1. Others
  2. Action and Document Management
  3. Document management

Use document types

Once you have set up Document management, you can start using the document types to generate documents.

You can run a document type in these ways:
  • With a custom-added form button. As a result, directly a document is created for the selected record.
  • With a workflow task of type Send document. In this case, a record is added to the Document message queue. Process the record in the Document message queue to create the document.
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.


System administrator System administrator User User Manually start creation  of document for a  selected record Manually start creation  of document for a  selected record Create document from form Create document from form 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. Procedure 1. Go to Accounts receivable > Orders > All sales orders. 2. In the list, find and select the desired record. 3. Click Create. Note: In the form button setup, you define where the Create button is added on the relevant form. In this example, the Create button is added to the SalesTableListPage form: ActionPane, Sales order tab. 4. Select the Print check box. 5. Select the Preview check box. 6. In the [user note] field, type a value. 7. Click Create. 8. If the preview is shown, you can click Send to create and send the email. Click Send. Note: Before you send the email, you can attach one file to the email. To do so, on the dialog, click Browse to find and select the file. Workflow task 'Send document'  adds record to  Document queue Workflow task 'Send document'  adds record to  Document queue Process document queue Process document queue 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. Procedure 1. Click Action and document management operations. 2. Click Process document queue. 3. In the Document type field, enter or select a value. 4. In the Perspective field, enter or select a value. 5. Expand the Run in the background section. 6. Select Yes in the Batch processing field and fill in the other fields as desired. 7. Click Recurrence and define the recurrence as desired. 8. Click OK. 9. Click OK. Notes Usually, you process the document message queue in batch. You can also manually process a record in the document message queue. To do so, go to Action and document management > Inquiries > Document message queue. Select a record and click Process. Monitor document queue Monitor document queue When records from the document queue are processed, errors can occur. Therefore, monitor the document queue. So, you can take measures if errors occur. Procedure 1. Click Action and document management operations. 2. Click the Document queue tab. 3. Click Messages with errors. 4. Close the page. Document queue  cleanup required? Document queue  cleanup required? Clean up document queue Clean up document queue As the number of records in the document queue increases over time, regular cleanup can be required. Procedure 1. Click Action and document management operations. 2. Click Document queue cleanup. 3. In the Age days field, enter a number. 4. In the Status field, select an option. 5. Expand the Run in the background section. 6. Select Yes in the Batch processing field and fill in the other fields as desired. 7. Click Recurrence and define the recurrence as desired. 8. Click OK. 9. Click OK. Monitor documents history Monitor documents history 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. Procedure 1. Click File share. 2. In the list, find and select the desired record. 3. Click the Preview tab. 4. Click Download. End End Yes No

Activities

Name Responsible Description

Create document from form

User
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.

Process document queue

System administrator

 		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.

Monitor document queue

System administrator

 		When records from the document queue are processed, errors can occur. Therefore, monitor the document queue. So, you can take measures if errors occur.

Clean up document queue

System administrator

 		As the number of records in the document queue increases over time, regular cleanup can be required.

Monitor documents history

User

 		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.

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