Business Document Management

After importing our electronic reports, we will start modifying them through this new workspace. In it, we can change the formats of our documents without having to enter electronic reports, which will allow us to implement this solution for end users. Let's see it!

The business document management workspace will allow us to review and modify the format of our electronic reports without entering that workspace. This will help us, for example, change the printout format of the purchase order without developing and overcomplicating the assembly of an electronic report. Great news!

To activate this workspace, we must go to the administration of the features and activate the following functionalities:

Although the second characteristic is the one that corresponds to the workspace, the first one will help us to use the online office to work with the documents.

After it is activated, we will see that the aforementioned "Business Document Management" will appear in the workspaces menu. We can go to him to start working:

Here we can see the formats created and imported on the active report provider. For this workspace to work correctly, we must carry out the steps seen in the previous post on electronic reports. Here is the link.

The workspace is divided into two parts, the main grid, where we see the formats created for business documents, and on the right, we will see a summary and image of the document created.

Each document has a status, be it draft or published, which will tell us if it is still being modified or if we can use it.

At the top right, we have the new document button. So we are going to press it, and the system will take us to the following form:

This form will let us select among all the electronic reports created to make a new format. So, we will choose the "Purchase Order (excel)" for this example and then click on "Create document"

We will put the name of the document, and we will accept the change. This will open us embedded in Dynamics, the Office Online (in this case Excel Online), with the document we have just created.

Important Note: It may be that the first time we try to perform this step, it does not enter Excel, or the browser attempts to prevent pop-ups. In case of not reaching Excel or Word Online, we must ensure the following:

1. Turn off any program that blocks pop-ups or enable those for office online.

2. Be signed in to Office Online. If we do not have it, the browser will direct us alone. We will have to wait a few seconds after login. We give the "Back" button in the browser and then "Edit" to the document, and we will arrive at the same place.

Important be patient when entering since it takes a few seconds.

In Excel Online, we can change the format of our purchase order:

The menus allow us to do the following:

1. Preview, We can see how the document looks before saving it.

2. Check Problems, We validate the document. If there is an error in the format, tell us what it is

3. Open in desktop application, Allows you to modify the document in Excel for desktop.

4. Update Structure, Refreshes the data structure information that has the associated electronic report.

5. Show structure, It shows us the panel on the right where we see the structure of the electronic report.

Here we can insert any data from the report structure and its labels, modify the columns, the letter format, and even its image, and then we will save it. In my case, I will put the Consejos Dynamics logo to be seen when printing the Purchase Order.

Finally, we will publish the change and modify the impression report:

Now we will go to the route: Acquisition and supply> configure> Forms> Forms configuration -- And in the General tab, we enter the "Print management" button.

Within the tree on the left, we will look for the purchase order, enter the original (if it does not exist, we will add it with the right button), and modify the format we created in the previous steps.

Now we are ready to print a purchase order:

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To finish, I leave two tips for this tool.

• Within each module's document management, we can generate different documents with different conditions. In other words, if a supplier asks us for a Purchase Order format with a more significant amount of data, we can create a second document in the business document management and add it here with a condition as shown in the image:

• If we create a new electronic report, it will be able to appear in the document management workspace as long as we remember to make the labels for it. If we don't create them, they won't appear in the list of templates.

It is an excellent way to let users who are good at handling documents manage them and build their own without developing them.

See you in the next post!