Document Management
This document provides an overview the existing features for Document Management.
Relation setup
The relation setup give the end-users possibility to see the documents of a specific entity/tag from a form where the selected record is not used as entity/tag. This can be achieved with relation setup. This form can be found via 9A Raptor DWH > Setup > 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:
Direct Relation A direct link exists between the selected record and the associated entity. In this case, the DocNo field.
Example: Entity:
EXAPurchInvoiceImportedEntityField:DocNoTable:LedgerJournalTableField: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.
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:
EXAPurchInvoiceImportedEntityField:DocNoTable:LedgerJournalTransField: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
The distribution setup give the end-users possibility to distribute documents from an entity to an entity based upon conditions. We provide two different solutions to distribute documents. It can be done with tagging context of entity to (same document with tags from both entities) or to copy documents and tagging context of entity to (= standalone documents). This form can be found via 9A Raptor DWH > Setup > Document management > Distribution setup.
Tags: retrieve documents based upon predefined tags
Description: free text for extra explanation
Entity type from: from which entity should it distributed
Entity type to: to which entity should it distributed
Distribution type:
Add tag: same documents with tagging the context of entity to
Copy documents: standalone documents with tagging the context of entity to
Copy tags: in case of copy documents as distribution type the tags from first column will tagged as well
Copy document template: In case of copy documents as distribution type the document template of originally document will be copied to new document as well
Our 9A Raptor DWH provides a hybrid solution where you can upload documents to the standard D365FO document handling framework with a reference to 9A Raptor DWH. You need to create a document type with Attach file as class. For a location please select Document Warehouse as external storage.
With this functionality a reference is made between the document handling record and 9A Raptor DWH. You can open or remove the reference like other document handling records.
This chapter describes the necessary setup for a proper security integration with 9A Document Management. There is a security privilege that can be added to a custom duty/role for displaying the 9A Document Management dino icon.
Also the next duties can be added for the user that is used in the 9A Raptor DWH synchronisation. This user is linked with the Azure Client Id via the Azure Active Directory applications in Dynamics 365 for Financials and Operations.
From the 10.2024.3.1 release we can validate our data management export project against the 9A Raptor DWH to Identify which entity configurations are missing In the 9A Raptor DWH. Therefore we need go to the menu 'Document Warehouse' for a specific export data management project.
Every missing data entity In 9A Raptor DWH will be displayed In the Infolog. Via this way any system administration can add missing data entities In 9A Raptor DWH and complete the Integration.
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.
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.
Available Distribution routes
From released product to
Sales order line
Purchase order line
Sales quotation line
Sales agreement line
Purchase agreement line
Production order
Purchase requisition line
Request for quotation case line
From sales order line to
Production order
From sales quotation line to
Sales order line
From sales agreement line to
Sales order line
From purchase agreement line to
Purchase order line
From sales quotation to
Customer quotation journal
From customer free text invoice to
Customer invoice journal
From purchase requisition line to
Purchase order line
Request for quotation case line
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