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Integration with document management#

medtec365 Setup#

On this page, on DMS Integration Fasttab you can specify the DMS settings that are required by MDR Document Management and other parts of the app, as described in the following table.

Field Description
IM Document Nos. Specify the number series that will be used for DI-IM documents.
Use ImageUtils Print Service Turn on this toggle if you want to use ImageUtils for printing. Any document printed with this service is then also linked and archived in the system.

If necessary, you can customize the printing process with the help of existing event messages.

Note
The parallel use of ImageUtils and Universal Print is not possible.
Letterhead Available If the toggle is turned on, a letterhead has been stored in setup.
This letterhead is then printed on every page of a main document.
Watermark on Main Document If the toggle is turned on, a watermark has been stored in setup so that it can be printed on every page of a main document.

The standard watermark consists of the word Copy only. It is used to ensure that no originals are reprinted from the archive.
Watermark on Supporting Documents If the toggle is turned on, a watermark has been stored in medtec365 Setup so that it can be printed on each page of a supporting document.
Delete Log on Print An entry for the DMS print job is set up during preview, PDF creation, and printing. With the toggle turned on, the entry is deleted when the job is completed without errors.

If an error occurs, the entry remains. We recommend you turn on the toggle for standard projects. Otherwise, you will need to delete older entries manually.
Template Field for Supporting Docs. Specify the DMS template field that should be used to distinguish between printouts archived with and without supporting documents. The default name of the field is FIXED ASSET.

Two entries are created in the archive when you use supporting documentation. One contains the main document, the other the main and supporting documents, with the former containing an empty template field and the latter a filled-in one.

You can fill in this field, for example, to attach an invoice from the DMS archive to payment reminders without the system printing all documents assigned to the case.
Show Print Portal Reports Lists the reports that the Print Portal service is used for. Only these reports are then linked or archived later.
Letterhead Used to import or delete your company’s letterhead template.
Watermark (Main) Used to import or delete the watermark for main documents.
Watermark (Supplemental) Used to import or delete the watermark for supporting documentation.

Ribbon functions#

Function Description
Show Print Portal Reports Lists the reports that the Print Portal service is used for. Only these reports are then linked or archived later.
Letterhead Used to import or delete your company’s letterhead template.
Watermark (Main) Used to import or delete the watermark for main documents.
Watermark (Supplemental) Used to import or delete the watermark for supporting documentation.

This page lists all reports that are printed and archived via the module of the same name.

Field Description
Report ID Unique identification of the report to be processed via the PrintPortal.
Report Caption Name of the respective report. Is filled automatically when the report ID is selected.
Archive only for single print Most output documents can be created for several data records at once (e.g. batch printing for invoices). To ensure that individual documents are nevertheless created which can then be archived for the respective data record, the request page of the respective report must be supplemented by the fields " "KVSMTCOutputMode" and "KVSMTCPrinterName".

However, if an outgoing document is to be printed and archived via the PrintPortal without adaptation, this checkbox can be activated. The prerequisite for archiving is then the selection of only one data record in the report as a header element. A storage definition (DMS/ECM interface) or a field mapping (KUMAConnect) must also be available for the corresponding table.

The following reports have been extended in KUMAVISION medtec365 so that they can be used for batch printing in the PrintPortal setup:

  • Sales Reminder
  • Issued Purch. Order Cnfrmn. Rmdr.
  • Sales Quote
  • Sales Order Confirmation
  • Sales Pro Forma Invoice
  • Sales Invoice
  • Sales Credit Memo
  • Sales Shipment
  • Blanket Sales Order
  • Return Order Confirmation
  • Sales Return Receipt
  • Purchase Quote
  • Purchase - Order
  • Purchase Invoice
  • Purchase Credit Memo
  • Purchase - Receipt
  • Blanket Purchase Order
  • Purchase Return Shipment
  • Purchase Return Order
  • Service - Invoice
  • Purchase delivery reminder

Bridge App DMS & ECM Interface#

The Bridge app integrates the DMS & ECM Interface module into KUMAVISION medtec365. This section of the online help describes the enhancements to the "DMS & ECM Interface" module and KUMAVISION medtec365.

The following adaptations relate to both the Microsoft1 SharePoint Online archive system type and Hyland Saperion2 ECM.

General Setup in medtec365#

Factbox Documents#

The following pages have been extended with the document info box from the "DMS & ECM Interface" module:

  • Dispatch Orders
  • Posted Dispatch Orders
  • Inspection Equipment
  • Inspection Plan
  • Inspection Plan Version
  • Inspection Order
  • Inspection Order Archive
  • FMEA
  • FMEA Archive
  • Claims
  • Claims Archive
  • Complaints
  • Complaints Archive
  • Actions
  • Marketing Cockpit
  • MDR Documents
  • Visit Report
  • Issued Purch. Order Cnfrmn. Rmdr.

Barcode Reservation#

The "Mark barcode" action has been added to some pages for subsequent scanning of documents. This creates an entry in the "DMS barcode" table. When calling up the function, the barcode on the document to be scanned must be entered and a document type selected.

The action is inserted on the following pages:

  • Bank Account Card
  • Customer Card
  • Vendor Card
  • Item Card
  • Contact Card
  • Marketing Cockpit
  • Visit Report
  • Sales Quotes
  • Sales Order
  • Sales Credit Memos
  • Blanket Sales Orders
  • Sales Return Order
  • Sales Invoice
  • Sales Order Archive
  • Sales Quote Archive
  • Posted Sales Shipment
  • Posted Sales Invoices
  • Posted Sales Credit Memos
  • Posted Return Receipts
  • Purchase Quote
  • Purchase Order
  • Purchase Credit Memos
  • Purchase Invoices
  • Blanket Purchase Orders
  • Purchase Return Order
  • Purchase Quote Archives
  • Posted Purchase Receipts
  • Posted Purchase Invoices
  • Posted Purchase Credit Memos
  • Posted Return Shipments
  • Warehouse Receipts
  • Warehouse Shipment
  • Dispatch Orders
  • Service Orders
  • Service Order Archives
  • Service Quote Archives
  • Serial No. Information Card
  • Lot No. Information
  • Resource Card
  • FMEA
  • FMEA Archive
  • Claims
  • Claims Archive
  • Complaints
  • Complaints Archive
  • Actions
  • MDR Documents
  • Routing
  • Routing Version
  • Production BOM
  • Production BOM Version
  • Firm Planned Prod. Orders
  • Released Production Orders
  • Finished Production Order
Transfer Barcodeflags#

After a posting process, the entries for the barcode flags on the "DI-DMS Barcode" page refer to the posted/archived document and no longer to its original document.

Dispatch

Entry from (document) Barcode flag Reference to (table) Action Barcode flag new reference to (table / document)
Dispatch Order 5049203 Dispatch Handling Header Post Dispatch Order 5049206 - Posted Dispatch Handling Order

Purchasing:

Entry from (document) Barcode flag Reference to (table) Action Barcode flag new reference to (table / document)
Purchase Order 38 - Purchase Header Purchase order Delivery and invoicing 120 - Posted Purchase Receipt
Purchase Order
Warehouse Receipt		 7316 Warehouse Receipt Header Post Warehouse Receipt for purchase order 120 - Posted Purchase Receipt
Purchase Return Order 38 - Purchase Header Purchase returns Delivery and invoicing 6650 - Posted Return Shipments
Purchase Return Order 7320 Warehouse Shipment Header Book Warehouse Shipment for purchase return 6650 - Posted Return Shipments
Purchase Invoices 38 - Purchase Header Book Purchase Invoices 120 - Posted Purchase Receipt
Purchase Credit Memos 38 - Purchase Header Book Purchase Credit Memos 6650 - Posted Return Shipments

Sale:

Entry from (document) Barcode flag Reference to (table) Action Barcode flag new reference to (table / document)
Sales Order 36 - Sales Header Sales order delivery and invoicing 110 - Posted Sales Shipments
Sales Order 7320 Warehouse Shipment Header Post Warehouse Shipment for sales order 110 - Posted Sales Shipments
Sales Return Order 36 - Sales Header Sales Return Order Delivery and invoicing 6660 - Posted Return Receipts
Sales Return Order 7316 Warehouse Receipt Header Book Warehouse Receipt for Sales Return Order 6660 - Posted Return Receipts
Sales invoice 36 - Sales Header Book Sales invoice 110 - Posted Sales Shipments
Sales credit note 36 - Sales Header Book Sales credit note 6660 - Posted Return Receipts
Specification of subdirectory for barcode marking#

For manual barcode markups, a subdirectory can also be specified if this is stored in the storage definition for the corresponding data record. When the scanned document is archived, the corresponding subdirectory is then added to the directory stored in the filing definition.

Automatic creation of barcode earmarks#

There is an input field for the barcode in KUMAVISION medtec365 on the following pages:

  • Goods receipt
  • Unposted purchase invoice
  • Unposted purchase credit note

The field is used to enter a barcode that is applied to paper documents by the supplier (e.g. via a keyboard scanner) and then to scan these paper documents at a later time. As these processes have already been booked in KUMAVISION medtec365 in the meantime, the HC DMS/ECM Bridge creates a barcode flag for the booked document with the entered barcode when the above document types are booked. The scanned document is then automatically assigned to the posted document.

Extension KUMAVISION medtec365 Setup#

Fields have been added to the setup which can be used to store the name of the index field in the DMS/ECM. The HC-DMS/ECM bridge provides a lookup for the fields so that the value can be selected.

Extension in DMS & ECM Interface#

Extension Document Filing Setup#

The "Standard filing definition" field has been added to the document filing setup. A filing definition must be stored. The document library is used from this filing definition to determine the page and library name if no filing definition can be determined via the interface when archiving.

Customization autom. report archiving#

Automatic report archiving" is only used in KUMAVISION medtec365 for the specification of filing definitions for reports. For this reason, all fields except: Report ID, Report name and Filing definition code have been hidden.

Extension of filing definition#

The filing definition has been extended by the field "Lfd. No." field. This sequential number is required because in KUMAVISION medtec365 the filing definitions are addressed via an integer value.

The field is filled automatically when a new filing definition is created. In addition, you can use the function "Current file". Fill serial numbers" function can also be used to subsequently fill in missing values.

Determining the filing definition#

The filing definition is determined according to the following hierarchy:

  • In the "Autom. report archiving" (table: KVSDMSAutoReportArchiving) it is checked whether an entry exists for the current report and whether a filing definition is stored there. If so, this is used. This only applies to the archiving of reports.
  • A filing definition with the switch "Only for background uploads"=yes is searched for using the standard functionality of the DMS/ECM interface.
  • A search is carried out using the standard functionality of the DMS/ECM interface, whereby the value of the "Only for background uploads" switch is not taken into account.

Search definition extension#

The search definition has been expanded to include the field "Lfd. No." field. This sequential number is required as the search definitions are addressed via an integer value in KUMAVISION medtec365. The field is filled automatically when a new search definition is created.

In addition, you can use the "Current" function. Fill serial numbers" function can also be used to subsequently fill in missing values.

New functions for filing definitions#

Contact search debtor#

For the tables: Sales Shipment Header, Sales Shipment Line, Sales Invoice Header, Sales Invoice Line, Sales Cr.Memo Header, KVSMEDInfoRequestHeader and KVSMEDInfoRequestHeaderArchive, an assigned contact number is determined based on the respective customer number in the data record on the business relationship for customers.

For the tables: Return Shipment Header, Purch. Inv. Header and Purch. Cr. Memo Hdr. tables, an assigned contact number is determined based on the respective vendor number in the data record on the business relationship for vendors.

Using the table field with the field number 1, an attempt is made to determine a contact via the business relationship for customers. If this is not possible, an attempt is made to determine the contact via the business relationships for vendors.

Original number#

For the tables: Sales Header, Sales Shipment Header, Sales Invoice Header, the system checks whether the "Offer number" field is filled. If so, this is returned. Otherwise, the content of the "Order number" field is returned. In the "Sales Invoice Header" table, the content of the "No." field is returned if the order number is empty. Analogously for the tables: Purchase Header, Purch. Rcpt. Header and Purch. Inv. header.

Docart#

Based on the communication documents, the "eing. DMS document subtype" is returned.

Docart print#

On the basis of the communication documents, the "exg. DMS document subtype" is returned.

Customizations for Microsoft SharePoint online archive system type#

DCM & ECM Interface Microsoft SharePoint#

Extension of filing definition keywords#

For correct formatting of date values, all entries in the "Formatting" field on the "Filing definition keywords" page must have the value "Date" if they are set up as a date field in the DMS system. This ensures that the content of the field is formatted correctly when archiving.

Further information can be found under "Filing definition of keywords - fields and information".

Customizations for Hyland Saperion ECM#

DMS & ECM Interface Hyland Saperion#
Field Description
Index field for the archiving date If an index field is specified here, it is filled with the current date for each archiving and thus marked as the archiving date. If the first or last archive entry is searched for during the search, this is also done via this index field.
Index fields area, file and category To map the folder structure of customers who used ECMBridge in a previous version, the corresponding index fields must be specified here. The two-level folder structure is then created here. Area is the top level and File is the second level. The complete folder structure is saved in Category.

You can find further information on the setup under "Document storage setup".

  1. Microsoft, Microsoft Dynamics und Microsoft Dynamics 365 sind Marken der Microsoft-Unternehmensgruppe. ↩

  2. Alle Hyland-Produktnamen sind eingetragene oder nicht eingetragene Marken von Hyland Software, Inc. oder seinen Tochtergesellschaften in den Vereinigten Staaten und anderen Ländern. ↩

  3. ELO, ELOprofessional, ELOenterprise, ELOoffice und ELO ECM-Suite sind eingetragene Marken der ELO Digital Office GmbH in Deutschland und/oder anderen Ländern. ↩