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DMS Integration#

medtec365 Setup#

On this page, on the 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 you want to use for DI IM documents.
Use ImageUtils for Printing Turn on this toggle to print documents via the ImageUtils service.

Documents printed with ImageUtils are linked or archived as they would be with any other service.

You can, however, use existing event messages to tailor the document assignments and archives to the needs of individual projects.

Note
You can use either ImageUtils or Universal Print, not both.
Letterhead Available Specifies if a letterhead is stored in setup. If it is, it will be printed on every page of a main document.
Watermark (Main) Specifies if a watermark is stored in setup. If it is, it will be added to every page of a main document during archiving.

The standard watermark consists of the word “Copy” and is used to ensure that no originals are reprinted from the archive.
Watermark (Supplemental) Specifies if a watermark is stored in setup. If it is, it will be added to every page of a supporting document during archiving.
Delete Log on Print Each time you preview, print, or create a PDF from a DMS document, an entry is added to the DMS Print Jobs page.

With the toggle turned on, this entry is deleted if the job is completed without errors (but remains should an error be encountered).

We recommend that you turn on the toggle for standard projects. Otherwise, you will need to delete older entries manually.
Archive Method Specify for outbound documents if you want to archive the main document and any supplemental documentation as a batch or if the main document should be stored separately from the rest.

You can change this global setting for individual reports by editing the line field with the same name on the PrintPortal Reports page.
Archive MDR Doc. on Print Specify if you want to save MDR documents that, based on setup, must be printed as part of certain transactions.

With the toggle turned on, all supporting documents will be stored in the DMS together with, for example, the order confirmation note they are attached to.
Schema Field - Supporting Docs. Specify the DMS field that you want to use to distinguish between archived document versions with and without supporting documents.

The default caption of the field is ATTACHMENT.

Two entries will be set up in the archive: one for the main, the other for the main and supporting documentation. The field belonging to the first entry will be empty, whereas the latter will be filled in.

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.

Ribbon functions#

Function Description
Show Print Portal Reports Lists the reports that the Print Portal service is used for. Only these reports are 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 or archived via the PrintPortal service.

Field Description
Report ID Specify the (unique) number of the report that will be processed via the PrintPortal.
Report Caption Shows the name of the report.

This field Is filled in automatically when you select an ID.
Archive for Single Print Only Most outbound documents can be created for multiple records at the same time (for example, by batch printing invoices).

To ensure the system still creates individual documents (so that each document can be archived alongside the record it was set up for), you would typically need to add the KVSMTCOutputMode and KVSMTCPrinterName fields to the relevant request page.

However, if you want to print and archive a certain document via the PrintPortal without making any changes to it, you can select this checkbox instead.

With the field selected, only a single record can be specified as a header element on the report. A storage definition "DMS/ECM" interface or field mapping (KUMAconnect) must also be available.
Archive Method Specify for outbound documents if you want to archive the main document and any supplemental documentation as a batch or if the main document should be stored separately from the rest.

Note
What you select here might overwrite what you specified in the field with the same name in medtec365 Setup.

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

  • 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

"DMS & ECM" Interface: bridge app#

This help section describes the extensions provided for integrating the DMS & ECM Interface into medtec365.

The features of the bridge app are available for both the Microsoft1 SharePoint Online and Hyland Saperion2 ECM archiving solutions.

General extensions#

Documents FactBox#

The Documents FactBox supplied with the DMS & ECM interface has been added to the following pages:

  • 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.

Assign Bar Code#

This ribbon function creates a bar code for a document that you want to scan later and links the document to a record in the system by creating an entry on the DMS Bar Codes page. The action has been added to 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

When you run the function, you need to specify on the request page the type of document you’ll be scanning and the bar code found on the paper version.

Copy bar code assignments#

When a document is posted, the entry created for it on the DI DMS Bar Codes page will no longer refer to the source document but to the document posted (or archived) in the system, as described in the following tables.

Dispatch

Entry originates with (document) Code links to (table) Action run Code reassigned to (table or document)
Dispatch Order 5049203 Dispatch Handling Header Post Dispatch Order 5049206 - Posted Dispatch Handling Order

Purchasing:

Entry originates with (document) Code links to (table) Action run Code reassigned to (table or 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 originates with (document) Code links to (table) Action run Code reassigned to (table or 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
Create subdirectories#

When you assign a bar code by hand, you can also specify a subdirectory that has been set up for the related storage definition.

This subdirectory is then added automatically to the associated record in the system when you archive the scanned document.

On the following pages, you can fill in the Bar Code field with the number that your supplier put on a paper document related to a transaction (for example, by using a keyboard scanner) so that you can scan the actual document later:

  • Warehouse Receipt
  • Unposted Purchase Invoice
  • Unposted Purchase Credit Memo

With the field filled in, the bridge app assigns the entered code to the specified document type in subsequent transactions so that a scan of the paper version will immediately be linked to the correct postings.

medtec365 Setup extension#

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.

Interface extensions#

Extension Document Filing Setup#

The setup page has been extended to include the name of the index field that is used for the DMS & ECM Interface. To select a field value, you will need the lookup provided with the bridge app.

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. ↩