Introduction to Zetadocs for NAV

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1 Zetadocs for Microsoft Dynamics NAV Introduction to Zetadocs for NAV Version history Version /03/2008 Equisys plc Equisys House 32 Southwark Bridge Road London SE1 9EU United Kingdom Tel + 44 (0) Fax +44 (0) Equisys Inc 30,000 Mill Creek Avenue Suite 335 Alpharetta GA USA Tel +1 (770) Fax +1 (770) Contact: Equisys Technical Support, Copyright Notice Copyright 2008 Equisys plc, London All rights. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, without the prior written permission of Equisys plc. All trademarks are acknowledged.

2 Introduction: Overview of Zetadocs for NAV Contents 1. Introduction Overview of Zetadocs for NAV Zetadocs for NAV Architecture Diagram Technical Specifications Zetadocs for NAV Business Functionality Capture Deliver Share ZDNAV primary functions ZDNAV contributing functions Key Usage Scenario Intended purpose of ZDNAV - a typical user s business day Countries supported by Zetadocs for NAV Microsoft Dynamics NAV Licence Requirements NAV License Zetadocs for NAV Client License NAV Functionality Restrictions caused by Zetadocs for NAV... 9 Page 2

3 Introduction: Overview of Zetadocs for NAV 1. Introduction This document is designed to provide an overview of Zetadocs for Microsoft Dynamics NAV, by explaining its major functionality and scenarios of real world application as well as the system requirements. 1.1 Overview of Zetadocs for NAV Zetadocs for NAV helps accounts departments streamline business processes, reduce the costs of handling paper documents and enhance customer service. It enables Microsoft Dynamics NAV users to create and deliver statements, invoices, remittances and other financial documents instantly from their PC. Zetadocs archives documents to Microsoft SharePoint so they can be retrieved promptly, enabling users to respond to queries instantly. Zetadocs for NAV enhances document workflows in NAV in 3 main areas: (i) Document Capture Zetadocs for NAV manages the capture and storage of paper and electronic documents that are entered on NAV. For example, it can store copies of inbound sales orders electronically, whether they are received on paper, by fax or by . This reduces the risk of incoming documents being lost or misfiled. (ii) Document Delivery Producing, packaging and posting statements, invoices and remittances is a time consuming and costly process. Zetadocs for NAV enables users to deliver accounting documents instantly by or fax, removing the cost of printing and postage and reducing the time accounts staff spend on administrative tasks. Simple rules can be set up to deliver business documents appropriately by and fax, as well as being printed, so that customers can have the choice of how they receive information. Zetadocs for NAV makes it straightforward for users to create and send NAV documents singly or in batches. (iii) Document Archiving and Retrieval Zetadocs for NAV automatically archives copies of all documents that have been sent, allowing for quick retrieval. Accounts staff will no longer waste time searching for paper documents and storage costs will be reduced, helping companies to meet compliance guidelines. Zetadocs for NAV archives to SharePoint so that non NAV users such as sales people can access key documents easily, without relying on assistance from the accounts team. 1.2 Zetadocs for NAV Architecture Diagram This diagram shows the main applications and components of Zetadocs for NAV and the flow of data from NAV ultimately to document recipients and SharePoint. The dashed line represents launching a SharePoint search for documents previously archived to SharePoint when sending a document from NAV using Zetadocs. Page 3

4 Introduction: Zetadocs for NAV Architecture Diagram Figure 1 - Zetadocs for NAV Architectural Overview Microsoft Dynamics NAV Zetadocs API Zetadocs Client Document Recipients SharePoint Service To supplement this diagram, here is a real world example of the data and its flow through the system: 1. From within NAV, the user views a queue of documents to be processed. 2. One by one they view each order and input the details into NAV. 3. On finishing the order entry the original order document is copied to a persistent document library in SharePoint with associated metadata to bind it to the record created in NAV. This uses the Zetadocs API. 4. The user then sends an order confirmation document from NAV to the customer. The Order Confirmation report in NAV is modified to contain formatting and delivery information ( address of customer) as well as metadata to bind the document to the NAV record. Zetadocs Client loads the printed report, applies the formatting, converts the completed document to PDF and sends to customer. 5. A copy of the sent document is archived in SharePoint. The Zetadocs Client passes a copy of the PDF to the SharePoint Service with the metadata for persistent storage. (i) Document Queue, Order Entry and Archiving The Zetadocs Document Queue provides a means of streamlining the processing of received documents. Currently focused on the Sales Order Process in NAV, it allows the user to view documents for data entry and archives these documents, with metadata from the associated sales record that is created, to a SharePoint document library. It also sets up a reference for monitoring correspondence associated with the sales record over the course of the sales order process. This means that at any point during or after the sales process all documents associated with an order can be quickly found and reviewed on screen. Page 4

5 Introduction: Technical Specifications The Zetadocs Document Queue provides a simple user friendly interface for document processing. It displays a list of documents currently waiting to be processed from a centralized folder. The list shows you the name of the document, the date it was saved to the network folder, and the source which tells you whether the document was scanned in, or received by fax or (based on file extension). The document queue form allows you to quickly identify any document you are searching for. It also allows you to: View, print and delete the item using the Item button. Create a quote, an order, an invoice or link the document to an existing sales record (posted or otherwise). Scan a newly received document. (ii) Sending Reports using Zetadocs Any NAV Report can be printed to the Zetadocs printer, addressed in the Zetadocs Client and sent to that recipient. To take advantage of the automated addressing, formatting and archiving of Zetadocs for NAV the report must be edited to link in Zetadocs for NAV rules and output addressing, formatting and archiving data during the printing of the report. The Zetadocs Client then uses that information to format, send and archive the document. Zetadocs for NAV maintains a set of companywide sending rules which determine the format, addressing and archiving settings for particular reports and customers. With very little work, Zetadocs for NAV makes the sending of batches of fully formatted, customer specific documents with personalized messaging easy and manageable. (iii) Archiving to SharePoint In a SharePoint enabled company, Zetadocs for NAV offers the ability to archive backup copies of correspondence in a highly customizable archive. It does this by storing metadata against the archived document that make it easy to locate records or customer related documents, or to simply search based on your own criteria. 1.3 Technical Specifications This section details the minimum system requirements for the software. (i) Client Operating systems supported Windows Vista Business, Ultimate and Enterprise Windows XP Professional Windows 2000 Professional Requires Microsoft.NET Framework version 2.0 Integrates with Microsoft Office Outlook 2003 and 2007 Integrates with Lotus Notes V6.5 and above Integrates with SMTP systems Active Directory integration for rapid and easy deployment to all network users (ii) Client Hardware requirements It is recommended that systems have Pentium class CPUs of 1 GHz or higher with 512 MB RAM or more (iii) PDF capabilities Create PDF files which are readable using Adobe Reader software version 5 and later Supports PDF attachments created in PDF 1.2, 1.3, 1.4 and 1.5 standards Specify PDF security options such as allow printing, content extraction and password protection Password protection using 40-bit and 128-bit encryption Page 5

6 Zetadocs for NAV Business Functionality: Capture (iv) Other software requirements Supports NAV version 4.0 and version 5.0 Supports Microsoft Office SharePoint Server (MOSS) 2007 Windows SharePoint Services (WSS) 2. Zetadocs for NAV Business Functionality Zetadocs for Microsoft Dynamics NAV is based around three core concepts Capture, Deliver and Share. It offers users the ability to automate the production and delivery of NAV reports as electronic documents, helping them reduce the amount of paper used in accounts processes and therefore become more productive. Click here to view a video presentation of Zetadocs for Microsoft Dynamics NAV 2.1 Capture Zetadocs for NAV manages the capture and storage of paper and electronic documents that are entered on NAV. For example, it can store copies of inbound sales orders electronically, whether they are received on paper, by fax or by . This reduces the risk of incoming documents being lost or misfiled. Traditionally, finance processes are both labor and paper intensive, therefore by delivering documents automatically as PDFs by and by fax, it helps reduce the amount of time spent producing the documents, cut down on the amount of paper used, and eliminate postage costs. 2.2 Deliver Producing, packaging and posting statements, invoices and remittances is a time consuming and costly process. Zetadocs for NAV enables you to deliver accounting documents instantly by or fax from your desk, removing the cost of printing and postage and reducing the time accounts staff spend on administrative tasks. Simple rules can be set up to automatically deliver business documents appropriately by and fax, as well as being printed, so you can give your customers the choice of how they receive information. Zetadocs for NAV makes it straightforward for users to create and send NAV documents singly or in batches. 2.3 Share Zetadocs for NAV automatically archives copies of all documents that have been sent, allowing for quick retrieval. Accounts staff will no longer waste time searching for paper documents and storage costs will be reduced, helping you meet compliance guidelines. Zetadocs for NAV archives to SharePoint so that non NAV users such as sales people can access key documents easily, without relying on assistance from the accounts team. 2.4 ZDNAV primary functions Capture source documents Deliver reports by delivery method ( , fax or paper) determined by Rules Deliver reports on templates determined by Rules for reports, company or contact Deliver reports copied to a SharePoint archive folder structure determined by Rules Deliver reports using Rules that cope with missing data such as fax numbers Deliver reports by over-riding Rule determined template and recipient information Page 6

7 Key Usage Scenario: ZDNAV contributing functions Share and retrieve reports and original documents from SharePoint archive 2.5 ZDNAV contributing functions Create and edit templates in Zetadocs for use in ZDNAV Scan original documents directly into the Zetadocs Document Queue Print original documents from Zetadocs Document Queue Deliver any Navision report (even non ZDNAV enabled reports via Zetadocs) Retrieve reports and original documents for specific customers or vendors Pre-determine Preview options before sending View recipient details before submission 3. Key Usage Scenario 3.1 Intended purpose of ZDNAV - a typical user s business day Orders and enquiries for quotations that might lead to an order and invoices are received by the ZDNAV user from their customers in a variety of ways. They could be on paper by mail, a fax, an possibly with attachment, a hand-written note or keyed word or text file resulting from a telephone call etc. All these documents or files are placed in a shared network folder. This is achieved by scanning them if they are on paper e.g. hand written note or formal order/invoice or saving them if they are already in an electronic format e.g. an . The shared network folder is made visible within Navision on the Zetadocs Document Queue. From within Navision, the user views the list of orders, potential orders and invoices. One by one the user views the documents held in the queue and enters the details into Navision, creating either 1) Sales Quote for potential orders 2) Sales Order 3) Invoice 4) Link to existing sales document e.g. formal confirmation of a phoned order On finishing the data entry activity the original document is copied to a persistent document library in SharePoint with associated metadata to bind it to the Quote, Order or Invoice. The file and the Navision record ID are passed to the SharePoint Service for archive. An organisation s policy will dictate whether, for example, they immediately send an Invoice to some or all customers when the Order is received or later. Typically the user sends one or more of the following Navision reports 1) a Quote 2) an Order confirmation 3) an Invoice to the customer. Other Sales related Navision reports can be selected to be sent by the ZDNAV user such as Sales Credit Memo. A number of Vendor related reports e.g. Purchase Order can also be selected to be sent out by the ZDNAV user. Page 7

8 Countries supported by Zetadocs for NAV: NAV License Having selected the appropriate report (or reports as batches) in Navision these are modified to insert embedded command text and printed to the Zetadocs PDF printer. The embedded commands contain formatting and delivery information such as the user s customised Template, the delivery method, the fax number or address of recipient as well as metadata to bind the report to the Navision record. The choice of template, delivery method, recipient etc can be determined by a set of system and company rules or overridden by selections during the delivery dialogue. Zetadocs Client loads the printer report, applies the embedded commands, converts the completed document to PDF and sends to recipient company. A copy of the sent document is archived in SharePoint. The Zetadocs Client passes a copy of the PDF to the SharePoint Service with the metadata for persistent storage. 4. Countries supported by Zetadocs for NAV The countries supported by this release of Zetadocs for NAV are the United Kingdom and the United States. 5. Microsoft Dynamics NAV Licence Requirements 5.1 NAV License Required Granules To use Zetadocs for NAV you require the Zetadocs for NAV Granule to be added to you license. Granule Zetadocs for NAV Optional Granules To take advantage of Zetadocs for NAV integration with NAV Contacts you require the Contact Management Granule Granule 5500 Contact Management Granule 5510 Contact Management - Basic Optionally you can also purchase the Zetadocs for NAV SDK Granule which allows the running of customizations made in the Zetadocs Customization codeunit Granule Zetadocs for NAV SDK 5.2 Zetadocs for NAV Client License The following licence is pre-registered and does not require registration. If during entry of the licence in the Zetadocs PDF Configuration application you are redirected to the online registration page please just close this page and set the Company Name and Registration Code as below. Starter Licence: Company Name: VeriTest Registration Code: Page 8

9 NAV Functionality Restrictions caused by Zetadocs for NAV: Zetadocs for NAV Client License 6. NAV Functionality Restrictions caused by Zetadocs for NAV None Page 9

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