN NoOfLoops := 1; IF (ZetadocsSend) THEN NoOfLoops := 1; SETRANGE(Number,1,NoOfLoops); Main DataItem OnAfterGetRecord The code here controls whether or not to output the current records report based on errors or skip commands from the Zetadocs Send Results Gen codeunit. Select the main section in the template. This is the first data item in the report designer view, for example Sales Header. Press F9 or View->C/AL Code. Copy the code below for the OnAfterGetRecord function. Paste the code into the top of the same function in your report. Now edit the function parameters and function calls in place. These are signified by <param description> in the pasted code. o <Main DataItem Name> - This is the name of the first DataItem in your report. Typically it is the name of the table upon which your report is based. Code: RecRef.GETTABLE(<Main DataItem Name>); IF ZetadocsSendResultGen.IsToBeSkipped(RecRef.RECORDID) THEN BEGIN CurrReport.SKIP; END; Page 69

70 APPENDIX B: Creating and Troubleshooting Zetadocs for NAV Reports Step by Step Figure 46 Report Designer (v) Report Properties This prevents our send errors dialog and the printer status dialog being shown at the same time. Zetadocs also has its own printing progress dialog. Open the report designer for your report. Select the empty section row at the bottom of the section list. Press Shift + F4 or click View->Properties. Set the ShowPrinterStatus to No. (vi) Completed Report Shown here is a working report of three records. Note the inserted pages with the Zetadocs embedded commands at pages 1,3 and 5. Figure 47 - Zetadocs Enabled Report Preview Page 70

71 APPENDIX B: Optional Zetadocs Report Format 17.5 Optional Zetadocs Report Format There may be a situation where you want the ability to print the report as you used to and also to be able to print it with the embedded commands to Zetadocs without having to duplicate the report in the system. The follow instruction allows you to add some additional code to your reports to make this possible. To decide between the output format they desire the user selects the Printing Action option on the request form of the report. Figure 48 - Optional Zetadocs Report Format Request Form (i) Already Added Zetadocs Code All the code that you have added to the Zetadocs report must be optionally run. This means we must only perform the code if we want to output the printed report in Zetadocs format to the Zetadocs Printer. Go back through section 11.4 and locate the code that was pasted into the following triggers. o o o o Report OnPreReport Zetadocs Embedded Commands OnAfterGetRecord Zetadocs Embedded Commands OnPostDataItem Main DataItem OnAfterGetRecord Add the following red code around the already added code to ensure it only gets run when the Zetadocs option is selected Code: //Before added code CASE ZetadocsPrintOption OF ZetadocsPrintOption::Zetadocs: BEGIN //Added Zetadocs Report code //After added code END; END; (ii) Request Form Once again open the template (Zetadocs Additions Report) in the Report Designer. Click View->Request Form. Select all controls (Ctrl + A) on the request form and copy (Ctrl + C). Open the request form for your report. Paste the controls on to the request form and move to a suitable position. Page 71