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Document Management

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Last updated 1 month ago

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.

Distribution setup

Distribution Setup Overview

The Distribution Setup feature allows end-users to distribute documents between entities based on specific conditions.

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

Key Terms and Options

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

  • Description: Free-text field for adding extra explanation.

  • 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.

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.

Supported Entities

The following entities are supported for distribution:

  • Sales Order Line

  • Production Order

  • Purchase Order Line

  • Released Product

  • Sales Quotation Line

  • Sales Agreement Line

  • Purchase Agreement Line

  • Customer Free Text Invoice

  • Customer Invoice Journal

  • Sales Quotation

  • Customer Quotation Journal

  • Request for Quotation Case Line

  • Purchase Requisition Line

🔗
  • Relation setup
  • Distribution setup
In this example, distribution setup is used to distribute documents tagged as 'Drawing' from the Released product to the Production order and Purchase order line.