Document Management

Relation setup

The Relation Setup feature allows end-users to view documents associated with a specific tag, even when the selected record is not directly used as a tag. This capability is enabled through relation configurations.

To access the Relation Setup: Navigate to 9A Raptor DWH > Setup > Document Management > Relation Setup.

Example Scenario

Suppose you want to view all documents related to an imported invoice from a ledger journal. Although ledger journals are not used as tags, there is a relationship between the imported invoice and the ledger journals. To achieve this, you can define a relation between the DocNo field in the EXAPurchInvoiceImported table and the EXADocNo field in the LedgerJournalTable.

Supported Relation Types

We support two types of relations:

1. Direct Relation A direct link exists between the selected record and the associated entity. In this case, the DocNo field.

   • Example: Entity: EXAPurchInvoiceImportedEntity Field: DocNo Table: LedgerJournalTable Field: EXADocNo

   

   Result: when opening Raptor on the ledger journal, the Document Warehouse will open filtered on the associated 'EXAPurchInvoiceImported' tag, instead of the ledger journal entry itself.

2. Indirect Relation An indirect link exists between the selected record and the associated entity. Indirect relations require a direct relation as a base (finish-relation). Therefore, you must configure direct relations before creating indirect ones.

   Additionally, indirect relations can connect tables through different fields or table names.

   • Example:

   Entity: EXAPurchInvoiceImportedEntity Field: DocNo Table: LedgerJournalTrans Field: JournalNum (via the direct relation mentioned above).

Result: when opening Raptor on the ledger journal lines, the Document Warehouse will open filtered on the associated 'EXAPurchInvoiceImported' tag, instead of the selected line itself. This is accomplished by linking the line level to the imported invoice through the ledger journal header, an indirect link.

These are a few handy relations to set up for entity EXAPurchInvoiceImported. These will make invoices from the All Invoices screen in Raptor Input Management available in multiple places:

Indirect		AccountingDistribution	SourceDocumentHeader	VendInvoiceInfoTable	SourceDocumentHeader
Indirect		LedgerJournalTrans	journalnum	LedgerJournalTable	journalnum
Indirect		LedgerJournalTrans	vendtransid	vendtrans	recid
Indirect		ProjCostTrans	VoucherJournal	Vendtrans	Voucher
Indirect		ProjPostTransView	TransId	ProjCostTrans	TransId
Indirect		SpecTrans	RefRecId	VendTransOpen	RecId
Indirect		VendInvoiceInfoLine	parmid	vendinvoiceinfotable	parmid
Indirect		vendpackingsliptrans	inventtransid	VendInvoiceInfoLine	inventtransid
Indirect		VendTransOpen	RefRecId	Vendtrans	RecId
Direct	DocNo	LedgerJournalTable	EXADocNo
Direct	DocNo	VendInvoiceInfoTable	EXADocNo
Direct	DocNo	VendInvoiceJour	EXADocNo
Direct	DocNo	VendTrans	EXADocNo

Distribution setup

Distribution Setup Overview

The Distribution Setup feature allows end-users to distribute documents between entities based on specific conditions. The 'distribution' means either adding new tags to the source document or making a copy of the document and adding new tags.

You can access the Distribution Setup form via: 9A Raptor DWH > Setup > Document Management > Distribution Setup

Before setting up distribution rules, make sure Distribution is enabled, see Distribution Setup.

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Key Terms and Options

• Tags: Used to retrieve documents based on predefined identifiers.

• Description: Free-text field to describe your distribution.

• Entity Type From: The source entity for the distribution.

• Entity Type To: The target entity for the distribution.

• Distribution Type:

  • Add Tag: The same document is tagged with the context of the target entity.

  • Copy Documents: A new, standalone document is created and tagged with the context of the target entity.

  • Copy Tags: For "Copy Documents" distributions, the tags from the source document are applied to the new document.

  • Copy Document Template: the document template (see Raptor templates: Templates) from the original document is copied to the new document.

Example scenario

In the example above, distribution setup is used to distribute documents tagged as 'Drawing' from the Released product to the Production order and Purchase order line. The distribution of product related documents to the purchase order level also makes them eligible as attachments for the purchase order emails, see Attachments.

Applying Distribution Rules

You can define specific distribution rules for certain records based on the source entity. To do this, use the Edit Query menu item to create relationships between the source entity and other tables.

Examples:

• Distribute documents with specific tags for released products in a particular item group.

• Distribute documents for released products associated with a specific primary vendor.