Together we can build something great

Transcription

1 Together we can build something great User Defined Workflow Utility And New Document Management Features Dawn Stenbol and Bill Natalie Technical Track Atlanta Room Tuesday, May 3nd 10:00 am

2 What is workflow? Event examples: New records are created or transactions are posted. An event or collection of events Response based on event conditions Responses tell the system what to do when that event occurs. Examples are: Approvals, notifications and process automation. Base responses on conditions such as dollar values, document types, customers, etc. Simple workflow example - one event and one response. New customer is created (Event). Notify the Salesperson assigned by (Response). Complex workflows include chains of events and responses. New purchase order is created. Document remains on hold if more than $1,000. Approval request sent to designated manager. Approved purchase order is posted. Notification sent to record creator.

3 What do workflows do? Facilitate the approval process Alert users about urgent issues Automate procedures Help to insure data integrity

4 Incoming Document Workflow Very simple workflow example. Uses the Incoming Document Workflow template. A new external document is loaded into NAV, a user gets notified.

5 New/Modified Contract Workflow Slightly complex workflow example. Custom created workflow template for contracterp. Verifies the main user created or modified a contract via a window pop-up. Notifies the PM on the contract via if a contract has been created change has occurred.

6 Customer Credit Line Approval Workflow A more complex workflow example. Uses the Sales Order Credit Limit Approval Workflow template.

7 Who can be an Approver? Approval requests are sent based on rules set up in Approval User Setup. Examples: Sales amount approval limit, purchase amount approval limit or unlimited approval for each user added to this page in NAV. Approver types used in a workflow can be: Direct approver (one person). Approver chain Sends approvals up the hierarchy. (Example: approval goes to User A then upon approval goes to User B) First qualified approver Example, when the document is over $5,000, a request is only sent to USER B. Salesperson/Purchaser The first approver for the document is identified by the salesperson/purchaser code. Workflow group Group of users who can be placed in sequential order to receive approval requests or set up to receive the approval request at the same time.

8 Built-in workflow templates

9 Why everyone should know about workflows Typically workflows will be set up by experienced Business Analysts or you can partner with us at contracterp to assist with the creation and configuration. Everyone can benefit from using them even if everyone cannot create them. Non technical users can identify needs for approvals, notifications and automated processes performed by NAV. Workflows can help to ensure you aren t missing any major production delays. The ultimate goal of a workflow is to help users become most efficient in their daily tasks.

10 Document Management There are a variety of document management options from third party vendors for NAV Today we will review two options: Base NAV document management Zetadocs Base NAV and Zetadocs have two similar parts. Archiving external documents Sending Each does have a set of unique features that we will review. Neither is a document management system for company-wide non NAV related documents. However we will look at a way to incorporate Zetadocs with a SharePoint company-wide intranet.

11 Base NAV Archiving - Incoming Documents Window The Incoming Documents Window is a repository that shows external documents and those attached as files to records or ledger entries inside NAV. Serves two purposes: Create from File adds a new external document manually. Create Manually (under process) creates new NAV transaction records.

12 Base NAV Archiving OCR Integration Also create new NAV transaction records using an OCR service. OCR integration extracts text from PDF purchase invoices/credit memos to create new NAV records with pre-filled header data. Helps to automate the data entry process for vendor invoices. Out-of-the-box, the Lexmark Invoice Capture Service for NAV is supported. It is an accounts payable automation add-in. Example: Receive an purchase order invoice from a vendor and create a new incoming document. Send to the OCR service via NAV or . The OCR service reads the document and extracts the header text for you. Receive the extracted text and click on Create Document to have the text transferred to a new purchase invoice. Validate by filling in missing data or make corrections inside the new NAV record. The original document remains attached to the newly created NAV record. OCR Optical Character Recognition To use, you must have Lexmark Invoice Capture Service account; fees can be involved. More info including a video demo can be found at:

13 Base NAV Archiving Attaching to existing NAV records Go to the sales or purchase NAV record (or Ledger Entry) to which you wish to attach an external document. Make sure the incoming document Fact Box window exists. Click on Attach File and find the file on your computer to upload. The document then appears permanently in the Incoming Document Files Fact Box on the NAV record and inside the main Incoming Documents window with the associated NAV record id (i.e. PINV ) displayed. View the file by clicking on View File. All attached documents flow through to posted documents.

14 Base NAV Document Management - Sending Send s via Outlook or via SMTP. Can click on Post and to save a step. Sales Order Confirmation example: Can select Confirmation. The send window opens and allows you to send via SMTP or you can edit in Outlook so the comes directly from you. You can edit the message prior to sending. s do not get archived in NAV.

15 Base NAV Document Management - Sending Select a custom report layout and designate an for each customer. Open the customer card. Open Document Layout under Navigate. Select the report id and enter an address where all confirmations should be sent. This overrides the in the communications tab. From the sales order you can then select Confirmation and a send will be created via SMTP or via Outlook.

16 Base NAV feature called Links Links is a Fact Box that allows you to hyperlink to a document or folder stored on a network drive so that NAV and non NAV users can access the same documents. Customer folder example: Customer folder with all documents including a large number of drawings is located on a network folder. Open the customer card in NAV and click on Links. Use the hyperlink button to create a link to a specific document or copy a hyperlink to a folder location to the Link field. When a user clicks on the link he/she can see the related document or folder.

17 Zetadocs Express Archiving and Sending Available for 2009 R2 and newer NAV. Documents are stored in SharePoint or a network folder. Easy drag and drop files including actual messages to the Fact Box. 21 NAV records including the cerp Contract card include the Zetadocs Document Fact Box. Documents can be opened inside from the NAV document Fact Box. Single sends of one report from within 16 NAV record types. Send by clicking on Save and Send. The main report for that record gets attached as a pdf in an automatically generated Outlook . A copy of the pdf gets archived. The Fact Box and Save and Send feature can be added to other NAV records via additional customization.

18 Zetadocs Express Document Storage Options Shared network folder. Documents get saved to the folder via the Zetadocs Archive service. Access documents ONLY from inside NAV. Never from inside this folder. Low cost storage option but need to plan to be sure you have enough hard drive space. SharePoint Documents can be viewed inside from the NAV document Fact Box but also from inside SharePoint. Provides searching options and allows non NAV users to view the documents archived in NAV. Can set up security levels for who can read or delete. Can make the Zetadocs SharePoint site a sub-site of your main intranet where you can create a document storage solution for NAV and non NAV related documents. Overall, Zetadocs Express is free software with no maintenance costs. Minimal consulting fees to for install, setup and training.

19 Zetadocs Additional Version Options Helpful features such as invoice consolidation and unpaid invoice sends are just a few examples of what is included in the other paid versions. Mitch Brown from Zetadocs is here with us. He can answer additional questions you might have throughout the day.

20 Base NAV Doc Management and Zetadocs Express Both provide easy access to attached eternal documents. Attached external documents flow through to posted documents (i.e. Sales quote to Sales Order to Posted Invoice. Both provide unique features that help you be more efficient with your daily tasks. One of the biggest differences is how the actual documents are stored. Base NAV Document Management: Documents are stored inside NAV which allows for an easy setup. However, this can increase the size of your database quickly if you do not plan properly for the size of scans, the amount of documents attached, etc. Zetadocs Express External documents are stored outside of the database. This allows you to store whatever you need without increasing the size of the NAV database very much. You still need to plan for proper hard drive space.

21 Together we can build something great Thank you for attending our session! User Defined Workflow Utility And New Document Management Features Dawn Stenbol Bill Natalie