| Activity | Area | Description |
|---|---|---|
|
Add function to template placeholder |
System administration | You can use a function to define the value of a template placeholder. Several predefined functions are available. You can, for example, use a function to do a calculation, to set a date or time, or to set a specific value. Some of the functions have one or more parameters. To set a parameter value, you can enter a fixed value or add a table field. For a parameter, you can enter a table field of:
|
|
Add query functions to document type perspective |
System administration | For each perspective, you can set up query functions. Use query functions to convert input values from the query. Several predefined functions are available. You can, for example, round a value, do a calculation with several values, or change the date format. Some of the functions have one or more parameters. To set a parameter value, you can enter a fixed value or add a table field. For a parameter, you can enter a table field of:
|
|
Add table field to template placeholder |
System administration | For a placeholder, you can define a table field which value is inserted in the template text at the position of the placeholder. You can add a table field of:
Notes: Before you can add a table field from a query, a text block, or a text fragment, link the template to the document type perspective communication profile of type Output type. The selected table field is entered in the Placeholder value field. Example: [SALESTABLE.CustAccount]. You can add additional text to the placeholder value. Example: Sales order '[SALESTABLE.SalesId]'. |
|
Add user notes to document type perspective |
System administration | For each perspective, you can set up user notes. Use user notes to add free text fields to a document. If you create a document manually (with a form button), the user notes are shown on the dialog where you can enter free text in each user note field. |
|
Clean up document queue |
System administration | As the number of records in the document queue increases over time, regular cleanup can be required. |
|
Clean up workflow transactions |
System administration | As the number of workflow transactions increases over time, regular cleanup can be required. |
|
Create document from form |
System administration | You can create a document with a custom-added form button. When you click this button, the Create documents dialog is opened on which you can select the document type perspectives to create a document. If you finish the dialog, a document is created for the selected record. The created document is stored in the Action and document management file share. If the document type is of output type Email, the email is sent as well. As an example, the steps show the creation of a document for a sales order. |
|
Create document type |
System administration | Use a document type to configure documents to be generated. |
|
Create document type perspective |
System administration | Use a perspective to define a variant of a document type. A perspective defines the data and settings that are used to generate the document. |
|
Create process flow |
System administration | Use process flows to group workflows. You can, for example, group workflows by department. |
|
Create query - Wizard |
System administration | Use a query to find one or more records in the database. The found records are the input for further processing. You can use a query on a:
You can also start the query wizard from a:
|
|
Create start and end tasks |
System administration | Each workflow must start with a Start task and end with an End task. This topic explains how to create a start task and an end task. |
|
Create trigger - Query |
System administration | Use a query trigger to start a workflow based on the result of a query. So, the workflow is started when a query is run and one or more records are found in the database. The found records are the input for the workflow tasks. |
|
Create trigger - Staging table |
System administration | Use a staging table trigger to start a workflow when a specific type of record is inserted in a staging table. The inserted record is the input for the workflow tasks. To be able to use a staging table trigger, you must build a custom table with at least a field called Staging label. The staging label defines the specific type of record for which a workflow can be triggered. |
|
Create workflow |
System administration | Use workflows to automate repetitive and predictable processes. To group workflows, each workflow is linked to a process flow. For each workflow, you set up:
|
|
Define criteria for document type perspective |
System administration | For each perspective, you can set up criteria. Use criteria to define for which data the perspective must be executed. Where the related query defines the data that is used as input for the document generation, you can use the criteria to indicate to which of this input data the perspective applies. For each of the criteria, the value of the left data source field is validated against the value of the right data source field or a fixed value. The validation is done based on the defined operator. |
|
Define task relations |
System administration | Except for the End task, for each task in the workflow, you must define the next task. For a task of type Decision, you can define several next tasks based on the outcome of the decision. For each task in a workflow, the workflow input records are the input for the task. The workflow input records are defined by the query or the staging table of the trigger. |
|
Define text fragment filters for document type perspective |
System administration | For each text fragment, as defined for a document type perspective, you can set up filters to define when the text fragment is applicable. If, on generation of a document or email, a text fragment is not applicable, it is not added to the document or email. For each of the filters, the value of the left data source field is validated against the value of the right data source field or a fixed value. The validation is done based on the defined operator. |
|
Define text fragments for document type perspective |
System administration | For each document type perspective, you can set up the applicable text fragments. Use text fragments to add predefined texts to a document. You can also group several text fragments in a text block. If you generate a document or email with a text block, the related text fragments are added together. |
|
Develop function class |
System administration | You can use a function to fill the value of a condition. You can use a function for a condition on a query range. For a function, a class is required. To develop this class, extend the DQFFunctionRun class. Prerequisite: Develop the extension of the DQFFunctionRun class in the AOT before you start the steps. Note: The steps are to have the developed function class uploaded as function. |
|
Export document type |
System administration | You can export a document type to a data (DAMDATA) file. So, you can import it in another Microsoft Dynamics 365 for Finance and Operations environment. If you export a document type, all related setup is included in the data file. You can find and download the created data file on the File share workspace, on the Data files tab. |
|
Export process flow |
System administration | You can export a process flow to a data (DAMDATA) file. So, you can import it in another Microsoft Dynamics 365 for Finance and Operations environment. If you export a process flow, all related setup is included in the data file. You can find and download the created data file on the File share workspace, on the Data files tab. |
|
Export workflow |
System administration | You can export a workflow to a data (DAMDATA) file. So, you can import it in another Microsoft Dynamics 365 for Finance and Operations environment. If you export a workflow, all related setup is included in the data file. You can find and download the created data file on the File share workspace, on the Data files tab. |
|
Import configuration |
System administration | You can import an Action and document management configuration from a data (DAMDATA) file. This data file must be the result of a configuration export from Action and document management on another or the current Microsoft Dynamics 365 for Finance and Operations environment. The steps in this topic show how to import a data file that is stored on the file share. Make sure the data file is already uploaded as type Data file to the File share workspace.You can also import a data file from:
|
|
Monitor document queue |
System administration | When records from the document queue are processed, errors can occur. Therefore, monitor the document queue. So, you can take measures if errors occur. |
|
Monitor documents history |
System administration | Documents that are created with Action and document management are stored in the Action and document management file share. You can monitor and download the created documents. |
|
Monitor import history - Action and document management |
System administration | You can review the data file imports you have done to Action and document management. |
|
Monitor workflow transactions |
System administration | Each time a workflow is processed, this is logged in the Workflow transactions. You can monitor:
|
|
Process document queue |
System administration | Document creation can be triggered from a workflow task of type Send document. In this case, a record is added to the Document queue. Process the records in the Document queue to create the documents. Created documents are stored in the Action and document management file share. If the document type is of output type Email, the email is sent as well. |
|
Run trigger of type Query |
System administration | For workflows to be run, a trigger is used. If a work flow is started by a trigger of type Query, the query for the trigger is run. The query output defines the workflow input records based on which the workflow is started. Usually, you run triggers of type Query in batch in a recurring pattern. |
|
Set Action management parameters |
System administration | Before you can use Action management, set up the Action management-related number sequences on the Action management parameters. For more information on number sequences and how to generate number sequences, refer to Number sequences. |
|
Set Document management parameters |
System administration | Before you can use Document management, set up the parameters and document number sequence on the Document management parameters. For more information on number sequences and how to generate number sequences, refer to Number sequences. |
|
Set up a task to call a class method |
System administration | You can set up a task to call a class method. Usually, you use a custom class. You can only use static methods with no parameter or one parameter defined. If you use a method with one parameter that accepts a record and the workflow is triggered by a:
If you use a method with no parameter or you don't pass a record for a method with a parameter, the method is called without input. |
|
Set up a task to call a trigger |
System administration | You can set up task to run a trigger. A trigger is used to start a workflow. So, you can use a Call trigger task to start another workflow from the current workflow. |
|
Set up a task to create a document |
System administration | You can set up a task to create a document based on a document type. The document type defines the contents, the format, and the target of the document. Each created document is added to the Document message queue and can be processed from there. |
|
Set up a task to create or update a case |
System administration | You can set up a task that creates or updates a case. For each task to create or update a case, you define the case settings. Based on these settings, the case is created or updated. For a new case, you can also define for which record an association is added to the case. If a task of type Create/update case is run, and the case action is:
For more information on cases, refer to Case management. |
|
Set up a task to create or update an activity |
System administration | You can set up a task that creates or updates an activity. For each task to create or update an activity, you define the activity settings. Based on these settings, the activity is created or updated. You can also define for which record an association is added to the activity. The workflow input records, as defined by the query or staging table of the trigger, are the input for the task. When the task is run, first a check is done if the parent type is enabled for activities. If so, the defined activity action is checked. Accordingly, an activity is created or updated. If an activity is:
You can view the activities here: Common > Common > Activities. |
|
Set up a task to make a decision |
System administration | You can set up a task to make decisions based on conditions. You can set up a hierarchy of decisions. For each decision, you define the condition and what comes next if the condition is met or not. In these fields, you define what comes next if the condition is:
The workflow input records, as defined by the query or staging table of the trigger, are the input for the task. When the task is run, based on the workflow input records, the conditions are checked, and decisions are made accordingly. |
|
Set up a task to update a record field |
System administration | You can set up a task to update a record field of an existing record in a D365 FO table. The workflow input records, as defined by the query or staging table of the trigger, are the input for the task. When the task is run, the field is updated for the relevant workflow input records. |
|
Set up addressee entity relations |
System administration | Before you can set up and use addressee scenarios, set up the addressee entity relations. Use an addressee entity relation to define from where to get the address information for a table and entity combination. |
|
Set up addressee profiles |
System administration | Usually, the addressee scenario, as defined for the document type, is used to find the applicable address. However, in some cases another addressee scenario can be required. In this case, you can set up an addressee profile for a specific record. Use the addressee profile to indicate which other addressee scenario must be used in case of a specific addressee scenario and document type combination. Before you can set up an addressee profile, set up the 'Addressee setup' button for the applicable form. Example: For document type 'Contract', scenario 'A' applies to most customers. So, you define scenario 'A' for the communication profile of type 'To'. For customer '123', for document type 'Contract', scenario 'B' applies. Set up the 'Addressee setup' form button for the CustTable form. For customer '123', set up an addressee profile. This addressee profile says: For customer '123', in case of scenario 'A' and document type 'Contract', use scenario 'B'. Note: In the steps, as an example, an addressee profile is set up for a customer. |
|
Set up addressee scenarios |
System administration | You can use an addressee scenario to find a valid address to which to send a document. The address can be, for example, a postal address or an email address. For each addressee scenario, you can define several priority lines. An addressee scenario priority line links an address type to an output type and entity. When an addressee scenario is applied, the priority lines are checked in sequence to find valid address information. |
|
Set up addressee types |
System administration | An entity can have several types of addresses. For example, business address and invoice address. For each entity, you can set up the required address types. |
|
Set up communication profile: Bcc |
System administration | Use the communication profile of type Bcc to define a 'blind' recipient of a copy of the document. Usually, this is used for internal purposes to send a 'blind' copy of the document to an internal recipient. You can define the Bcc recipient in two ways:
|
|
Set up communication profile: Cc |
System administration | Use the communication profile of type Cc to define a recipient of a copy of the document. Usually, this is used for internal purposes to send a copy of the document to an internal recipient. You can define the Cc recipient in two ways:
|
|
Set up communication profile: From |
System administration | Use the communication profile of type From to define the sender of the document. |
|
Set up communication profile: Label |
System administration | Use the communication profile of type Label to define the label for the document. You can use a label to add a company logo and company address information to a document. |
|
Set up communication profile: Output type |
System administration | Use the communication profile of type Output type to define if the document is an email or an XML document. If the output is Email, you also link a template to define the contents of the email. |
|
Set up communication profile: Printer name |
System administration | Use the communication profile of type Printer name to define the printer to which the document is sent. |
|
Set up communication profile: To |
System administration | Use the communication profile of type To to define the main recipient of the document. You can define the recipient in several ways:
Use only one of these ways and do not combine these in one communication profile. |
|
Set up form buttons |
System administration | You can set up form buttons to, for a selected record:
|
|
Set up labels |
System administration | You can use a label to add a company logo and company address information to a template. On the template, use a placeholder to which you add a table field. To add:
|
|
Set up output formats |
System administration | If you use fields with numerical values in the placeholders of a template, by default, the numbers are added to a document with two decimals. You can use the output formatting to define the number of decimals. Prerequisites to apply output formatting are:
Output formatting is applied generically. So, wherever a field is used in a template, the output formatting is applied. |
|
Set up placeholders |
System administration | For a template, you can use placeholders in the text. A placeholder defines a variable that is filled with an actual value when an email is created. If on creation of an email, a placeholder variable is not filled, the placeholder is not shown in the email. |
|
Set up senders |
System administration | Use senders to define who sends an email or creates an XML document. For each sender, you can define the business and contact information. On a document type, you link a sender to each communication profile of type From. You can use sender information as variable in the text of a template. To do so, add a table field of the Sender table to a template placeholder and use the placeholder in the template text. |
|
Set up templates |
System administration | Use templates to define the contents of an email. For each template, you can define the text and placeholders as used in the text. On a document type, you link a template to each communication profile of type Output type which output is Email. |
|
Set up text fragments |
System administration | Use text fragments to add predefined texts to documents. Examples: disclaimers, contract clauses, and product information. |
|
Set up user roles per document type |
System administration | If you have set up a form button to create a document for a selected record, you also must define which users can create which document. For each document type that you linked to a form button setup, define which user roles can use the document type to create a document. |
|
Validate perspective |
System administration | You can validate the setup of a perspective when you set up or finished the setup of a document type. The validation is done, based on the input data source as defined for the perspective. |
