CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook

Transcription

1 CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook Any course content that refers to SyteLine also applies to CloudSuite Business and CloudSuite Industrial. CloudSuite Business / CloudSuite Industrial / SyteLine March 18, 2015 Course code: 01_ _IEN2645_SYT

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3 Legal notice Copyright 2015 Infor. All rights reserved. Important Notices The material contained in this publication (including any supplementary information) constitutes and contains confidential and proprietary information of Infor. By gaining access to the attached, you acknowledge and agree that the material (including any modification, translation or adaptation of the material) and all copyright, trade secrets and all other right, title and interest therein, are the sole property of Infor and that you shall not gain right, title or interest in the material (including any modification, translation or adaptation of the material) by virtue of your review thereof other than the non-exclusive right to use the material solely in connection with and the furtherance of your license and use of software made available to your company from Infor pursuant to a separate agreement, the terms of which separate agreement shall govern your use of this material and all supplemental related materials ("Purpose"). In addition, by accessing the enclosed material, you acknowledge and agree that you are required to maintain such material in strict confidence and that your use of such material is limited to the Purpose described above. Although Infor has taken due care to ensure that the material included in this publication is accurate and complete, Infor cannot warrant that the information contained in this publication is complete, does not contain typographical or other errors, or will meet your specific requirements. As such, Infor does not assume and hereby disclaims all liability, consequential or otherwise, for any loss or damage to any person or entity which is caused by or relates to errors or omissions in this publication (including any supplementary information), whether such errors or omissions result from negligence, accident or any other cause. Without limitation, U.S. export control laws and other applicable export and import laws govern your use of this material and you will neither export or re-export, directly or indirectly, this material nor any related materials or supplemental information in violation of such laws, or use such materials for any purpose prohibited by such laws. Trademark Acknowledgements The word and design marks set forth herein are trademarks and/or registered trademarks of Infor and/or related affiliates and subsidiaries. All rights reserved. All other company, product, trade, or service names referenced may be registered trademarks or trademarks of their respective owners..

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5 Table of contents About this workbook... i Course overview... ii Course description and agenda... iii SyteLine user interface... vi Lesson 1: Introduction to Doc-Trak... 1 Doc-Trak overview... 2 Supported document types... 3 Doc-Trak-enabled modules... 4 Lesson 2: Document attachment types... 6 Direct attachments... 7 Indirect attachments... 8 Virtual attachments... 9 Lesson 3: The Doc-Trak form Accessing the Doc-Trak form Lesson 4: Creating Doc-Trak attachments Creating a Doc-Trak record attachment Creating a Doc-Trak window attachment Deleting a Doc-Trak record or window attachment Working with virtual rules Lesson 5: Viewing and distributing Doc-Trak attachments Setting the Doc-Trak attachment indicator Attachment association Opening and printing Doc-Trak attachments Attachment security levels ing attachments from the Doc-Trak form Bundling attachments from the Doc-Trak form Automatically refreshing the Doc-Trak form Lesson 6: Using Doc-Trak form output Doc-Trak Form Output overview Printing SyteLine reports with Doc-Trak Form Output Bundling SyteLine reports Lesson 7: Doc-Trak scanning Overview of Doc-Trak saving rules Setting up Doc-Trak document saving rules Using rules to save Doc-Trak documents Using the Doc-Trak Mass Scanning form Doc-Trak mass scanning to SharePoint Doc-Trak mass scanning with SyteLine activities Doc-Trak scanner device profiles Doc-Trak user scanning options Lesson 8: Doc-Trak reports and queries Copying Doc-Trak attachments Using the Doc-Trak Job Document Book query Using the Doc-Trak query Lesson 9: Doc-Trak integration Viewing Doc-Trak Attachments within Shop-Trak Viewing Infor PLM documents using Doc-Trak within SyteLine Viewing Doc-Trak and PLM attachments on Shop Floor Viewing Doc-Trak Attachments in the Engineering Workbench Integrating with Infor SyteLine customer relationship management (CRM) Integrating with Infor SyteLine field service... 76

6 Integrating with Infor SyteLine Quality Control System (QCS) Integrating with Infor SyteLine Request for Quote (RFQ) Lesson 10: Using web clients Special considerations for web clients Using the Doc-Trak form with a web client Doc-Trak scanning with a web client Printing Doc-Trak attachments using a web client Course summary... 86

7 About this workbook Welcome to this Infor Education course! We hope you will find this learning experience enjoyable and instructive. This Training Workbook is designed to support the following forms of learning: Classroom instructor-led training Virtual instructor-led training This Training Workbook is not intended for self-study or as a product user guide. Activity data You will be asked to complete some practice exercises during this course. Step-by-step instructions are provided in this guide to assist you with completing the exercises. Where necessary, data columns are included for your reference. Your instructor will provide more information on systems used in class, including server addresses, login IDs, and passwords. Reference materials SyteLine reference materials are available from the following locations: SyteLine Help menu Infor Xtreme Symbols used in this workbook Hands-on exercise ( Exercise ) For your reference Instructor demonstration ( Demo ) Your notes Can be used for either Scenario or Discussion Question Note Answer SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook i

8 Course overview Course duration 8 hours Learning objectives Upon completion of this course, you will be able to: Audience Explain the features and functionality of Doc-Trak. List the document types supported with Doc-Trak. List the types of direct, indirect, and virtual attachment types. Describe how to access the Doc-Trak form. List the components of the Doc-Trak form. Describe how to create and view Doc-Trak attachments. Describe how to set up and use Doc-Trak document saving rules. Describe how to use Doc-Trak to mass scan. Describe the Doc-Trak Form Output functionality. Describe how to copy Doc-Trak attachments. Describe how to use Doc-Trak queries. Explain how Doc-Trak is integrated with various other applications. List the special considerations when using Doc-Trak with web clients. Customer User Pre-Sales Consultant Business Consultant Support System requirements SyteLine Training Environment ii Course introduction

9 Course description and agenda This course covers Doc-Trak functionality, including creating and viewing Doc-Trak attachments, using use Doc-Trak document saving rules, using Doc-Trak for mass scanning, performing Doc-Trak queries, and integrating Doc-Trak with other applications. This training is for versions 9.00 and all previous versions. Prerequisite courses: SyteLine User Interface Part 1 Finding and Working with Forms SyteLine User Interface Part 2 Finding and Displaying Records SyteLine User Interface Part 3 Adding, Editing, and Deleting Records SyteLine User Interface Part 4 Additional Record Management Prerequisite knowledge To optimize your learning experience, Infor recommends that you have the following knowledge prior to attending this course: Knowledge of SyteLine foundational concepts and how data is structured and organized in SyteLine Ability to navigate the SyteLine user interface Lesson Lesson title Learning objectives Day Course overview Review course expectations. 1 Lesson 1 Introduction to Doc-Trak Explain the features and functionality of Doc-Trak. List the document types supported with Doc- Trak. List the modules that are Doc-Trak enabled. 1 Lesson 2 Document attachment types List the types of direct, indirect, and virtual attachment types. 1 Lesson 3 The Doc-Trak form Describe how to access the Doc-Trak form. List the components of the Doc-Trak form. 1 Lesson 4 Creating Doc- Trak attachments Describe how to create Doc-Trak record attachments. Describe how to create Doc-Trak window attachments. Describe how to delete a Doc-Trak record and window attachment. Define file system and database virtual rules. 1 Lesson 5 Viewing and distributing Doc- Trak attachments Describe how to set the Doc-Trak attachment indicator. Explain attachment association. Describe how to open and print Doc-Trak attachments. Identify the types of attachment security levels. Describe how to attachments from the Doc-Trak form. Describe how to bundle attachments from 1 SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook iii

10 Lesson Lesson title Learning objectives Day the Doc-Trak form. Explain how the Doc-Trak form automatically refreshes. Lesson 6 Using Doc-Trak form output Describe the Doc-Trak Form Output functionality. Describe how to print SyteLine reports with Doc-Trak Form Output. Describe how to bundle SyteLine reports with Doc-Trak attachments Describe how to print SyteLine reports without Doc-Trak bundling. 1 Lesson 7 Doc-Trak scanning Identify the different types of Doc-Trak saving rules. Describe how to set up Doc-Trak document saving rules. Describe how to use scanning rules, Windows rules, and mass scanning rules to save Doc-Trak documents. Describe how to open and use the Doc-Trak Mass Scanning form. Describe how to use Doc-Trak to mass scan to SharePoint. Describe how to use Doc-Trak to mass scan with SyteLine activities. Describe how to use the Doc-Trak Scanner Device Profiles and Scanning Options forms. 1 Lesson 8 Doc-Trak reports and queries Describe how to copy Doc-Trak attachments. Describe how to use the Doc-Trak Job Document Book query. Describe how to use the Doc-Trak query. Identify Doc-Trak query key record values. Identify Doc-Trak query additional criteria. 1 Lesson 9 Doc-Trak integration Describe how to view Doc-Trak attachments within Shop-Trak. Describe how to set up Shop-Trak controls. Describe how to view Infor PLM documents using Doc-Trak within SyteLine. Describe how to view Doc-Trak and PLM attachments on Shop Floor. Describe how to view Doc-Trak attachments in the Engineering Workbench. Explain how Doc-Trak integrates with Infor customer relationship management (CRM), field service, Quality Control System (QCS), and Request for Quote (RFQ). 1 Lesson 10 Using web clients List the special considerations for web clients. Explain the differences when using the Doc- Trak form with a web client. Explain the differences when using Doc- 1 iv Course introduction

11 Lesson Lesson title Learning objectives Day Trak to scan with a web client. Explain the differences when printing Doc- Trak attachments using a web client. Course summary Debrief course. 1 SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook v

12 SyteLine user interface SyteLine standard user interface elements include the top navigation pane menus and the main toolbar. SyteLine navigation pane menus and main toolbar Navigation pane menus You can browse all available folders through the navigation pane menus and submenus. Hovering your mouse over each of the navigation pane menus allows you to explore the submenus contained beneath. Navigation pane menus and submenus You can pin submenus to the navigation pane. For example, if you know that you will be using the Customer Service submenus frequently, you can display the menus at the top level, by pinning them to the navigation pane. Main toolbar The main toolbar contains icons that allow you to quickly complete commonly used tasks in SyteLine, such as saving data or closing a form. You can position your mouse pointer over an icon on the toolbar to reveal its description and functionality. Keyboard shortcuts Some navigation pane submenus display available keyboard shortcuts that can be used to save multiple steps when completing certain tasks. Keyboard shortcuts vi Course introduction

13 The following table displays the available shortcut keys and their actions. Shortcut keys Action Navigating Forms Ctrl + F4 Ctrl + O Ctrl + W Ctrl + Tab Close current form. Open Select Form. Open workspaces. Switch view to next open form. Navigating records Ctrl + Home Tab Shift + Tab F8 F7 Ctrl + F8 Move to first editable field of form. Move to the next field. Move to the previous field. Move to the next record. Move to the previous record. Switch the next collection on the form to become the current collection in a form that contains multiple collections. Ctrl + 1 Ctrl + 2 Hide/Show 1st Splitter Pane. Toggles the first splitter pane between being hidden from view and being shown. If the form contains a vertical splitter bar, the first splitter pane is the left pane. For a form that is split horizontally, the top pane is the first splitter pane. Alternatively, select System > View > Hide/Show 1st Splitter Pane. Hide/Show 2nd Splitter Pane. Toggles the second splitter pane between being hidden from view and being shown. On a form with a vertical splitter bar, the second splitter pane is the right pane. For a form that is split horizontally, the bottom pane is the second splitter pane. Alternatively, select System > View > Hide/Show 2nd Splitter Pane. Editing records F2 Ctrl + N Ctrl + A Ctrl + C Activate the drop-down list with an implied asterisk (i.e., wildcard) after the entered text in the field to then populate the list with data entries that begin with the entered text. Add new record. Alternatively, select System > Actions > New. Note: The Actions menu is only available when a form is open. Add value for current field. Alternatively, select System > Edit > Add. Copy SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook vii

14 Shortcut keys Action Editing records, continued Ctrl + X Ctrl + V Ctrl + Z Ctrl + D Ctrl + F Cut Paste Undo. Alternatively, select System > Edit > Undo. Delete record. Alternatively, select System > Actions > Delete. Note: The Actions menu is only available when a form is open. Find value for current field. Alternatively, select System > Edit > Find Value for Current Field. Note: This is only accessible for certain field types, such as some drop-down lists. Ctrl + L Display details for current field drill down. Alternatively, select System > Edit > Details for Current Field. Note: This only works for certain field types, such as some drop-down lists. Ctrl + S Save changes. Alternatively, select System > Actions > Save. Note: The Actions menu is only available when a form is open. Filtering records F3 F4 F5 In Filter In Place mode, cancel the filter in place and return to the collection previously displayed. Alternatively, select System > Actions > Filter > Cancel in Place. In Refresh/Run mode, begin filter in place (i.e., clear the collection and go back to Filter In Place mode). Alternatively, select System > Actions > Filter > Begin in Place. In Filter In Place mode, execute in place (i.e., run the filter). Alternatively, select System > Actions > Filter > Execute in Place. In Refresh/Run mode, refresh the current collection. Alternatively, select System > Actions > Refresh. In Filter In Place mode, clear the filter in place. Alternatively, select System > Actions > Filter > Clear in Place. Ctrl + F5 In Refresh/Run mode, refresh the current record. Alternatively, select System > Actions > Refresh current. Ctrl + F2 In Refresh/Run mode, repeat Find Value in Collection. Alternatively, select System > Edit > Repeat Find. Ctrl + Q In Refresh/Run or New mode, open associated query form to specify filter criteria. Alternatively, select System > Actions > Filter > By Query. Other F1 Open field level help topic. viii Course introduction

15 Ctrl + E Ctrl + P Toggle design mode on and off. Alternatively, select System > Edit > Design Mode. Print Field types The following tables display the field types available in SyteLine with a brief description: Field type Description Required, system-generated, and read-only fields Standard GUI fields Any field that is required will have a red star A system-generated field will have a green star A field with no border around the data is read-only Check box indicating Yes or No Radio button to select one option from multiple choices Drop-down list to select one option from multiple choices Forms and reports Basic SyteLine elements include forms and reports. Forms provide an organized view to the data stored in the database. Just about everything you do in SyteLine uses a form element. You use different types of forms depending on whether you need to add new information, modify existing information, or view the details of a specific record. Forms are made up of records that contain multiple fields of data. Records consist of a group of related pieces of information. Fields are the basic elements that display the related data pieces and are grouped together to make up a record. When a form displays multiple records, it is referred to as a collection. A collection displays multiple records that have some commonality. Reports are used to organize and present filtered collections of related data. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook ix

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17 Lesson 1: Introduction to Doc-Trak Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Explain the features and functionality of Doc-Trak. List the document types supported with Doc-Trak. List the modules that are Doc-Trak enabled. Topics Doc-Trak overview Supported document types Doc-Trak-enabled modules SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 1

18 Doc-Trak overview What is Doc-Trak? Doc-Trak is a document management application that helps you streamline your operations and reduce the time and costs associated with managing information and paperwork. From CAD drawings, to assembly instructions, to brochures and customer/vendor supplied documents and Web sites, Doc-Trak allows you to link and view documents and other information directly from SyteLine, without filing cabinets or searching. The result is a collaborative organization in which everyone has access to the information they need to effectively make decisions and perform value-added activities that grow your business. Doc-Trak manages information for optimal efficiency and profitability. Why use Doc-Trak? Doc-Trak is designed to provide SyteLine users instant visibility to a company s electronic documents without the paperwork. It gives users quick, easy access to information online. Doc-Trak also automates the distribution of this information internally as well as externally to customers and vendors. By doing this, Doc-Trak moves a company towards a paperless environment from the office to the Shop Floor and the outside world. Highlight Promotions and Announcements With Doc-Trak s ing of Estimates, Order Verifications, Statements, Invoices, Purchase Orders, etc., you can include unlimited advertisements on the body, increasing your sales and marketing opportunities. Design each form s body to include logos, icons, pictures, graphics or text. Use them to highlight current promotions, offers, cross-sell and up-sell opportunities, as well as important announcements. When your customers click, they can be directed to a PDF, video, website page, or form. How does Doc-Trak do all of this? Doc-Trak allows users to link Windows documents to SyteLine forms. Doc-Trak allows users to view documents directly from SyteLine. Doc-Trak documents follow information throughout the System. Doc-Trak utilizes the Windows Registry for Opening documents. Doc-Trak supports , Fax and Printing of many SyteLine Forms. Doc-Trak supports bundling of linked attachments with various SyteLine Paperwork. Doc-Trak auto-links attachments and folders to SyteLine Information and includes recursive searching through layers of folders. Doc-Trak is integrated with Shop-Trak to allow viewing of documents on the Shop Floor. Doc-Trak allows scanning of documents into digital images then saves the images with smart path/filenames and attaches the documents automatically to key records in SyteLine. Doc-Trak also allows bundling of documents with applicable SyteLine paperwork. 2 Lesson 1: Introduction to Doc-Trak

19 Supported document types Doc-Trak allows any windows file to be used as an attachment. In addition, attachments can be a directory. The path selected will end with the back slash instead of a filename. Some common examples are: Microsoft documents: o Word o Excel o PowerPoint o Project o Access o Internet Web site shortcuts o Intranet Web Pages o Etc. CAD Documents: o AutoCAD Drawing files o Pro E files o Other CAD files Desktop Publishing Documents: o Adobe Illustrator o Quark Express o Adobe Acrobat o Etc. Miscellaneous Documents: o Scanned images o Motion Videos (AVI) o Etc. Doc-Trak allows viewing documents from a SharePoint Database as well as a Network File System. Doc-Trak allows saving documents to a SharePoint Database as well as a Network File System. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 3

20 Doc-Trak-enabled modules The following table identifies the areas of SyteLine that are functional with Doc-Trak attachments. The Doc-Trak icon is found on the SyteLine toolbar. 4 Lesson 1: Introduction to Doc-Trak

21 SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 5

22 Lesson 2: Document attachment types Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: List the types of direct, indirect, and virtual attachment types. Topics Direct attachments Indirect attachments Virtual attachments 6 Lesson 2: Document attachment types

23 Direct attachments Doc-Trak provides two types of DIRECT attachments. They are called Record and Window attachments. These are established through the Linked Doc-Trak form. The default attachment will be a Record attachment. Record attachment A record attachment is related to a specific SyteLine record such as an item FA or Customer 115. The attachments are displayed on the Doc-Trak linked form. Window attachment A window attachment is related to a specific SyteLine form such as items or customer orders and the document is attached to ALL records in that form. The attachments are displayed on the Doc-Trak linked form. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 7

24 Indirect attachments Indirect attachments are attachments made in one area of SyteLine and are displayed in a related area of SyteLine. For example, an attachment made to an Item record will display as an indirect attachment on a Customer Order Line or Job Operation for that Item. If an attachment is made to item FA and a Customer Order/Customer Order Line is created for that item. The Item s attachment will display on Customer Order line for that Item as an indirect attachment. Likewise, if a Job Order/Job Operation is created for the FA-10000, the item attachment will display on Job Operation for that item as an indirect attachment. 8 Lesson 2: Document attachment types

25 Virtual attachments Virtual Attachments are created using Virtual Rules. Virtual Attachments are a simplified method of establishing a Record type attachment. They save time by not requiring each attachment to be created individually. There are two Types of Virtual Rules; File System and Database type. File System Virtual rules use a field name variable from the SyteLine module and that variable is used within the document (file) name. Adding a File System Virtual rule will create virtual attachments, viewable on the linked Doc-Trak form, for all documents whose names fulfill the rule. Virtual attachments will display on the Doc-Trak linked form. File System Virtual rules can be created for file folders as well. Attaching a file folder to a SyteLine module will allow the folder to be opened via Windows Explorer giving the user access to all the documents within that folder. File System Virtual rules can be created for any field on a Doc-Trak enabled SyteLine module. See Section 4.3 for examples of Virtual Rules. Database Virtual Rules use custom SQL stored procedures to query SharePoint Database documents. Adding a Database Virtual rule will create virtual attachments, viewable on the linked Doc-Trak form, for all documents retrieved by the query. When a user clicks on the Doc-Trak icon from a Doc-Trak enabled SyteLine form, the SQL stored procedure will execute and retrieve the appropriate SharePoint path and display them on the Doc-Trak Linked form. Database Virtual rules can be run against multiple SharePoint Databases. Database Virtual rules pass multiple parameters to the custom SQL stored procedure based on the current record the user is linked to in SyteLine. The parameters are fields from the linked SyteLine table. Also available, are a list of functions that can be passed as parameters to the custom SQL stored procedure. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 9

26 Lesson 3: The Doc-Trak form Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Describe how to access the Doc-Trak form. List the components of the Doc-Trak form. Topics Accessing the Doc-Trak form 10 Lesson 3: The Doc-Trak form

27 Accessing the Doc-Trak form The Doc-Trak linked form is accessed from a Doc-Trak enabled SyteLine Form by: Clicking the Doc-Trak icon located on the toolbar Selecting Open Doc-Trak from the Actions menu On the Doc-Trak Linked form, the grid (left pane) displays the existing record, window, indirect or virtual attachments for the SyteLine module Doc-Trak is linked from. The appearance and behavior of the Doc-Trak Linked form is different for a Web Client. Refer to the Using web clients lesson for an explanation and illustration of these differences. Header information When the Doc-Trak linked form is initially displayed, all record, window, indirect and virtual attachments will be displayed. Module Fields - displays the SyteLine module the attachment applies too. Attachment Type Field - indicates the type of attachment. o Window (W) attachments display the SyteLine Module to which the attachment applies. Since window attachments apply to all records, the form will display the SyteLine Module and state it is for All records in that module. o Record (R) attachments will show the SyteLine Module and the data fields from the SyteLine database that identifies the unique SyteLine record to which the attachment applies. The module determines the necessary fields. Filter check boxes When the Doc-Trak linked form is initially opened, all attachment types are displayed for the record focused on. All the checkboxes will be checked in the upper right corner of the Doc-Trak linked form. To filter for a specific attachment type, such as record attachments, simply click the filter icon on the toolbar to activate the checkboxes for the various attachment types, deselect the attachment types that should not be included in the filter. Record attachments to specific records. Window - attachments on all records in the SyteLine module displayed. Indirect - attachments from a related area of SyteLine. Virtual record attachments created from a Virtual Rule. Indirect Virtual record attachments created from a Virtual Rule originating from a related area of SyteLine. The attachment type checkboxes are the only fields that can be filtered on in the Doc-Trak Linked form Attachment details Description A brief description of the attachment. Filename The full path & Filename. Browse button Opens Windows Explorer on your network. View In Shop-Trak Attachments on job, operation, material, item related forms can be defined to be viewed in the Shop-Trak Visual Dispatch. Obsolete checkbox Allows the attachment to be marked obsolete. With this check box enabled, the obsolete document will not print with any paperwork reports and it will not bundle with any Doc-Trak Form Output reports. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 11

28 Doc-Trak will log the user id and date/time the document was marked obsolete in the Doc- Trak Log. The Doc-Trak log is located in the Master Explorer/Doc-Trak/Utilities and is only accessible by a user with Doc-Trak MGR group authorizations. Form output bundle options Doc-Trak Form Output Bundle Options allow users to choose whether to have documents Bundle and/or Separately with the applicable SyteLine paperwork reports when the report is processed through Doc-Trak Form Output. Refer to the Doc-Trak form output section for more information about processing reports through Doc-Trak Form Output. Bundle check box allows a document to be bundled with the selected paperwork report(s). Bundling is available with the Estimate Response Form, Job Packet, Order Invoice/Credit Memo, Order Verification, Purchase Order, and RMA Verification. Only the reports applicable to the form will be displayed. Separate Attachment check box allows a document to be ed as a separate attachment with the applicable paperwork report(s). This allows an attachment to with the paperwork report(s) in its original file format. For example, when a drawing file needs to be ed as a.dwg rather than bundled with the paperwork report in.pdf format. The following explains the outcome of each selection. If the document is designated to Bundle the document is bundled into one PDF file with the paperwork report and the bundled PDF file will be archived/ ed/faxed/ printed according to the output method(s) defined on the Customer, Vendor or Doc-Trak Document Profile. If the document is designated to Separately the SyteLine report will be attached to the as a PDF (without the document), and the document will be a separate attachment in its original file format. The SyteLine report is archived/faxed/printed according to the output method(s) defined on the Customer, Vendor or Doc-Trak Document Profile. If the document is designated to Bundle and Separately the document will be bundled with the SyteLine report when archived/faxed/printed. The document will also be attached to the as a separate attachment in its original file format. The SyteLine report is ed as a separate document in PDF format. Buttons Open Pressing the Open button on the Doc-Trak Linked form, or double-clicking on the attachment, will open the attachment in its associated software. Explore opens Windows Explorer to the location of the file attachment. Print Prints the file to the users default Windows printer. The attachment must be a file in order to print. Doc-Trak utilizes the open and print capabilities of the associated software application for the attachment. If the software package doesn t have this capability the file will not print.). The appearance and behavior of the Doc-Trak Linked form is different for a Web Client. Refer to the Using web clients lesson for an explanation and illustration of these differences. Using the button from the Doc-Trak Linked form allows a user to select the attachments from the left pane (grid) individually, or use the Select All button from the options. o Toggle Select allows the user to select one record at a time by putting focus on the attachment in the left pane and clicking the toggle select button. A check mark will appear in the Select check box. o o Deselect All- removes the check mark in the select check box for all attachments. Select All places a check mark in all the select check boxes marking all attachments for Lesson 3: The Doc-Trak form

29 o Finish Opens MS Outlook and attaches any selected documents into the as file attachments. By clicking the finish button on the Doc-Trak form options, MS Outlook opens with the selected documents automatically as file attachments in the . When trying to an attachment where the user does not have permissions to open the file, an Access is denied message displayed and prevents the user from continuing. Bundle Allows the user to select the attachment(s) to bundle, from the grid of the Doc-Trak Linked form. The attachments are bundled into one PDF file. The PDF File is saved to the destination path specified. Drop File Here Allows the user to drag and drop a file or group of files onto the blue file folder icon. The Drop File Here icon only appears when a new record is being created. The attachment path and filename is automatically saved in the filename field. A description needs to be added prior to saving the record attachment. The Drop File Here icon no longer appears when focus is on a record attachment. It is only visible when focused on a new record. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 13

30 Lesson 4: Creating Doc-Trak attachments Estimated time 1 hour Learning objectives After completing this lesson, you will be able to: Topics Describe how to create Doc-Trak record attachments. Describe how to create Doc-Trak window attachments. Describe how to delete a Doc-Trak record and window attachment. Define file system and database virtual rules. Creating a Doc-Trak record attachment Creating a Doc-Trak window attachment Deleting a Doc-Trak record or window attachment Working with virtual rules 14 Lesson 4: Creating Doc-Trak attachments

31 Creating a Doc-Trak record attachment From a Doc-Trak enabled SyteLine Form, open the Doc-Trak form by: Clicking the Doc-Trak Icon Selecting Open Doc-Trak from the Action Menu In the following example, Doc-Trak was opened from the Customers Form. The Doc-Trak form displays Doc-Trak (Customers) (Linked) at the top of the form. When the Doc-Trak linked form opens, and no attachments exist for the record, the form opens as if NEW were selected and Record (R) is the default attachment type. Notice the Description and Filename fields are required fields for the attachment. If attachments existed for a record, they would be displayed in the grid at the left. There are several ways to make your record attachment: Doc-Trak Customers (Linked) form Click on the Browse Button and locate the document in Windows Explorer. Then click on your document and the filename field on the Doc-Trak linked form will be filled in automatically for you. A second way to make your record attachment is to manually type in the path and file name. It is important to use UNC paths (\\Your Servername\directory\...) when adding Doc-Trak attachments rather than drive mappings since drive mappings can be different from user to user. Click the save icon on the SyteLine toolbar to save your record attachment. A third way to make your record attachment is to drag and drop the file on the icon. Files can be dragged from Windows Explorer, MS Outlook or from the user s desktop. You would then click the save icon on the SyteLine toolbar to save your record attachment. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 15

32 The Drag Files Here icon no longer appear when focus is on a record attachment. It is only visible when focused on a new record. Below is an example of an attachment created to the Customer Module. It is a record attachment to Customer 2 Customer seq. 0. (Ship to). Notice Doc-Trak recognizes the file type for this attachment and displays a Thumbnail for the file type in the upper right corner of the form. Doc-Trak record attachment After closing the Doc-Trak Linked form and returning to the Customer form, the Doc-Trak icon displays a pushpin. This Pushpin indicates that a record attachment exists on this Customer Record. In the example below, the Company Mission Statement document is flagged to Bundle with the Order Verification Report when the Order Verification Report is processed through Doc-Trak Form Output. Once the report is processed, a single PDF file is created containing the Order Verification Report and the attachment. (See Doc-Trak Form Output Section for further information on bundling). 16 Lesson 4: Creating Doc-Trak attachments

33 Doc-Trak Customer Orders Linked form In the example below, the attachment is flagged to as a separate attachment within the Doc- Trak Form Output Bundle Options. When the Order Verification Report is processed through Doc-Trak Form Output and setup to automatically to the customer, the Order Verification report will be attached to the in PDF format and the document will be attached to the as a separate attachment in its original file format. (See Doc-Trak Form Output Section of this manual for further information on running reports through Doc-Trak Form Output). SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 17

34 18 Lesson 4: Creating Doc-Trak attachments Doc-Trak attachment

35 Creating a Doc-Trak window attachment From a Doc-Trak enabled SyteLine Form, open the Doc-Trak form by: Clicking the Doc-Trak Icon Selecting Open Doc-Trak from the Actions Menu In the following example, the Doc-Trak linked form was opened from the Customers form. The Doc- Trak form displays this information at the top of the form Doc-Trak (Customers) (Linked). When the Doc-Trak linked form opens, and no attachments exist for the record, the form opens as if NEW were selected and Record (R) is the default attachment type. To create a Window attachment, click the drop down box on the Attachment Type field and change the attachment type from Record (R) to Window (W). Notice the Description and Filename fields are required fields for the attachment. There are several ways to add a Window attachment: Doc-Trak (Linked) Customers form Click on the Browse Button and locate the document in Windows Explorer. Then click on your document and the filename field on the Doc-Trak linked form will be filled in automatically for you. A second way to make your record attachment is to manually type in the path and file name. It is important to use UNC paths (\\Your Servername\directory\...) when make Doc-Trak attachments because drive mappings are not always the same from user to user. A third way to make your record attachment is to drag and drop the file on the icon. Files can be dragged from Windows Explorer, MS Outlook or from the user s desktop. Click the save icon on the SyteLine toolbar to save your record attachment. After closing the Doc-Trak Linked form and returning to the Customer form, the Doc-Trak icon displays a yellow sheet of lined paper. The Yellow, Lined Paper Icon indicates a window attachment exists on all customer records. If a Record and Window attachment exist for a SyteLine record, the Doc-Trak icon will display both the yellow, lined paper icon with a push pin. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 19

36 Deleting a Doc-Trak record or window attachment To delete a Doc-Trak record attachment, open the appropriate SyteLine form where the attachment exists. Focus on the appropriate record and then click on the Doc-Trak Icon (or Actions Menu\Doc- Trak) to open the Doc-Trak Linked Form. Click on the appropriate attachment in the grid view. Then click the Delete Icon on the SyteLine toolbar. You must save in order for the record to be permanently deleted. The same steps can be performed to delete a Window attachment. The only difference is you can focus on any record on the SyteLine form since the attachment is on all records. 20 Lesson 4: Creating Doc-Trak attachments

37 Working with virtual rules There are two types of Virtual Rules, File System and Database. Creating file system virtual rule attachments This workbook gives an overview of a how a file system virtual attachment is created. Details of the capabilities of a virtual rule, as well as how to setup and maintain a virtual rule are documented in the Doc-Trak Product Manual. Virtual rules are typically setup by a system administrator. Virtual attachments are created by setting up a Virtual Rule. The rule contains criterion set forth in the filename field in order to find the attachment. Virtual attachments are record type attachments. File system virtual rules File System Virtual rules use a field name variable from the SyteLine module and that variable is used within the document (file) name. The attachments that meet the criterion set forth in the filename will be displayed on the Linked Doc-Trak form. Virtual rules can utilize smart naming conventions already found on your server as well as field name selections for the specific module. The asterisk (*) is the symbol for a wildcard that can be used within a Virtual Rule s filename. Attaching a File Folder to a Doc-Trak window/module, will allow the folder to be opened via Windows Explorer giving the user access to all the documents within that folder The Doc-Trak Virtual Rules form is found under the Doc-Trak/Files Folder from the SyteLine Master Explorer. Not all users have permissions to see this form. The Virtual Rule form is found under the Doc-Trak\Files folder from the SyteLine Master Explorer. Not all users have permissions to see this form. Users must have MGR-Doc-Trak authorization. Doc-Trak virtual rules form for the file system type Not all users have access to the Doc-Trak Virtual Rules Form for the File System type virtual rule. A user must have MGR-Doc-Trak Group authorization in order to access this form. Typically a system administrator will setup virtual rules. For a detailed explanation of this form, refer to the Doc-Trak Product Manual. Creating a file system virtual rule to a file The screen shot below is an example of a File System Virtual Rule setup on the Item Module. The File Name field is the search criterion to find the document attachment. In this example, the field variable <item> from the Items table is the criterion for the document name with a.dwg file extension. The following page displays the results on the Doc-Trak (Items) Linked form. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 21

38 File system virtual rule Results of the file system virtual rule By Opening the Items form in SyteLine and clicking on the Doc-Trak Icon to open the Doc-Trak (items) (Linked) form, the FA dwg file is now attached to the FA item in Item Maintenance. This attachment was automatically created because of the Virtual rule criterion and the naming convention used on the file. Creating a file system virtual rule to a folder A File System virtual rule can be created to a folder using similar criterion. By defining a file folder in the rule, it allows the folder to be opened via Windows Explorer giving the user access to all the documents within the folder. Database virtual rules This workbook gives an overview of a database virtual rule. Details of the capabilities of a database virtual rule, as well as how to setup and maintain it, are documented in the Doc-Trak Product Manual. Virtual rules are typically setup by a system administrator. Virtual attachments are created by setting up a Virtual Rule. The rule contains criterion set forth in the filename field in order to find the attachment. There are two types of Virtual Rules. The two types are File System and Database. Virtual attachments are record type attachments. Database Virtual Rules use custom SQL stored procedures to query SharePoint Database documents. Adding a Database Virtual rule will create virtual attachments, viewable on the linked Doc-Trak form, for all documents retrieved by the query. When a user clicks on the Doc-Trak icon from a Doc-Trak enabled SyteLine form, the SQL stored procedure will execute and retrieve the appropriate SharePoint path and display them on the Doc-Trak Linked form. Database Virtual rules can be run against multiple SharePoint Databases. Database Virtual rules pass multiple parameters to the custom SQL stored procedure based on the current record the user is linked to in SyteLine. The parameters are fields from the linked SyteLine table. Also available, are a list of functions that can be passed as parameters to the custom SQL stored procedure. The Virtual Rule form is found under the Doc-Trak/Files Folder from the SyteLine Master Explorer. Not all users have permissions to see this form. For information on setting up Database Virtual Rules, please refer to the Doc-Trak Product Manual. Disclaimer for database virtual rules The Doc-Trak functionality to allow attachments from a SharePoint server is highly technical. Network setup and programming knowledge are required to write the necessary stored procedures. Training and assistance with setting parameters, writing stored procedures and creating Database Virtual Rules is available from The Lake Companies Professional Services Group. These services are chargeable implementation assistance and require 5-7 business days advanced notice to schedule the appropriate resources. Deleting a file system or database virtual rule In order to delete a Virtual attachment, the virtual rule needs to be deleted. The Virtual Rule Form is found under the Doc-Trak/Files folder within the SyteLine Master Explorer. Focus on the rule to be deleted and click the Delete Icon on the SyteLine toolbar. You must save in order for the record to be permanently deleted. 22 Lesson 4: Creating Doc-Trak attachments

39 SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 23

40 Lesson 5: Viewing and distributing Doc-Trak attachments Estimated time 1 hour Learning objectives After completing this lesson, you will be able to: Topics Describe how to set the Doc-Trak attachment indicator. Explain attachment association. Describe how to open and print Doc-Trak attachments. Identify the types of attachment security levels. Describe how to attachments from the Doc-Trak form. Describe how to bundle attachments from the Doc-Trak form. Explain how the Doc-Trak form automatically refreshes. Setting the Doc-Trak attachment indicator Attachment association Opening and printing Doc-Trak attachments Attachment security levels ing attachments from the Doc-Trak form Bundling attachments from the Doc-Trak form Automatically refreshing the Doc-Trak form 24 Lesson 5: Viewing and distributing Doc-Trak attachments

41 Setting the Doc-Trak attachment indicator Doc-Trak allows a user to turn on/off the Doc-Trak icon indicator (pushpin) for Indirect and Virtual attachments. The green checkmark icon means that the Doc-Trak icon indicator will be displayed on the Doc-Trak attachment icon for Indirect and Virtual attachments while a user navigates through the SyteLine records. If a user does not want the indicator to display, simply click on the icon to switch it off, represented by the red X icon. When the user navigates through SyteLine records, Doc-Trak will ignore updating the attachment icon with the indicator for Indirect and Virtual attachments. This feature can improve system performance when a user navigates through SyteLine records. Direct attachments will always display the icon indicator. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 25

42 Attachment association The table below shows how Doc-Trak attachments created in one module of SyteLine, can be seen in related modules of SyteLine automatically. On the Doc-Trak Linked form these attachments are referred to as indirect attachments. For example: An attachment made to a Customer will also be seen or is visible on the Customer Order for that Customer as an indirect attachment. The table below shows all the associations automatically created by Doc-Trak. Notice when an attachment originates on a Customer record, that same attachment will also be visible on A/R Post, CO History, Estimate, Job, CO Ship To, Customer Item Xref, Customer Log, and RMA as an indirect attachment. 26 Lesson 5: Viewing and distributing Doc-Trak attachments

43 SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 27

44 Opening and printing Doc-Trak attachments Doc-Trak will open and print the attachments in the application determined by the file extension. For example, a.doc file will open with Microsoft Word. An.xls file will open with Microsoft Excel. Where the attachment is a directory, Windows Explorer will open with the path and the directory contents can be quickly viewed. Where the attachment is a website, Internet explorer will open to the specific site. Where the attachment is located in a SharePoint database, the user may be prompted by the browser to Save the file prior to opening it. This is not controlled by Doc-Trak. The browser used by the client determines this behavior. For example, Internet Explorer may prompt a user to Save a file. After the file is saved on the user s local workstation, the user is given the option to Open the file. 28 Lesson 5: Viewing and distributing Doc-Trak attachments

45 Attachment security levels File system security When the attachment exists on a network file system the Operating System Security is utilized with Doc-Trak when using the Browse, Open, Explore, Print and buttons on the Doc-Trak Linked Form. Doc-Trak enforces two levels of security. The first is the user security that is setup within SyteLine. The user must have permissions to access the SyteLine form in order to open the Linked Doc-Trak form. The second level is the folder and file level security established in Windows. If a user or group of users is denied access to a folder, provided Read-Only access for example, then Doc-Trak will allow access accordingly. SharePoint security When the attachment exists on a SharePoint database the user needs to be a user in the SharePoint database and have Read permissions or the user can be part of the Visitors group (which also gives them read permission). Various errors may display if a user does not have the proper permissions to a file or if the file no longer exists in the location specified on the Doc-Trak Linked form. The file may have been moved to different network location. If the user chooses to view or print a document that is no longer at the location specified within Doc- Trak, a message will appear alerting the user. Notify your System Administrator if you need access to file or if a file no longer exists. Your System Administrator determines the Operating System security and the location of files. If documents reside on a SharePoint database, the user may see security errors such as: The Http required is unauthorized with client authentication scheme Ntlm. The authentication header received from the server was NTLM - this error indicates the user credentials entered, were invalid. The remote server returned an error (401) Unauthorized This error indicates the user does not have access to upload a document to the specified SharePoint Document Library. Notify your System Administrator if you need access to a file within SharePoint. Your System Administrator determines the SharePoint security and user access. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 29

46 ing attachments from the Doc-Trak form Clicking the button from the Doc-Trak form allows a user to select the attachments from the left pane (grid) individually, or use the Select All button from the options. Toggle Select allows the user to select one record at a time by putting focus on the attachment in the left pane and clicking the toggle select button. A check mark will appear in the Select check box. Deselect All- removes the check mark in the select check box for all attachments. Select All places a check mark in all the select check boxes marking all attachments for . Finish Opens MS Outlook and attaches any selected documents into the as file attachments. Clicking Finish opens Outlook with the selected documents automatically inserted into the . When trying to an attachment where the user does not have permissions to open the file, an Access is denied message is displayed and prevents the user from continuing. 30 Lesson 5: Viewing and distributing Doc-Trak attachments

47 Bundling attachments from the Doc-Trak form Bundling allows the user to select the attachments to bundle from the grid of the Doc-Trak Linked form. The attachments are bundled into one PDF file. The PDF File is saved to the destination path specified. For example, an Invoice, Packing Slip and Order Verification can be bundled together and saved to: C:\Doc-Trak\2013\Cust_24\OV_159INV_64PackingSlip.pdf Below is an example of the bundled document opened in Adobe Reader. Bundled document SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 31

48 Automatically refreshing the Doc-Trak form The Doc-Trak linked form will refresh when a user changes focus from one record to another in SyteLine. For example, when a user is focused on Customer 1 and opens the Doc-Trak linked form, the attachments for customer number 1 are displayed. If the user goes back to the Customer form and changes focus to Customer 2, the Doc-Trak Linked form is refreshed with the attachments for Customer number 2. The Doc-Trak linked form does not need to be re-opened in order to retrieve the attachments when the focus changes to a new record. It changes dynamically as the user views each parent form record. 32 Lesson 5: Viewing and distributing Doc-Trak attachments

49 Lesson 6: Using Doc-Trak form output Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Describe the Doc-Trak Form Output functionality. Describe how to print SyteLine reports with Doc-Trak Form Output. Describe how to bundle SyteLine reports with Doc-Trak attachments Describe how to print SyteLine reports without Doc-Trak bundling. Topics Doc-Trak Form Output overview Printing SyteLine reports with Doc-Trak Form Output Bundling SyteLine reports SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 33

50 Doc-Trak Form Output overview Doc-Trak Form Output allows SyteLine reports to be automatically ed, faxed, and/or printed. The SyteLine report can be attached back to the appropriate record in SyteLine where it can be viewed electronically at any time. This option needs to be defined on the Doc-Trak Form Output configuration by your System Administrator. A copy of the report is automatically archived (saved) on your network to a directory predefined by your System Administrator as part of the Doc-Trak Form Output Configuration. The following SyteLine Reports are available with this functionality of Doc-Trak: Accounts Receivable invoice Bill of Lading Builder Purchase Order Change Orders Consolidated Invoice** Customer Order invoice/ Credit Memo Customer Statements Estimate Response Forms** Job Packet** Order Verifications** Packing Slip Post Project Invoice Milestones Price Adjustment Invoice Print Delivery Order Packing Slip Project Invoice Project Packing Slip Purchase Orders** Purchase Order Requisition** Purchase Order Change Orders RMA Credit Memo RMA Verification** Quotation Response Form Report (Lake Companies Re-sellable) Service Order Estimate (Infor Field Service) SRO (Service Repair Order) Invoice (Infor Field Service) Vendor Voucher Debit Memo The availability of the Doc-Trak Form Output setup features require set up and configuration of the following forms. These forms are setup by your System Administrator. Doc-Trak Parameters Doc-Trak Form Output Profile for each report Customer, Vendor, or Doc-Trak Document Profiles Doc-Trak Polling 34 Lesson 6: Using Doc-Trak form output

51 Doc-Trak Form Output flowchart Doc-Trak Form Output flowchart SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 35

52 Printing SyteLine reports with Doc-Trak Form Output When a System Administrator has Doc-Trak Form Output enabled for one of the applicable reports, you will notice the PRINT button at the bottom of the report form says Print Doc-Trak. With the report enabled for Doc-Trak Form Output, the report will , fax, or print the report depending on how your System Administrator has the report defined in the Doc-Trak Form Output configuration. The report can also be attached back to SyteLine and an archived copy will be saved on the network or to a SharePoint Database. The location of the saved file is determined by your System Administrator. If one of the listed Doc-Trak Form Output reports is not Doc-Trak enabled, you will notice the print button simply says PRINT which indicates it is printing through SyteLine not through Doc-Trak Form Output. In this case, the report will print to the printer your System Administrator has assigned for your report as defined on the Report Options form in SyteLine. 36 Lesson 6: Using Doc-Trak form output

53 Bundling SyteLine reports Bundling SyteLine reports with Doc-Trak attachments Doc-Trak Form Output allows for the ability to bundle the SyteLine Reports with Doc-Trak record/window/virtual attachments into one PDF file. Within this PDF file, the SyteLine report will be displayed first, followed by the Doc-Trak attachments. Bundling is available with the following SyteLine paperwork reports: Order Verification Report Purchase Order Report Estimate Response Form Report Job Packet Report RMA Verification Customer Order Invoice/Credit Memo When any of these reports are enabled through Doc-Trak Form Output, a Print with Attachments check box will display next to the Print Doc-Trak button. With this check box selected, Doc-Trak attachments associated with the report type will be bundled with the SyteLine report into one PDF file. This bundled file can be ed, faxed, or printed automatically if defined to do so (typically by your System Administrator) within the Doc-Trak Form Output Profile configuration. The only exception is Job Packet which can be bundled and printed but does not allow or fax. The bundled report can be attached back to the source record in SyteLine if this option is specified in the Doc-Trak Form Output configuration. See your System Administrator to find out if this option is defined. Below is an example of a Doc-Trak bundled report. The SyteLine Order Verification, a Terms & Condition document, and an MSWord document were bundled into one PDF file. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 37

54 Doc-Trak bundled report The PDF file name is determined by the System Administrator when setting up the Doc-Trak Form Output Profile configuration. In this configuration, the System Administrator can use fields from the database table and function data as part of the file naming criterion. The table below lists the areas in SyteLine Doc-Trak will search for attachments to include with the various paperwork reports. Reports Doc-Trak searches for attachments SyteLine reports without Doc-Trak bundling If a SyteLine paperwork report (Order Verification, Estimate Response form report, Purchase Order Report, Builder Purchase Order Report, RMA Verification or Job Packet Report Customer Order Invoice/Credit Memo) is not Enabled on the Doc-Trak Form Output Profile, the paperwork report will display a Print Doc-Trak Attachments Button rather than the Print Doc-Trak Attachments checkbox. In this case, the paperwork report will be printed when the Print button is selected. The Doc-Trak attachments will be printed when the Print Doc-Trak Attachments button is selected and the desired attachments are selected for printing from the Print Doc-Trak Attachments Modal form. No bundling will occur. Printing of the paperwork report and the Doc-Trak attachments are two separate steps. For Web Clients, the Print Doc-Trak Attachments button is not applicable. Web Clients will not see this button. The Print Doc-Trak Attachments Modal form allows the User to Select the Doc-Trak attachments they want to print. The user can select attachments individually using the following check boxes. Select All - places a check mark in all the Select checkboxes next to the attachment. At this point, if the print button is chosen all the attachments will be printed. Unselect All removes all check marks in the Select checkbox. 38 Lesson 6: Using Doc-Trak form output

55 Cancel closes the Print Doc-Trak Attachment Modal form and brings the user back to the SyteLine report form. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 39

56 Lesson 7: Doc-Trak scanning Estimated time 1 hour Learning objectives After completing this lesson, you will be able to: Identify the different types of Doc-Trak saving rules. Describe how to set up Doc-Trak document saving rules. Describe how to use scanning rules, Windows rules, and mass scanning rules to save Doc- Trak documents. Describe how to open and use the Doc-Trak Mass Scanning form. Describe how to use Doc-Trak to mass scan to SharePoint. Describe how to use Doc-Trak to mass scan with SyteLine activities. Describe how to use the Doc-Trak Scanner Device Profiles and Scanning Options forms. Topics Overview of Doc-Trak saving rules Setting up Doc-Trak document saving rules Using rules to save Doc-Trak documents Using the Doc-Trak Mass Scanning form Doc-Trak mass scanning to SharePoint Doc-Trak mass scanning with SyteLine activities Doc-Trak scanner device profiles Doc-Trak user scanning options 40 Lesson 7: Doc-Trak scanning

57 Overview of Doc-Trak saving rules Doc-Trak allows scanning of documents into digital images that can be saved to a predefined path and filename using Doc-Trak Document Saving Rules. Doc-Trak also allows users to Drag & Drop single or multiple documents and have the documents saved to a predefined path and filename using Doc-Trak Document Saving Rules. When scanning or dragging & dropping the document, Doc-Trak can also automatically attach the document back to the source record in SyteLine, automatically , fax and or print the document as well as bundle it with SyteLine paperwork reports. Your System Administrator defines the Doc-Trak Document Saving rules. There are two types of rules. Scan Rules Windows Rules Mass Scanning rules Scan rules Scan rules allow users to Scan documents into digital images and store those images to a predefined path and filename on the network or a SharePoint Database. Windows rules Windows rules allow users to drag & drop a single document or multiple documents from the user s desktop, Microsoft Outlook or Windows Explorer and have the file saved to a predefined path and filename on the network file system or a SharePoint Database. When multiple files are dragged and dropped, Doc-Trak will add a padded sequence to the file name. Mass scanning rules Doc-Trak Mass Scanning allows users to scan a stack of documents and use barcode recognition to associate the images to a specific record in SyteLine. The documents will be archived to a predefined smart path and filename to a file system or SharePoint database using a mass scanning rule. The documents will be automatically attached to the appropriate record(s) in SyteLine and can be designated to bundle with applicable SyteLine paperwork reports. If barcode recognition is not used the images can be manually matched to the appropriate SyteLine record within Doc-Trak mass scanning. Doc-Trak Document Saving Rules also allow an administrator to choose between two Archive Locations. File System Saves the document on a network file server. Database Saves the document on a SharePoint Database. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 41

58 Setting up Doc-Trak document saving rules Doc-Trak uses Document Saving Rules to determine where in SyteLine documents need to be saved, and what kind of documents can be saved against the specific form. The Document Saving rules define the path and filename for the documents that are scanned or dragged and dropped (depending on the rule type). Doc-Trak allows the setup of a path/filename that can use one or more fields from the associated table as well as specific functions such as; Calendar Year, Date, Time, User Initials, etc. If the folder(s) defined in the path don t exist, Doc-Trak will create the folder(s) automatically. If a file with the same file name exists, the user will be prompted with the option to cancel or overwrite the existing file. Doc-Trak Document Saving Rules can be setup to save the document to a network file system or to a SharePoint Database. Doc-Trak Document Saving Rules can be restricted to certain users and SyteLine Modules Documents saved by Doc-Trak Document Saving rules can be defined to bundle into a pdf format with certain SyteLine paperwork reports. These documents can also be ed automatically as a separate attachment in the original file format. These options are defined on the Attach Options tab of the rule Doc-Trak Document Saving Rules need to be determined and setup before scanning or dragging and dropping of documents can occur. Typically, a System Administrator will setup these rules. Use the Doc-Trak Document Saving Rules Form to set up documents saving rules. 42 Lesson 7: Doc-Trak scanning

59 Using rules to save Doc-Trak documents Using a scanning rule to save Doc-Trak documents The following is an example of Scan type Doc-Trak Document Saving Rule. The Customer PO ( ) is for Customer 24, Customer Order 159. The user opens the Customer Orders Form and clicks on the Scan/Save Doc-Trak Attachment Icon on the toolbar to initiate the scanning of their document to the Customer Orders form. If more than one rule exists for the CO module, the user will see the Doc-Trak Document Saving Rule Select (Modal) form open. The user needs to select the appropriate rule for the document they are scanning. Once the rule is selected the Doc-Trak Document Saving (Modal) is displayed. It displays the File Path and Filename. Notice the field and function tags have been replaced with the actual data from the CO table. The document scanned is for Customer 24. The Customer PO number is , at 07/02/2013 6:11 p.m. When the function <<Time>> is used in the document saving rule, it will consist of HH:MM:SS (seconds are in milliseconds). The file path and filename can be displayed if the document saving rule has the show filename s path is enabled on the Doc-Trak Document Saving Rule form for the rule. Using a Windows rule to save Doc-Trak documents A Windows type saving rule allows users to drag and drop a document from their desktop, MS Outlook or Windows Explorer. For example, suppose shipping instructions were sent from Customer 24 for Customer Order 159. The shipping notes were saved on the network file system when received from the customer. Customer Service wants the shipping notes attached to the order. The user opens the Customer Orders Form and clicks on the Scan/Save Doc-Trak Attachment Icon on the toolbar to initiate the Windows saving rule. If more than one rule exists for the CO module, the user will see the Doc-Trak Document Saving Rule Select (Modal) form open. The user needs to select the appropriate rule for the document they are scanning and click Next. Once the rule is selected the Doc-Trak Document Saving (Modal) is displayed. It displays the File Path and Filename. Notice the field and function tags have been replaced with the actual data from the CO table. The Blue folder Icon on this form is the target spot the user will drag and drop their document(s) into. In this example, the document is being dragged from Windows Explorer. Documents can be dragged and dropped from a User s Desktop or MS Outlook as well. Using a mass scanning rule to save Doc-Trak documents Doc-Trak Mass Scanning allows users to scan a stack of documents and use barcode recognition to associate the images to a specific record in SyteLine. If barcode recognition is not used the images can be manually matched to the SyteLine record through Doc-Trak mass scanning. Mass Scanning rules can be defined for any Doc-Trak enabled SyteLine module. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 43

60 Similar to other Doc-Trak rules, mass scanning rules archive the image to a predefined smart path and filename on a file system or SharePoint database. The image can be automatically attached back to the source records in SyteLine as well as bundled with applicable SyteLine paperwork reports. Some examples for using a Mass Scanning rule might be but not limited to: Mass scanning a stack of job traveller reports after routing the report through the shop floor during job processing and attaching the report back to the job order. Mass scanning a stack of customer order packing slips and attaching them back to the customer Order. Mass scanning a stack of vendor packing slips and attaching them back to the purchase order. Mass scanning vendor invoices. Mass scanning bills of lading and attaching them back to customer order. Mass scanning certificates of origin. Mass scanning material certifications. Doc-Trak Mass Scanning allows scanning of image files only. (.bmp,.emf,.exif,.gif,.ico,.jpeg,.jpg,.png,.tiff,.wmf) For example, a Job Traveller report might be a document that is routed through the shop floor while a job is being processed. Hand written notations might be made on the report. These reports might be set aside and mass scanned at a later time so the hand written notes are preserved with the job order. 44 Lesson 7: Doc-Trak scanning

61 Using the Doc-Trak Mass Scanning form Opening Doc-Trak mass scanning Doc-Trak Mass Scanning can be opened from within SyteLine or as a Click Once client outside of SyteLine. When Mass Scanning opens from within SyteLine, the User will be prompted to select a Mass Scan Rule and click Next. Opening Mass Scanning as a Click Once client presents a login screen prior to the Select Mass Scan Rule Screen. Users utilizing Doc-Trak Mass Scanning as a Click Once client need a SyteLine user id to log into Doc-Trak Mass Scanning. They do not consume a SyteLine license. Once the Doc-Trak Mass Scanning Rule has been selected, the Doc-Trak Mass scanning form is opened. The next section describes the Doc-Trak Mass Scanning form. The following table displays various fields on the Doc-Trak Mass Scanning form and provides a brief description of each. Field Description Doc-Trak Mass Scanning Panel Rule Information Stack ID Description Attach Displays the Stack ID for the Mass Scanning rule as defined on the Doc-Trak Document Saving Rules form. Displays the Mass Scanning rule description as defined on the Doc-Trak Document Saving Rules form. Display whether the Attach Document checkbox has been enabled for the Mass Scanning rule on the Doc-Trak Document Saving Rules form. Filename Displays the archive filename that will be used to store the scanned images for the Mass Scan rule as defined on the Doc-Trak Document Saving Rules form. Barcode Displays whether the Use Barcode checkbox has been enabled on the Mass Scanning Rules form. Select Mass Scan Rule Scanner Displays the mass scan rule list and allows the User to select a mass scan rule. Displays local and network scanner(s) that are available to use. Scan Stack Selecting this button starts the scanning of the documents from the scanner and brings the images into the Doc-Trak Mass Scanning form. Cancel Scan Stack Allows the User to cancel the scanning of documents. Doc-Trak Mass Scanning List View - displays an image status bar list of each image scanned using a color scheme to identify the status of the image. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 45

62 Field Image Statuses Evaluate Unmatched Description Matched (Green) the image is matched to a specific SyteLine record. The SyteLine record (Job is identified on the green image status bar. Unmatched (Red) the image is not matched to a specific SyteLine record. Stack ID Not Found and the Doc-Trak Mass Scanning rule description (as defined on the Doc-Trak Document Saving Rules form) is displayed on the red image status bar. Evaluates the unmatched images in Doc-Trak Mass Scanning. Unmatched Image Status Bar Buttons Assign Button Match With Upper button Allows the User to manually assign the image to the SyteLine record. Once the record is assigned the image status bar changes to green. Assigns the image to the same SyteLine record as the image above it. Once the image is matched the image status bar changes to green. Using the same Job Traveller rule from the previous example, double clicking on the image status bar will open the image in the image viewer (Job Traveller for Job 133-0). Clicking the Assign button allows the User to assign this image to a job-suffix. Once the image is assigned and matched to a SyteLine record the image status bar changes to green. Match With Lower button Assigns the image to the same SyteLine record as the image below it. Once the image is matched the image status bar changes to green. Note: The Match All With Upper and Match All with Lower buttons located on the Doc-Trak Mass Scanning Panel perform the same functions as the buttons on the Image Status Bar. Doc-Trak Mass Scanning Panel Image counts (from the List View) All Images Last Scan Images displays the number of images scanned into Doc-Trak Mass Scanning Unmatched displays the number of unmatched images scanned into Doc- Trak Mass Scanning. Deleted displays the number of images deleted from this session of Doc- Trak Mass Scanning. Images - displays the number of images scanned during the last scan. Group Doc-Trak Mass Scanning Group View Groups number of key value records in the scan. In the example above, the scan was done of the job traveller for job orders. There were 10 jobs (groups) in the scan. Pages number of pages are not displayed on the LIST view. It is displayed on the GROUP view which is discussed on the following page. Displays a tree view of the scanned images on the left panel. The center panel displays the images for the tree view group the User is focused on. In the example below, the focus is on the unmatched group images. The square box next to the group name will display a solid color when focus 46 Lesson 7: Doc-Trak scanning

63 Field Description is on that group. Unmatched group displays a solid black box Matched groups display a solid green box Deleted images appear in the solid black box with X through it. Zoom Users can zoom in on an image by utilizing the zoom bar. Opening an image from the Group view Double clicking on an image in the Group View opens the image in the Image Viewer. Docking the Image Viewer within the Doc-Trak Mass Scanning form The User can dock the image viewer to the right or left side of the Doc-Trak Mass Scanning form by dragging the image viewer to the outside edge of the form. Matching images from the Group view Users can match images from the group view by dragging and dropping the image from the center panel to the appropriate group in the left tree view panel. Users can also match images using the Match All With Upper or Match All With Lower buttons from the Doc-Trak Mass Scanning panel. The Barcode Recognition Area Icon on the image viewer, displays a RED box indicating where the barcode measurements is locating the barcode based on the current measurements defined on the Doc-Trak Document Saving Rule compared to where the real barcode is located. The Barcode Information icon displays the measurements in pixels for the location of the actual barcode. These measurements can be used to update the Doc-Trak Document Saving Rule-Barcode tab. The barcode recognition area icon and barcode information icon are tools to aid administrators with defining the measurements and location of a barcode on a Doc-Trak Mass Scanning rule. While this is a helpful tool the barcode recognition algorithm doesn t always read and/or recognize a barcode. Using the barcode recognition area icon may display that it found the barcode within the recognition area but the image could still come into Doc-Trak Mass Scanning unmatched for some images and not others. When this occurs, these images will need to be matched manually. When applying a barcode label to a report be sure to place labels on a text free area of the document and do not place one label over the top of another label. The text or layered labels can bleed through which causes issues reading and recognizing a barcode properly. Reordering and moving images Images can be reordered by dragging and dropping them within the center panel of the Doc-Trak Mass Scanning form. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 47

64 Changing image orientation Image orientation can be changed for multiple images using the Control Keys. Focus on one of the images, then hold down the Control key while selecting A. This will select all the images. Then select an image Edit from the menu and select Rotate Left or Rotate Right. A user can also select one image at a time and rotate it by right clicking on the image and selecting rotate right or rotate left. Or putting focus on the image and selecting the rotate icons at the bottom of the form. Deleting images from Doc-Trak mass scanning List View Images can be deleted from the List view by clicking the X icon at the end of the image status bar. Images can be deleted from the Group view: o By focusing on the image > Right Click Delete. o By focusing on the image and selecting Edit > Delete Selected from the menu. o By focusing on the image then drag and drop the image to the Delete group. Commit Matched commits the matched images and saves the images to the archive location defined on the Doc-Trak Document Saving rule. 48 Lesson 7: Doc-Trak scanning

65 Doc-Trak mass scanning to SharePoint If the images are being saved to a SharePoint database and the Doc-Trak Document Saving Rule has the Use Default Credentials parameter disabled, the user will be prompted for their SharePoint Database login credentials at the time they commit the scanned images. For example, a Mass Scanning Doc-Trak Document Saving Rule has been set up to save the images to a SharePoint Database with the Use Default Credentials disabled. When the User selects the Commit Matched button in Doc-Trak Mass Scanning the User is prompted to enter their SharePoint login credentials. If the User makes a mistake entering their credentials an Error Archiving to SharePoint message will appear. After clicking OK, Doc-Trak Mass Scanning will inform the user the scanned images failed to commit. Clicking OK clears the users SharePoint credentials and at this point the user can try committing their matched images again by selecting Commit Matched on the Doc-Trak Mass Scanning form. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 49

66 Doc-Trak mass scanning with SyteLine activities Doc-Trak Mass Scanning can be used during the SyteLine Purchase Order Receiving activity and the Generate A/P Transactions activity. Doc-Trak Mass Scanning with Purchase Order Receiving allows companies to scan documents associated with the purchase order during the Purchase Order Receiving activity. Documents such as Vendor Packing Slips can be scanned at receiving and associated to the purchase order. The images are saved to a smart path and filename defined on the Doc-Trak Document Saving Rule and archived to a file system or SharePoint database. The scanned images can be attached back to the source record (purchase order) in SyteLine. During purchase order receiving, lot and serial tracked purchase order items may have documents that need to be scanned during the receiving activity. Doc-Trak will display lot and serial mass scan rules that are defined for the PO Receiving Activity and allow users to scan documents that need to be saved to the lot or serial table for the item, such as Material Certification documents. The Doc-Trak Mass Scanning Rule for purchase order receiving can be defined to move the scanned documents forward to Generate A/P Transactions if desired. This allows the scanned image, such as the vendor packing slip, to be associated with the voucher in A/P Posted Transactions Detail. Doc-Trak Mass Scanning with Generate A/P Transactions allows companies to scan documents during the Generate A/P Transactions activity. Documents such as a vendor invoice can be scanned prior to generating the vendor voucher. The scanned image is held in a temporary location until the voucher is generated. Once the voucher is generated the documents scanned are linked to and viewable on the voucher in A/P Vouchers and Adjustments. Once the voucher is posted the documents are linked to A/P Posted Transactions and attached to the voucher. In the end, the User would be able to view the vendor packing slip, vendor invoice and the voucher in one area of the SyteLine, the A/P Posted Transaction Detail. Doc-Trak Mass Scanning during purchase order receiving Demo: Perform Doc-Trak mass scanning during purchase order receiving Your instructor will demonstrate how to perform Doc-Trak mass scanning during purchase order receiving. Exercise 7.1: Perform Doc-Trak mass scanning during purchase order receiving In this exercise, you will perform Doc-Trak mass scanning during purchase order receiving. To illustrate Doc-Trak Mass Scanning with Purchase Order Receiving we will perform receiving on the following Vendors and Purchase Orders: 50 Lesson 7: Doc-Trak scanning

67 Vendor Number Vendor Name Purchase Order 6 Cromax Metals 70 1 Bicycle Parts Company Brunswick Hardware 92 The documents scanned in this illustration will be: Purchase Order with hand written notes Vendor Packing Slips Material Certification The Doc-Trak Document Saving Rule to the Purchase Order form with a Scan To activity has been defined. The next step is to move on to purchase order receiving. Exercise steps Open the Purchase Order Receiving Form. Select the PO or Vendor to perform receiving on. Select the purchase order lines to receive. Then select the Receive w/docs button. In this exercise, Vendor 6, purchase order 70, purchase order lines 1, have been selected with a receive qty of LB. When the Receive w/docs button is selected, the standard SyteLine message appears stating the PO Receiving transaction was posted. Click OK. Doc-Trak Mass Scanning starts and the Select Mass Scan Rule form is opened. Select the appropriate rule and click OK. Since Doc-Trak Mass Scanning is automatically started during the purchase order receiving activity, an error can occur if the User has Doc-Trak Mass Scanning already open. If this occurs, the User needs to close the previously opened session and use the session opened by Purchase Order receiving. The session opened by purchase order receiving will display the rule information. Once the Doc-Trak mass scanning rule is selected, the Doc-Trak Mass Scanning form is opened in a separate window. Depending on company procedure there are a couple ways a user can perform their receiving and scanning: o o The User can receive a purchase order and then scan their documents for that particular purchase order. The User can scan their documents after all desired purchase orders have been received. For this illustration, we will receive all the Purchase Orders and then scan our documents. In this exercise, Purchase order 74 for Vendor 1 is being received for purchase order lines 1, 2, and 3 with a qty of 5, 5, and 10. Again, the standard SyteLine message displays indicating the purchase order transaction was posted. Click OK. Next, purchase order 92, line 1 for a quantity of 3 for Vendor 7 is received. Again, the standard SyteLine message displays indicating the purchase order transaction was posted. 10. Click OK. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 51

68 If Auto Voucher is enabled for a vendor, Doc-Trak Mass Scanning will still open automatically during purchase order receiving and the user will still have the opportunity to Mass Scan documents to the purchase order(s) for the auto voucher vendor. Once the scanned documents are committed they will be saved to the archive directory defined on the Doc-Trak Document Saving rule. The scanned documents will be associated to the voucher and moved directly to the vouchers and adjustments form. 11. Once all the desired purchase orders have been received the User can mass scan the documents associated to the purchase order, in Doc-Trak Mass Scanning. Remember, Doc- Trak Mass Scanning is already open in a separate window from when the first purchase order was received. 12. The User places their documents into the scanner and selects Scan Stack from the Doc-Trak Mass Scanning Form. 13. Once all the documents have been scanned, the Doc-Trak Mass Scanning form lists the images. Section 7.10 describes this form in detail. Notice on the Doc-Trak Mass Scanning information panel, eleven images were scanned. 14. Double clicking on the image status bar will open the image in the Image Viewer. In this exercise, the purchase order with hand written notes was scanned in for Vendor 6 Cromax Metals, purchase order Clicking the Assign on the image status bar button allows the User to assign this image to a purchase order. 16. Once the image is assigned and matched to a SyteLine record the image status bar turns green. The SyteLine record is displayed on the image status bar. In the lower right corner of the Doc-Trak Mass Scanning information panel the unmatched image total displays 10. o o o The next image in the list is opened in the Image Viewer and assigned. In this exercise it is a packing slip for purchase order 70. The next image in the list is opened in the Image Viewer and assigned. In this exercise, it is a material certification document assigned to purchase order 70. The next image in the list is opened in the Image Viewer and assigned. In this exercise, it is a Purchase Order document with hand written notes assigned to purchase order Reviewing the Doc-Trak Mass Scanning List view we can see three scanned documents have been matched to purchase order 70 and one scanned document has been matched to purchase order 74. The User continues to match the images to a purchase order until all scanned images have been matched. 18. Once all the scanned documents have been assigned and matched to a purchase order the image bars for each image are displayed in green on the Doc-Trak Mass Scanning List view. 19. If we look at the results of the scanned images on the Doc-Trak Mass Scanning Group View, PO 70, 74 and 92 are displayed. Image count on the information panel displays three groups. Each record is a group. The unmatched image count is zero. No images display in the Doc- Trak Mass Scanning Document Workspace because the group view is focused on unmatched. 20. In this exercise, focus was changed to PO 70. The documents scanned for PO 70 are displayed in the Doc-Trak Mass Scanning Document Workspace. Displayed is the purchase order with hand written notes, packing slip and a material certification. 21. When all the purchase order receiving and scanning of documents is completed select the Commit Matched button. A confirmation message is issued displaying the groups and number of pages committed for each group. 22. The committed images are saved to the file location defined on the Doc-Trak Document Saving Rule. The rule was also setup to forward the images to AP Generate. Example rule: \\servername\doc-trak\vend\<vend_num>\po_<po_num>\postack- <po_num>_v_<vend_num 52 Lesson 7: Doc-Trak scanning

69 Doc-Trak mass scanning while generating A/P transactions Mass Scanning during Generate A/P Transactions allows users to mass scan documents such as vendor invoices and have them attached to the voucher. In addition, paperwork that was mass scanned during receiving and instructed to move forward to A/P Generation will automatically appear in the Doc-Trak Mass Scanning Document Workspace so it can move forward with the voucher. When the vouchers are generated all of the related receiving paperwork and the document scanned during the generate A/P activity are carried forward to A/P Vouchers and Adjustment. When the vouchers are posted all of the supporting documentation is saved with AP Posted Transaction detail and can easily be referenced. Demo: Perform Doc-Trak mass scanning while generating A/P transactions Your instructor will demonstrate how to perform Doc-Trak mass scanning while generating A/P transactions. Exercise 7.2: Perform Doc-Trak mass scanning while generating A/P transactions In this exercise, you will Perform Doc-Trak mass scanning while generating A/P transactions including the receiving documents scanned during receiving activity. The process steps for Doc-Trak Mass Scanning and Generate AP Transactions is slightly different than they were for purchase order receiving. During Generate A/P Transactions the mass scanning needs to occur prior to generating the vouchers. To recap what was done, during receiving in the previous section, we performed receiving on the following Vendors and Purchase orders ; Vendor Number Vendor Name Purchase Order 6 Cromax Metals 70 1 Bicycle Parts Company Brunswick Hardware 92 The documents scanned in this illustration will be: Purchase Order with hand written notes Vendor Packing Slips Material Certification SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 53

70 Exercise steps Open the Generate A/P Transactions form. Select vendor 1, purchase order 74 lines 1 3. Select the Doc-Trak Mass Scanning button. The Select Mass Scan Rule form opens. The User selects the appropriate rule for the Generate A/P Transactions activity. Doc-Trak Mass Scanning opens in a separate window from SyteLine. Notice, documents that were scanned during purchase order receiving activity automatically appears in the Mass Scanning workspace for this vendor. In the previous step, we had selected vendor 1, purchase order 74 on the Generate A/P Transactions form. When Doc-Trak Mass Scanning opened the receiving documents automatically appear in the Doc-Trak Mass Scanning Document Workspace for vendor 1 and purchase order 74. The User can do one of two things : o o The User can mass scan additional documents (such as vendor invoices) for this vendor. Then go back to SyteLine Generate A/P Transactions, select another vendor and purchase order(s) to voucher, select Doc-Trak Mass Scanning button, scan the additional documents for this vendor, repeating these steps until all vendors and purchase orders have been selected. Or, the User can wait to scan the additional documents (such as vendor invoices) and go back to SyteLine Generate A/P Transactions form and select another vendor and purchase order(s) to voucher, select the Doc-Trak Mass Scan button (so Doc-Trak Mass Scanning checks for receiving documents for this vendor and purchase order(s). Repeating these steps until all vendors and purchase orders have been selected. Then the User would scan all the additional documents (such as vendor invoices) for all vendors. It is important that the User selects the Doc-Trak Mass Scanning Button after each vendor and PO selection on the Generate A/P Transaction form so Doc-Trak can check for documents that should come forward from the purchase order receiving activity for each vendor being vouchered. During Generate A/P Transactions with Doc-Trak Mass Scanning, only one voucher per vendor can be generated. The images for that vendor must be committed before creating another voucher for the same vendor. For this exercise, option b from above will be demonstrated. At this point, the User navigates back to the SyteLine window, selects another Vendor and purchase order(s) to voucher, and selects the Doc-Trak Mass Scanning button. Doc-Trak checks for any documents scanned during purchase order receiving for this vendor and automatically loads them into Doc-Trak Mass Scanning. In this exercise, Vendor 6, PO 70 line 1 was selected, then the Doc-Trak Mass Scanning button was selected and the corresponding purchase order receiving documents are automatically pulled in for this vendor. At this point, the User navigates back to the SyteLine window, selects another Vendor and purchase order(s) to voucher, and selects the Doc-Trak Mass Scanning button. Again, Doc- Trak checks for any documents scanned during purchase order receiving and automatically loads them into Doc-Trak Mass Scanning. In this exercise, Vendor 7, PO 92 line 1 was selected and then the Doc-Trak Mass Scanning button was selected. The purchase order receiving documents are automatically pulled in. 10. After all the desired vendors and purchase orders have been selected any additional documents the User wants to scan during the Generate A/P Transactions activity can be scanned at this time. In this exercise, vendor invoices were scanned for each vendor that a voucher is being generated for (Vendor 1, 6 and 7). 54 Lesson 7: Doc-Trak scanning

71 11. The User needs to match the purchase order receiving documents by selecting the Match button on the Image Status bar confirming they will be vouchering this vendor and PO. By doing so, these documents will move forward with the voucher. If there are purchase order receiving documents in Doc-Trak Mass Scanning for a vendor and purchase order the User has decided not to voucher, simply leave the image unmatched or unmatch it by selecting the unmatch button on the image status bar. The documents will remain in Doc-Trak Mass Scanning until that vendor and purchase order are eventually vouchered. Even if Doc-Trak Mass Scanning is closed. The images will come forward the next time the vendor is selected for vouchering. 12. Documents can be matched by dragging and dropping the image from the Group View. 13. After the images are matched, the image status bar in the List view changes to green. In the Group view the record(s) in the tree view change to green. In this exercise, documents scanned during purchase order receiving for purchase orders 70, 74, and 92 have been selected for vouchering and have been confirmed to move forward with the voucher by being matched in Doc-Trak Mass Scanning. 14. The images scanned during Generate A/P Transactions Activity need to be assigned to a SyteLine record. In this exercise, vendor invoices were scanned for vendors 1, 6 and The documents can be assigned by dragging and dropping the document to the appropriate vendor from the group view. Or they can be assigned from the list view. 16. Clicking the Assign button on the image status bar opens a look up form where the User can enter the vendor the document should be matched to. 17. The image can be opened and viewed by double clicking on the image status bar. Notice all the vendor invoices have been matched. Docking the image viewer can be done on either the right or left side of the mass scanning document workspace. 18. The User can now commit the matched images by selecting the Commit Matched button. A confirmation message is issued. Only the additional documents (vendor invoices) scanned during Generate A/P Transactions are listed in the message. 19. The documents scanned during Generate A/P Transactions are saved to the temporary directory as defined on the Doc-Trak Document Saving Rule for AP Vouch Adj. 20. After the images are committed, the User can generate the vouchers by going back to Generate A/P Transactions form in SyteLine and select the Generate w/docs button. 21. The standard SyteLine messages will appear indicating the voucher number that was created for each vendor. 22. On the AP Vouchers and Adjustments Form in SyteLine the Doc-Trak icon indicates documents exist for Vendor 1, purchase order The User can post the voucher. In this exercise, Voucher 208 for Vendor 1, Purchase Order 74 is being posted. 24. The standard SyteLine message appears. 25. The voucher posting is committed in SyteLine. 26. The standard SyteLine messages are issued once the voucher posting is committed and the transaction is posted to A/P Posted Transaction Detail. 27. The User opens the A/P Posted Transaction Detail. The Doc-Trak Linked form shows the Vendor Invoice attachment that was scanned during the Generate A/P Transaction activity. The Doc-Trak Linked form shows the vendor packing slip attachment that was scanned SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 55

72 during the purchase order receiving activity and moved forward to Generate A/P Transaction activity. Ultimately attached to the voucher in A/P Posted Transactions Detail. Doc-Trak mass scanning during purchase order receiving to lot and serial forms Documents related to Lot or serial-tracked purchase order items can be massed scanned during purchase order receiving and the scanned documents can be attached to the lot or serial number in SyteLine. This option allows a user to scan and attach documents such as Material Certifications to the Lot or Serial number of a purchased item rather than to the purchase order. Demo: Perform Doc-Trak mass scanning during purchase order receiving to lot and serial forms Your instructor will demonstrate how to perform Doc-Trak mass scanning during purchase order receiving to lot and serial forms. Exercise 7.3: Perform Doc-Trak mass scanning during purchase order receiving to lot and serial forms In this exercise, you will perform Doc-Trak mass scanning during purchase order receiving to lot and serial forms. Note: The Lot rule is already setup with the PO receiving activity. Exercise steps Open the Purchase Order Receiving Form. Receive purchase order 67 line 1 for vendor 1 and item AL The standard SyteLine receiving message is displayed. Doc-Trak Mass Scanning is automatically opened. The User selects the lot rule. In this exercise, the User scanned a material certification document. Double clicking on the red image status bar in the list view of the Doc-Trak Mass Scanning opens the scanned image in the Image Viewer. From the Doc-Trak Mass Scanning list view the image can be assigned to a SyteLine record by clicking the Assign button on the image status bar. The material certification document is assigned to Lot 2 for Item AL After the image is assigned the image status bar turns green and displays the lot and item. Selecting the Group view displays the tree view of the records. Receiving was done on Purchase Order 67, Line 1 which was for a lot tracked item for Lot 2. At this point, the User can commit the image which would save it with the path and filename defined on the Doc-Trak Document Saving rule for lot. 10. On the Lots form in SyteLine for AL the record attachment was made when the image was committed. 56 Lesson 7: Doc-Trak scanning

73 11. The file has the smart name and file path as defined on the Doc-Trak Document Saving rule. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 57

74 Doc-Trak scanner device profiles The Doc-Trak Scanner Device Profiles form works in conjunction with the User Scanning Options form. The User Scanning Options form allows an administrator to define specific scanners, to a specific user. In order to do this the scanner needs to be defined on the Scanner Device Profile form. The Doc-Trak Scanner Device Profile form also defines whether the scan device will use the preview interface from the manufacturer of the scanner or the Doc-Trak preview interface if the manufacturer of the scanner does not provide a preview interface. Previewing allows a user to scan their document and review the image prior to saving it. This form is typically setup by your System Administrator. 58 Lesson 7: Doc-Trak scanning

75 Doc-Trak user scanning options The User Scanning Options form allows individual users to be associated with specific scanners for the types of scanned documents they will need to scan. This form is located under the Doc-Trak/Files folder within the SyteLine Master Explorer. Before a record can be added here the scanner(s) need to be defined on the Doc-Trak Scanner Device Profile form. This form is typically set up by your System Administrator. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 59

76 Lesson 8: Doc-Trak reports and queries Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Topics Describe how to copy Doc-Trak attachments. Describe how to use the Doc-Trak Job Document Book query. Describe how to use the Doc-Trak query. Identify Doc-Trak query key record values. Identify Doc-Trak query additional criteria. Copying Doc-Trak attachments Using the Doc-Trak Job Document Book query Using the Doc-Trak query 60 Lesson 8: Doc-Trak reports and queries

77 Copying Doc-Trak attachments SyteLine Copy Activities include a checkbox on the Copy Doc-Trak form. When this check box is enabled (checked), all record attachments of the From value will be copied to the To value. The Copy Doc-Trak checkbox is available on the following SyteLine Copy Activities: Copy Orders and Estimates Copy Routing BOM Copy Purchase Orders Move Prospect To Customer (SyteLine CRM) Doc-Trak will copy attachments from the following areas in SyteLine: Copy Estimates to Orders o From/To Header CO Estimate CO History From/To Line CO Line Estimate Line CO Line Hist CO Blanket Line Copy Routing BOM o From/To Header Job Prod Sched Est Job o From/To Line Job Oper PS Oper Item Cur Oper Est Job Oper o From/To Release Job Matl PS Matl Item Cur Matl Est Job Matl Copy Purchase Orders o From/To Header PO o From/To Line PO Line PO Blanket Line o From/To Release PO Release Move Prospect to Customer o From Prospects o To Customer SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 61

78 Using the Doc-Trak Job Document Book query The Doc-Trak Job Document Book query provides users with the ability to search for attachments on lot and serial tracked items that have been issued to a job. It also gives the user the option to search for ALL attachments for the job. The query will search for record/window/virtual attachments made to the job, job operations, and job material. It will also search the Job BOM including bills of materials for sub-jobs. It will not search for attachments within other modules such as items, customer orders etc. It displays attachments directly related to the Job BOM. The Doc-Trak Job Document Book query is found under the Doc-Trak Folder within the SyteLine Master Explorer. The following table displays various fields on the form and provides a brief description of each. Field Job All Attachments Only Lot/Serial Attachments Process Description Enter the job to search. To display attachments for the entire BOM, select from the drop down field. To display only lot/serial tracked item attachments for the entire BOM select from the drop down field. Will execute the query and display the attachments found, in the Doc-Trak Document Query Results Form. The Doc-Trak Document Query Results form will open with the results of your search with options to open or bundle/save the selected attachments. The following table displays various fields on the form and provides a brief description of each. Field Select All / Deselect All buttons Open Bundle Description Will place or remove the check mark in the checkbox of all attachments. A user can manually select or deselect attachments one at a time by clicking on the Select checkbox next to the attachment. Will open the selected attachment for viewing. Open is not available when Bundle is checked. A check mark in the Bundle checkbox indicates the selected attachments will be bundle into a single PDF file. Note: Doc-Trak Polling needs to be executing in order for Doc-Trak bundling to occur. See your System Administrator about Doc-Trak Polling. Destination Enter the destination path or printer for the bundled PDF file. 62 Lesson 8: Doc-Trak reports and queries

79 Field Browse Description Allows the user to browse the network for a location to save the file. Process Processes the selected attachments for bundling and saves the bundled PDF file to the path specified in the destination field. Doc-Trak will check the path and file name of the bundled file and if the file name already exists, Doc-Trak will inform the user and allow them to cancel the save or overwrite the existing file. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 63

80 Using the Doc-Trak query The Doc-Trak Query provides users with the ability to search for attachments by various criteria. This query form is located under the Master Explorer/Doc-Trak/Queries. The following table displays various fields on the form and provides a brief description of each. Field Description Primary Criteria Module SyteLine form Attachment Type File Name Record or Window are the available selections. Due to possible performance issues, querying on Indirect and Virtual attachments is not allowed. Search on specifics aspects of the file name. Description Search on specific words of an attachment description. Buttons Run Query Clear Executes the query using any criteria (Primary and Additional) defined and displays the results in the Results grid. Clears values entered in the criteria (Primary and Additional) and results grid Cancel Closes the Doc-Trak Query form. Results Grid The results grid displays the results of the query. In the example below, the query was run against the CO module querying for attachments with files with a.pdf extension. The Value columns display additional data regarding the attachment. The Value 1 6 data will vary depending on the module the query was run against. In this example Value 1 = Customer Order number. Results Grid Buttons Open Opens the attachment the user is focused on. Explore Opens Windows Explorer to the location of the file when the file resides on the network file system. Opens SharePoint if the document resides in a SharePoint database. Print Prints the document the User is focused on, to the User s Windows default printer. Inserts the document as an attachment to MS Outlook. Note: Value 1 6 of the grid results (above) display the key record values. These 64 Lesson 8: Doc-Trak reports and queries

81 Field Description values vary depending on module being queried. Note: On the following page is a grid listing values 1-6 by module. Doc-Trak query key record values The following table displays the Doc-Trak query key record values. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 65

82 66 Lesson 8: Doc-Trak reports and queries Doc-Trak Query key record values by Module and Form for Values 1 6:

83 Doc-Trak query Additional Criteria tab Additional criteria allow a user to query for additional criteria about the record or window attachment from the lc_dt_map table. Select the criteria from the drop down, the desired operator and desired value (0 or 1), click add to add the additional criteria to the query. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 67

84 The Doc-Trak Query will query for Record and Window attachments only. Due to processing time, the query will not search for virtual attachments. 68 Lesson 8: Doc-Trak reports and queries

85 Lesson 9: Doc-Trak integration Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Topics Describe how to view Doc-Trak attachments within Shop-Trak. Describe how to set up Shop-Trak controls. Describe how to view Infor PLM documents using Doc-Trak within SyteLine. Describe how to view Doc-Trak and PLM attachments on Shop Floor. Describe how to view Doc-Trak attachments in the Engineering Workbench. Explain how Doc-Trak integrates with Infor customer relationship management (CRM), field service, Quality Control System (QCS), and Request for Quote (RFQ). Viewing Doc-Trak attachments within Shop-Trak Viewing Infor PLM documents using Doc-Trak within SyteLine Viewing Doc-Trak and PLM attachments on Shop Floor Viewing Doc-Trak attachments in the Engineering Workbench Integrating with Infor SyteLine customer relationship management (CRM) Integrating with Infor SyteLine field service Integrating with Infor SyteLine Quality Control System (QCS) Integrating with Infor SyteLine Request for Quote (RFQ) SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 69

86 Viewing Doc-Trak Attachments within Shop-Trak If Doc-Trak is installed on the database the Shop-Trak Client is connected to, the Documents button will be available on the shop floor transaction screens, and on the Visual Dispatch. Employees on the shop floor can access attachments to the Job, Job Operation, Item and Job Materials via the Document button. In order for the document to be available to the shop floor, the View in Shop-Trak box must be checked when the document is attached in SyteLine or, when the Virtual Rule is created. Attachments from the following SyteLine forms will be visible in Shop-Trak: Job Orders Items Job Material Job Operation Item Current Operation Item Standard Operation Item Current Material Item Standard Material Work Centers The Document button will be available for shop employees to view Doc-Trak attachments linked to areas in SyteLine. The Doc-Trak documents button is also available when entering a transaction in Shop-Trak When the Documents button is selected, the Shop-Trak (Doc-Trak) form is opened displaying Doc- Trak attachments. The Open button on the Shop-Trak (Doc-Trak) form opens the document in the associated software application. The Print button will print the attachment to the default printer. The button will open MS Outlook and insert the attachment in . SyteLine notes added to the Job, Job Operation and Job Materials within SyteLine may also be viewed on the shop floor. To see job notes, enable the Display Job Notes on Shop Floor parameter on the Doc-Trak parameters form. With the Allow Dynamic Searches Labr-Trak Shop floor parameter enabled (checked), Doc-Trak will dynamically search for attachments as you select jobs in the Visual Dispatch. If Doc-Trak attachments exist for the job selected, the Documents button on the Visual Dispatch will be available (highlighted). If Doc-Trak attachments do not exist for the job selected, the documents button on the Visual Dispatch will be gray (unavailable/not highlighted). With this parameter disabled, the documents button on the Visual Dispatch will always be available (highlighted) and the search for Doc-Trak attachments will occur when the Documents button is selected. This parameter gives Systems Administrators flexibility on when Doc-Trak searches for attachments. The dynamic search could affect system performance for companies who have a large number of released jobs with attachments. Doc-Trak drag-and-drop Doc-Trak Drag and Drop has been integrated to the Shop-Trak Shop-Floor. Shop-Trak version 2013 is required in order to enable this feature. The following SyteLine Modules will allow employees to upload documents into SyteLine from defined point of use areas within the Shop-Trak Shop-Floor. This feature is enabled or disabled based on Shop-Trak parameters. Employees can easily scan and attach information from their workstation or qualified Windows mobile unit directly into key areas in SyteLine. Job Job Materials 70 Lesson 9: Doc-Trak integration

87 Job Operations Production Schedules Production Schedule Items Production Schedule Operations Service Repair Orders QC Test Result Entry Setting up the Doc-Trak rules Create the Document saving rules in Doc-Trak. These rules specify the module to attach the documents back to SyteLine, and the smart path and filename. On the Attach Options tab of the Rule, when the Show Saving Rule in Shop-Trak option is checked, the rule is available to the authorized employees: Setting up the Shop-Trak controls Once the Doc-Trak Document Saving Rules are in place, there are controls in Shop-Trak that determine the employees that are allowed to perform the drag-and-drop. There are also Work Center controls that determine if documents can be added using the drag-and-drop functionality. See the Shop-Trak Product Manual for detailed information on the employee and work center control setup. The following is an example of how this integration works through Doc-Trak and Shop-Trak. (This feature is available with Doc-Trak 2013 and Shop-Trak 2013) Employee 1 is running the Shop-Trak application on a Windows Tablet. He starts a Run transaction on job He is performing the assembly of item FA One of the materials required for assembly is a Frame. The employee takes a snapshot of the frame that is picked. It is stored on his device or workstation. He would like to attach this image to the job operation in SyteLine. The employee logs into the job to begin assembling the Bike. To attach the photo of the frame to the Job Operation, the employee will select the Doc-Trak Documents Button. The employee will see that there is a quality document that was previously attached to the job operation in SyteLine. The employee will select the Load Docs button. The employee will then be prompted to select the Doc-Trak Document Saving rule that was previously set up in SyteLine. 10. Select the Rule, then click the Next button: 11. The employee will then navigate to the location of the photo and drag it to the Drop File(s) Here location on the form. Because the Doc-Trak Document Saving Rule has View in Shop- Trak enabled, the document is immediately visible in Shop-Trak. The image of the frame was saved to the network location according to the Doc-Trak Document Saving rule and was attached to the Job Operation record in SyteLine. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 71

88 Viewing Infor PLM documents using Doc-Trak within SyteLine Infor PLM documents can be viewed from within SyteLine on the following Forms: Customer Order Line Purchase Order line Item Job ECN In order for this integration to work, certain parameters need to be setup within the Doc-Trak parameters by the System Administrator. Doc-Trak PLM users need to be created. Once Infor PLM is installed and configured, Infor PLM documents can be viewed from the SyteLine forms listed above. The following example instructs how to view a document attachment for a revision-tracked item in Infor PLM From the items form, filter on item-0061 and then clicked on the Doc-Trak icon. After clicking on the Doc-Trak Icon from the Items form, the Doc-Trak linked form is opened. A Browse PLM button is available on the Doc-Trak linked form. Selecting Browse PLM will open the Doc-Trak PLM Documents (Modal) form. From here a user can select a specific revision number from the revision drop down or list all the documents for all revisions of the item. The Browse PLM button on the Doc-Trak form is available from the following SyteLine modules: Item Job Customer Order Line Purchase Order Line Engineering Change Notice The grid displays details of the documents. View opens the document for viewing. The document cannot be updated. Select selects the file, closes the Doc-Trak PLM Documents Modal form and returns the User back to the Doc-Trak Linked Form. The selected document description and path is entered into the description and filename field on the Doc-Trak Linked form and from here the User can save the Infor PLM Document to the record in SyteLine as a record attachment. PLM documents can also be viewed in Shop-Trak when the View in Shop-Trak check box is selected. PLM Documents can be marked Obsolete. When an attachment is marked obsolete, the document will not archive, bundle, or fax with any paperwork reports. The User ID, date, and time it was marked obsolete is logged in the Doc-Trak Log file located in Master Explorer/Doc-Trak/Utilities. A user with MGR - Doc-Trak group authorization can view the Doc-Trak Log file. PLM Documents can be bundled with the listed paperwork reports by enabling the Bundle check box for the desired report. When the paperwork report is processed through Doc-Trak Form Output, the PLM document will be bundled with the SyteLine paperwork report(s) into one PDF file. Another option is to have the PLM Document as a Separate Attachment with the SyteLine paperwork when processed through Doc-Trak Form Output. Having the document sent as a Separate Attachment keeps the file in its original file format. Refer to the Doc-Trak Form Output Bundle Options section in The Doc-Trak form lesson to learn more about the Doc-Trak Form Output Bundle Options. 72 Lesson 9: Doc-Trak integration

89 Viewing Doc-Trak and PLM attachments on Shop Floor Customer s that use Doc-Trak and PLM to make attachments within SyteLine can also view those documents on the shop floor. In order to set this up, a user in SyteLine accesses the PLM documentation that they have been given access to through PLM authorizations. If the SyteLine user has the authority to access a PLM document, checking the option to View in Shop-Trak will also make that document available to users on the shop floor. It is important to note that there will be no security checks or levels of authorization required for the shop-floor employees to access PLM Documentation. The PLM security check was performed at the time the SyteLine user made the attachment and made it available to the shop-floor. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 73

90 Viewing Doc-Trak Attachments in the Engineering Workbench Doc-Trak attachments can be viewed within the Engineering Workbench from the Bill of Material Views. Available views in the Bill of Material views are Current, Standard, Job, Estimate, PS Item, and PS Release. When the view field is set to one of these views, the Engineering Workbench will pull in the appropriate BOM along with the attachments for that view. The Doc-Trak icon will display a pushpin indicating when attachments exist. When the User selects the Doc-Trak icon, the Doc-Trak Linked form will open displaying the Doc-Trak attachment(s). From the Doc-Trak Linked form, users will be able to open, , and print the attachments. The User will also be able to designate whether attachment should be bundled with the listed paperwork reports or if the document should be ed as a separate attachment. For more information on the Doc-Trak Linked form functionality, see the Doc-Trak Form Output Bundle Options section in The Doc-Trak form lesson. 74 Lesson 9: Doc-Trak integration

91 Integrating with Infor SyteLine customer relationship management (CRM) Doc-Trak attachments can be made to the following CRM forms in SyteLine: Leads Opportunities Opportunity Tasks Prospects Sales Contacts SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 75

92 Integrating with Infor SyteLine field service Doc-Trak attachments can be made to the following FSPlus Forms: Contracts Contract Lines Incidents Service Customers Service Items Service Inspections Setup Service Order Line Inspections Service Repair Orders Service Repair Order Lines Service Repair Order Operations Unit Configuration (also displays associated attachments from Lots & Serials for items within the unit) Partners The following Infor SyteLine Field Service Reports can be processed through Doc-Trak Form Output. Contract Invoicing Service Invoicing Service Order Estimate Doc-Trak attachments created on the following SyteLine Field Service forms can be defined to be viewable in Shop-Trak. (Available with Shop-Trak 2013) Service Orders Service Order Lines Service Order Operations 76 Lesson 9: Doc-Trak integration

93 Integrating with Infor SyteLine Quality Control System (QCS) Doc-Trak attachments can be made to the following Quality Control Solutions forms: QC CARs QC Change Request Management QC CO inspect/disposition QC Customer QC Customer Complaints QC IP Job Inspect/Disposition QC IP PS Inspect/Disposition QC Item QC Item Tests QC MRRs QC Supplier Inspect/Disposition QC Topic Management QC Vendor QC Vendor RMA Maintenance Doc-Trak direct attachments (attachment origination) on the following Infor SyteLine Quality Control forms are seen as indirect attachments (associated module) on associated Quality Control forms. See chart below: SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 77

94 Integrating with Infor SyteLine Request for Quote (RFQ) Doc-Trak attachments can be made to the following Infor SyteLine Request For Quote (RFQ) forms: RFQs RFQ Items 78 Lesson 9: Doc-Trak integration

95 Lesson 10: Using web clients Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: List the special considerations when using Doc-Trak with web clients. Identify the differences when using the Doc-Trak form with a web client. Identify the differences when using Doc-Trak to scan with a web client. Identify the differences when printing Doc-Trak attachments using a web client. Topics Special considerations for web clients Using the Doc-Trak form with a web client Doc-Trak scanning with a web client Printing Doc-Trak attachments using a web client SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 79

96 Special considerations for web clients This workbook explains and illustrates the Doc-Trak behavior in a WinStudio Smart Client. This section explains the differences in behavior between the WinStudio Smart Client and the Web Client. Because web clients use a browser to connect to SyteLine, and Browsers only allow one way communication, there are some limitations for a Web client. For example, Doc-Trak code gives information to the Browser, but the Browser cannot return information back to the Client. Because of this, the following forms, features, and hardware setup is not supported in the Web Client: Doc-Trak Scanner Device Profiles are currently not available for a Web Client. The Doc-Trak integration with Infor PLM is not available in this release for a Web Client. The Print Doc-Trak Attachments button on paperwork reports (not processed through Doc- Trak Form Output) has been removed for Web Clients. Web clients do not have access to printers. The following buttons on the Doc-Trak Form display and behave differently for a Web Client than they do for the WinStudio Smart Client (Click Once Client). Those differences are explained and illustrated on the following pages. Browse Open Explore Bundle There are specific setup requirements needed for the browser that is used by a Web Client. Doc-Trak supports the use of Internet Explorer 8 or above and Mozilla Firefox. 80 Lesson 10: Using web clients

97 Using the Doc-Trak form with a web client A JAVA browser opens for a Web Client when using the Browse button on the Doc-Trak linked form. The Browse PLM button is not available to a Web Client in this release of Doc-Trak. The Print button is not visible to Web Clients since Web Clients do not have access to printers. The following table displays various fields on the form and provides a brief description of each. Field button Description Opens a selection area to select or deselect attachments you want to . Select All Deselect All Selects all the documents listed in the grid and places a check mark in the select check box for all the documents. Will uncheck the select checkbox for all documents listed in the grid. Toggle Select Allows a user to select individual documents. To select individual documents, place your cursor focus on the document in the grid at the left, and then click the toggle select button. A check mark appears in the select checkbox to the left of the document indicating it has been selected. To remove individual selections, place the cursor focus on the selected document and click toggle select to deselect an individual document. The select check boxes in the grid cannot be clicked on directly for a Web Client. Finish Opens MS Outlook and inserts the selected documents into a new message. Click Finish once all the documents have been selected. MS Outlook will open with the documents attached to a new . Bundle Opens a selection area to select or deselect attachments you want to bundle together into a single pdf document. This selection area also provides a destination field to define a path and filename for the bundled document. A UNC path should be used. Select All Selects all the documents listed in the grid and places a check mark in the select check box for all the documents. Deselect All Will uncheck the select checkbox for all documents listed in the grid. Toggle Select Allows a user to select individual documents. To select individual documents, place your cursor focus on the document in the grid at the left, and then click the toggle select button. A check mark appears in the select checkbox to the left of the document indicating it has been selected. To remove individual selections, place the cursor focus on the selected attachment and click toggle select to deselect an individual document. The select check boxes in the grid cannot be clicked on directly for a Web Client. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 81

98 After the documents to be bundled have been selected, enter a destination path and file name for your bundled file. Click the process button to submit the documents for bundling. Doc-Trak Polling needs to be running in order to bundle the files. The destination path must be a network location. If a Web Client specifies the C: drive, the file will be saved on the local C: drive of the Web Server where Doc-Trak Polling is running when running a Web Client. A Report submitted message is displayed and the bundled file is saved upon clicking OK. 82 Lesson 10: Using web clients

99 Doc-Trak scanning with a web client The Doc-Trak Scanning Prerequisite URL needs to be installed for Web Clients. If the Doc-Trak Scanning Prerequisite is not installed on the Web Client and the Web Client user tries to scan a document, the User will receive an the error stating Your workstation is not configured for Doc-Trak Scanning. See your Administrator. When scanning from a Web Client, the User will see a Doc-Trak Scan File Exists (modal) form open after selecting scan preview or scan. The Doc-Trak Scan File Exists (modal) form informs the Web Client user the scan was submitted and it s checking for the file creation. If the scanned file is defined to attach back to the source record in SyteLine, the User will see an Attach Document button on the Doc-Trak Scan File Exists (modal) form. Once the scanned file has been created the Web Client user can select this button to attach the file back to SyteLine. Once the document has been scanned, a message will be displayed to the User that the image was successfully saved and the Doc-Trak Scan File Exists (modal) form will open. Doc-Trak mass scanning with a web client Doc-Trak mass scanning can be opened from the SyteLine Master Explorer > Doc-Trak > Doc-Trak Mass Scanning. When Doc-Trak Mass Scanning opens for a Web Client user the user will need to select a rule. After the user has selected a rule the Mass Scanning form is opened. The user can proceed with Mass Scanning their stack of documents. Refer to the Doc-Trak scanning lesson to learn about Doc-Trak Mass Scanning. Doc-Trak mass scanning with SyteLine activities using a web client When a Doc-Trak Document Saving Rule has be setup for Mass Scanning with a Scan Activity defined to purchase order receiving, the Doc-Trak Mass Scanning form will open automatically when performing purchase order receiving. The Receive button on the purchase order receiving form will display Receive w/docs. Doc-Trak Mass Scanning will automatically open when the user selects the Receive w/docs button and then the user can scan their documents. Refer to the Doc-Trak scanning lesson to learn how to use Doc-Trak Mass Scanning with SyteLine Activities. When using Doc-Trak Mass Scanning during the SyteLine Generate A/P Transactions, Doc-Trak Mass Scanning is opened from the Generate A/P Transactions form. Documents are scanned before the voucher is generated (before selecting the Generate w/docs button). Refer to the Doc-Trak scanning lesson to learn more about using Doc-Trak Mass Scanning with Generate A/P Transaction activity. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 83

100 84 Lesson 10: Using web clients

101 Printing Doc-Trak attachments using a web client Doc-Trak attachments can be printed from the SyteLine paperwork reports by selecting the Print Doc-Trak Attachments button with a WinStudio Smart Client. With a Web Client, the user does not have access to printers, so this button has been removed from the form for Web Clients (only). Web Clients will not have the Print Doc-Trak Attachments button available to them. This affects the following paperwork reports for Web Clients; Estimate Response, Job Packet, Order Verification, Purchase Order report, RMA Verification. SyteLine: CloudSuite Business / CloudSuite Industrial / SyteLine: Using Doc-Trak Training Workbook 85

102 Course summary Estimated time 30 minutes Course objectives Now that you have completed this course, you should be able to: Explain the features and functionality of Doc-Trak. List the document types supported with Doc-Trak. List the types of direct, indirect, and virtual attachment types. Describe how to access the Doc-Trak form. List the components of the Doc-Trak form. Describe how to create and view Doc-Trak attachments. Describe how to set up and use Doc-Trak document saving rules. Describe how to use Doc-Trak to mass scan. Describe the Doc-Trak Form Output functionality. Describe how to copy Doc-Trak attachments. Describe how to use Doc-Trak queries. Explain how Doc-Trak is integrated with various other applications. List the special considerations when using Doc-Trak with web clients. Topics Course review 86 Course summary