Microsoft Dynamics NAV Connector. User Guide

Microsoft Dynamics NAV Connector User Guide

Microsoft Dynamics NAV Connector, version 1.0 Copyright Bottomline Technologies, Inc. 2008. All Rights Reserved Information in this document is subject to change without notice and does not represent a commitment on the part of Bottomline Technologies. Bottomline Technologies makes no warranties with respect to this documentation and disclaims any implied warranties of merchantability or fitness for a particular purpose. Bottomline Technologies 325 Corporate Drive Portsmouth, NH 03801 Telephone: (603) 436-0700 Fax: (603) 436-0300 Email: btinfo@bottomline.com Internet: www.bottomline.com SWR-NAVCFX-REF

T ABLE OF CONTENTS v Chapter 1: Introduction... 7 Steps for Configuration...8 Chapter 2: Installation.... 9 Installing Microsoft Dynamics NAV Connector.... 10 Installing NAV Report Configuration Tool... 15 Installing Adobe Acrobat Reader. 19 Chapter 3: Configuration. 21 Set up the Create!form Printer... 22 Create Number Series 27 Set Up Processes 28 Provide Default Setup for Create!form. 29 Set up Destinations... 31 Enable Reports. 35 Chapter 4: Using Microsoft Dynamics NAV Connector. 39 Printing Reports 40 Previewing Reports.. 43 Chapter 5: Advanced Topics... 45 Users and User Role Permissions for Destinations.. 46 Delivery Preferences. 49 Enabled Reports Window.. 52 Enable Create!form for Newly Added Users.. 54 Microsoft Dynamics NAV Connector v

vi Index...55 vi Microsoft Dynamics NAV Connector

Chapter 1: Introduction C HAPTER INTRODUCTION Create!form processes output from multiple source systems for either packaged software solutions or custom legacy applications. This guide describes the specific configuration process developed by Bottomline Technologies to ensure seamless document process automation with Microsoft Dynamics NAV. Required Create!form components include: Create!form Designer Create!form Designer is used to design form projects, which Create!form Server merges with the output for the enterprise server. Form projects can be reformatted to enhance the output of the enterprise by incorporating logos, images and drawing objects, as well as formatted text. Create!form Director Create!form Director is used to design projects that Create!form Server splits and processes for the enterprise server which then merges, transforms, e- mails, faxes or archives as necessary. The types of action that Create!form Director performs include: Splitting the spool file into multiple spool files Sending particular parts of the spool file to particular directories or queues Extracting data for use in reports Creating backup copies of the spool file Adding job ticket templates (JTTs) that determine various parameters in processing by other Create!form product Microsoft Dynamics NAV Connector 7

8 CHAPTER 1: INTRODUCTION Create!form Server Create!form Server is the central processor which handles the output from the enterprise server, and applies the appropriate project designed with either Create!form Designer, Create!form Transform or Create!form Director. The output form Create!form Server can be printed, faxed, e-mailed or archived using other Create!form products. Note For a list of optional Create!form products contact a Bottomline Technologies customer Service representative. Steps for Configuration Following, as outlined in succeeding sections, are the steps for configuration: Set up a document process for each Create!form Director project used in processing Dynamics NAV output Specify default values Specify delivery destinations for Dynamics NAV output Enable Reports Specify the XML Path for the Microsoft Dynamics NAV Connector Components 8 Microsoft Dynamics NAV Connector

C HAPTER Chapter 2: Installation INSTALLATION In this chapter the following topics will be discussed: Installing Microsoft Dynamics NAV Connector Installing NAV Report Configuration Tool Installing Adobe Acrobat Reader Microsoft Dynamics NAV Connector 9

10 CHAPTER 2: INSTALLATION Installing Microsoft Dynamics NAV Connector Installing Microsoft Dynamics NAV Connector Note Before beginning the installation, verify that the NAV Development license and all other license keys necessary to run the application, have been installed. If.NET Framework is NOT installed on the same machine as Dynamics NAV, the.net installation will appear and must be installed before proceeding with the Dynamics NAV portion. To install Microsoft Dynamics NAV Connector 1 Insert the CD and click NAV Connector Components. 2 After the Install Shield launches, click Next. The License Agreement screen appears. 10 Microsoft Dynamics NAV Connector

CHAPTER 2: INSTALLATION Installing Microsoft Dynamics NAV Connector 11 3 On the License Agreement screen accept the terms of the license agreement and, if necessary, print them. Click Next. The Choose Destination location screen appears. 4 On the Choose Destination Location screen, use the Change button to select the folder location for the component files, then click Next. - OR - accept the default folder by pressing the Next button. The Install the Program screen appears. Microsoft Dynamics NAV Connector 11

12 CHAPTER 2: INSTALLATION Installing Microsoft Dynamics NAV Connector 5 On the Install screen click Install. The Installation Status screen appears. When the installation is complete the Wizard Complete screen appears. click Finish. 6 Launch Microsoft Dynamics NAV Client. 7 Press Shift+F12, or Tools > Object Designer; Object Designer appears. 8 Click File > Import at the top left of the screen. 9 Point to the BT_DPA_.fob object in the folder where the Dynamics NAV Connector Components were installed. 10 Select the BT_DPA_.fob and click Open. 12 Microsoft Dynamics NAV Connector

CHAPTER 2: INSTALLATION Installing Microsoft Dynamics NAV Connector 13 11 Click Yes. 12 Click OK on the Import window. 13 Close the NAV Client and restart it. 14 Go to Administration > IT Administration. 15 Verify that there is a new group called Create!form. Microsoft Dynamics NAV Connector 13

14 CHAPTER 2: INSTALLATION Installing Microsoft Dynamics NAV Connector 14 Microsoft Dynamics NAV Connector

CHAPTER 2: INSTALLATION Installing NAV Report Configuration Tool 15 Installing NAV Report Configuration Tool Note This component is required only if configuring reports for use in Create!form. To Install the Configuration Tool 1 Navigate to the folder where the NAV Configuration Components were installed. In the NAV Connector Components folder click the NAV Report Configuration Tool. The NAV Report Configuration Tool Setup Wizard appears. 2 On the NAV Report Configuration Tool Setup Wizard, click Next. The Select Installation Folder screen appears. Microsoft Dynamics NAV Connector 15

16 CHAPTER 2: INSTALLATION Installing NAV Report Configuration Tool 3 On the Select Installation Folder screen, click Next. The Confirm Installation Folder screen appears. 16 Microsoft Dynamics NAV Connector

CHAPTER 2: INSTALLATION Installing NAV Report Configuration Tool 17 4 On the Confirm Installation screen, click Next. The Installation status bar appears. When the install is complete, the Installation Complete screen appears. Microsoft Dynamics NAV Connector 17

18 CHAPTER 2: INSTALLATION Installing NAV Report Configuration Tool 5 On the Installation Complete screen, click Close. 18 Microsoft Dynamics NAV Connector

CHAPTER 2: INSTALLATION Installing Adobe Acrobat Reader 19 Installing Adobe Acrobat Reader Create!form enabled reports are previewed using Adobe Acrobat Reader version 7.x or higher. To use the preview functionality Acrobat Reader should be installed on every NAV Client. Microsoft Dynamics NAV Connector 19

20 CHAPTER 2: INSTALLATION Installing Adobe Acrobat Reader 20 Microsoft Dynamics NAV Connector

Chapter 3: Configuratio n C HAPTER CONFIGURATION Upon installation, the Connector needs to be configured. In addition to planning configuration and permissions it is necessary to decide which reports to enable for Create!form. The following topics are discussed in this chapter: Set up the Create!form Printer Create Number Series Set Up Processes Provide Default Setup for Create!form Set up Destinations Enable Reports Microsoft Dynamics NAV Connector 21

22 CHAPTER 3: CONFIGURATION Set up the Create!form Printer Set up the Create!form Printer As part of the Delivery Destination process it is necessary to set up a Create!form Printer. The existence of this printer enables the Microsoft Dynamics NAV Connector to communicate report data to Create!form where specific delivery destinations are determined. Note The following steps are written based on the Windows XP operating system. The process for setting up a Create!form Printer will vary slightly for Vista users. This is not a general purpose printer and does not function as one. Instead, its sole purpose is to act as a tool used by NAV Connector during delivery processing. Once it is set up, this printer will not need to be touched. To set up a Create!form Printer 1 Go to Start > Control Panel > Printers and Faxes. 2 Click Add a printer. The Add Printer Wizard Welcome screen appears. 3 Click Next. The add Local or Network Printer screen appears. 22 Microsoft Dynamics NAV Connector

CHAPTER 3: CONFIGURATION Set up the Create!form Printer 23 4 Select the Local Printer attached to this computer radio button and click Next. The Select a Printer Port screen appears. 5 On the Select a Printer Port screen select the Create a new port radio button. On the drop down menu, in the Type of Port field, select Local Port and click Next. The Port Name dialog box appears. 6 In the Create a new port field, type the name output.txt for the new port and click OK. 7 Click Next. The Install Printer Software screen appears. Microsoft Dynamics NAV Connector 23

24 CHAPTER 3: CONFIGURATION Set up the Create!form Printer 8 Under Manufacturer select Generic. 9 Under Printers select Generic / Text Only. 10 Click Next. 11 Set Printer Name to Createform. 12 Click Next. The Use existing Driver screen appears. 13 On the Use Existing Driver screen select the Keep existing driver radio button, if not selected already, and click Next. The Name Your Printer screen appears. 14 On the Name Your Printer screen, in the Printer name field, type Createform as the Printer Name. 15 Select the No radio button in the Do you want to use this printer as the default printer? field, and click Next. The Printer Sharing screen appears. 24 Microsoft Dynamics NAV Connector

CHAPTER 3: CONFIGURATION Set up the Create!form Printer 25 Note The Sharing option allows other NAV Clients to view the default printer; however, either print option is acceptable, so choose the printer option based on business need. 16 On the Printer Sharing screen select whether to share or not to share the printer. If the Share name option is selected, type the printer name in the Share name field. Click Next. The Print Test page screen appears. 17 Select No to print a test page. Click Next. The Completing the Add Printer Wizard screen appears. 18 Click Finish. The new printer named createform appears in the Printers and Faxes screen. Microsoft Dynamics NAV Connector 25

26 CHAPTER 3: CONFIGURATION Set up the Create!form Printer 26 Microsoft Dynamics NAV Connector

CHAPTER 3: CONFIGURATION Create Number Series 27 Create Number Series The next step in the configuration process is to create a Number Series. This is done so that Microsoft Dynamics NAV Connector objects do not interfere with other objects in the system. To create a Number Series 1 Go to Administration > IT Administration > Create!form Setup > Default Setup. 2 Click Functions > Add No. Series. The Number Series will automatically generate. Note Creating Number Series is a one time setup process. Once it is finished it does not have to be repeated again. Microsoft Dynamics NAV Connector 27

28 CHAPTER 3: CONFIGURATION Set Up Processes Set Up Processes For default setups to work properly at least one process needs to be set up. Document processes represent the logical steps that are defined in a Create!form Director project before the project is used for processing Microsoft Dynamics NAV reports. Processes need to be set up so that NAV Connector knows the format in which to generate the report. To set up a process 1 Go to Administration > IT Administration > Create!form Setup > Processes Card. 2 Populate the fields accordingly. 3 Close the Process Card form. 28 Microsoft Dynamics NAV Connector

CHAPTER 3: CONFIGURATION Provide Default Setup for Create!form 29 Provide Default Setup for Create!form To provide a default setup 1 Go to Administration > IT Administration > Create!form Setup > Default Setup. 2 Populate the XML Output Location with the path to the shared folder. This folder is monitored by Create!form and the reports in the XML format are picked up there. Note The XML Output Location path must be to a shared folder. 3 Populate the Screen Preview Temp Location with the path of the shared folder. Note End Users need read/write access to this folder. 4 Select the Default Document Processes. Microsoft Dynamics NAV Connector 29

30 CHAPTER 3: CONFIGURATION Provide Default Setup for Create!form 5 In the Original Report Backup field choose the folder location where the original reports will be backed up. NAV Connector backs up the original reports and stores them in a separate folder with the date of optimization in the name of the file. For a successful backup, verify that the folder is writable. 6 Select the printer named Createform as defined in the Set up the Create!form Printer section above. 7 Close Default Setup form. 30 Microsoft Dynamics NAV Connector

CHAPTER 3: CONFIGURATION Set up Destinations 31 Set up Destinations A Destination is an entry that determines the document delivery method and its associated attributes: There are five destinations to choose from: Preview Screen: writes the PDF to a temporary file and displays it on the user's screen. Printer: sends the output to a printer. E-Mail: sends the output as an e-mail attachment. Fax: sends the output as a fax message. Document Process: processes the output by means of a Create!form Director project. To set up destinations 1 Go to Administration > IT Administration > Create!form Setup > Destinations. 2 To create a new record press F3. 3 Press tab in the No. field to automatically assign the next number sequence. Microsoft Dynamics NAV Connector 31

32 CHAPTER 3: CONFIGURATION Set up Destinations 4 Select the Type from the drop down menu. 5 In the Name field, type a unique name. 6 (Optional) In the Description field type a description for the purpose of the destination. 7 Enter a path for the XML Output Location if the default value is not desired. Leave this field empty and the default XML Output location is used. 8 Click the Restrictions check box to enable specific NAV Users, or Roles, with destination viewing privileges. 9 Click the Settings tab. 10 On the Settings tab, in the Screen Preview field, select a folder location for the Screen Previews to be temporarily stored. 32 Microsoft Dynamics NAV Connector

CHAPTER 3: CONFIGURATION Set up Destinations 33 11 In the Network ID field, type the Network ID (e.g, a printer queue, fax server, or an email server name). 12 In the Process No field, click the upward facing arrow and select a Process. 13 In the Process Name field, type the name of the Process. 14 In the Destination Parameters field, type any additional parameters for the destination. A new document destination has been successfully created. Create destinations as necessary for the different types (i.e., printers, faxes). 15 Press F3 to create a new destination. Repeat as necessary. 16 Press F5 to view the list of destinations. Microsoft Dynamics NAV Connector 33

34 CHAPTER 3: CONFIGURATION Set up Destinations 34 Microsoft Dynamics NAV Connector

CHAPTER 3: CONFIGURATION Enable Reports 35 Enable Reports Before using Create!form for a certain report, it must be enabled. To enable reports 1 Go to Administration > IT Administration > Create!form Setup > Enabled Reports. 2 To add a Report to the Enabled Reports list click in an empty row in the Report ID field. An Up facing arrow will appear in the Report Name field. Click the Arrow. The Objects window appears. 3 In the Objects window select one of the lines in Object ID field and click OK. The report appears in the Enabled Reports window. 4 Click Line > Enable Report. Note This step may result in the occurrence of an error or the optimization may fail. To prevent this from happening, verify that the NAV Development License has been installed. For verification: 1 Press Shift + F12 and open the Object Designer. 2 Click Report. The Reports list appears. 3 Scroll down to a report that has been enabled. Microsoft Dynamics NAV Connector 35

36 CHAPTER 3: CONFIGURATION Enable Reports 4 Check the Version List to verify that there is a BT_DPA next to the Version Number. If BT_DPA does not appear in the Version List a NAV Development License will need to be installed. 5 Close the Object Designer. 6 On the Enabled Reports screen click Line > Destinations. The Report Destinations screen appears. 7 On the Report Destinations screen, click the up facing arrow to add a Destination to the Enabled Reports screen. Add as many Destinations as necessary. 36 Microsoft Dynamics NAV Connector

CHAPTER 3: CONFIGURATION Enable Reports 37 The designated reports are now ready for use with Create!form. Microsoft Dynamics NAV Connector 37

38 CHAPTER 3: CONFIGURATION Enable Reports Note If it is necessary to use a pre-optimized report, click Line > Disable Report. This will import the original report, overwrite the optimized report and compile it. The optimized report will no longer be available but it can be recreated by selecting Line > Enable Report. 8 The Report Parameters Specify additional non-testing parameters for the report. Director_Generic_NAV allows designers to use the first line of the Reporting Parameters field to specify the name of the Designer project that merges the enabled report. If there is no parameter, then the Report name is used to find the Designer project. When a report is first enabled, but no Designer project has been created, the test report project NAVTestReport can be used to test Create!form while samples are gathered. 9 The Destination Parameters are the names of any trigger parameters in the Create!form Director project which cause processing to change to a path defined for testing purposes. For example, when using the Director_Generic_NAV project, entering SAMPLE causes output to be created in the form of an XML file that can be used for forms design, rather than being sent to a printer. 10 The Default Document Processing field is the user-friendly name of the document process to use for processing the select report object. 11 The Optimize field shows the date and time that the report was optimized. 12 In the Line drop down menu, the purpose of Refresh Printer Selection is to apply the default printer specified in the Default Card as the printer for the current Enabled Report. 38 Microsoft Dynamics NAV Connector

Chapter 4: Using Microsoft Dynamics NAV Connector C HAPTER USING MICROSOFT DYNAMICS NAV CONNECTOR The following topics are discussed in this chapter: Printing Reports Previewing Reports Microsoft Dynamics NAV Connector 39

40 CHAPTER 4: USING MICROSOFT DYNAMICS NAV CONNECTOR Printing Reports Printing Reports To print reports 1 All settings on the standard print dialog are set to default. However, if the dialog does not display Createform as the Name of the printer, click the drop down menu in the Name field and select Createform. 2 Click OK. 3 The Delivery Preference card appears. Select the appropriate delivery destination. 40 Microsoft Dynamics NAV Connector

CHAPTER 4: USING MICROSOFT DYNAMICS NAV CONNECTOR Printing Reports 41 Note The Delivery Preference Card will auto-populate the data by using previously established customer/vendor preferences. To change the preferences follow the steps below. 4 Click the down arrow on the No field and select a number series. 5 Click the down arrow in the Customer/Vendor field to designate whether the Delivery Preferences are being established for customers or vendors. 6 Click the down arrow in the Customer/Vendor No field to select the customer or vendor that will need Delivery Preferences set. 7 Click the drop down arrow in the Destination Type field and select a destination as described below (if the selected Destination Type is a fax or Microsoft Dynamics NAV Connector 41

42 CHAPTER 4: USING MICROSOFT DYNAMICS NAV CONNECTOR Printing Reports an email, click the corresponding tab at the top of the screen and populate it accordingly): Preview: Writes the PDF to a temporary file and displays it on the user s screen. Printer: Sends the output to a designated printer. E-mail: Sends the output as an e-mail attachment. Fax: sends the output as a fax message. 8 Click OK. The settings designated in the Delivery Preferences dialog are included in the XML that is sent to Create!form. 42 Microsoft Dynamics NAV Connector

CHAPTER 4: USING MICROSOFT DYNAMICS NAV CONNECTOR Previewing Reports 43 Previewing Reports To Preview Reports Create!form enabled reports are previewed using Adobe Acrobat Reader Window version 7.x or higher. To use the preview functionality Acrobat Reader should be installed on the client machine. Note Larger reports may take more time to process before the preview appears. When a Create!form enabled report is previewed, the standard report window temporarily appears while create!form processes the report to be previewed. When the PDF is available Adobe Acrobat Reader launches and the standard print preview window automatically closes. Microsoft Dynamics NAV Connector 43

44 CHAPTER 4: USING MICROSOFT DYNAMICS NAV CONNECTOR Previewing Reports 44 Microsoft Dynamics NAV Connector

Chapter 5: Advanced Topics C HAPTER ADVANCED TOPICS Microsoft Dynamics NAV Connector 45

46 CHAPTER 5: ADVANCED TOPICS Users and User Role Permissions for Destinations Users and User Role Permissions for Destinations It is possible to restrict some destinations only to particular users or user roles. It is done on the Destination Card: 1 Go to Administration > IT Administration > Create!form Setup > Destination Card. 2 Select Restrictions to enable user / user role restrictions for the destination. 3 Click Destination > User roles that will have the right to use this destination. 46 Microsoft Dynamics NAV Connector

CHAPTER 5: ADVANCED TOPICS Users and User Role Permissions for Destinations 47 4 Select the user group. 5 Close the form. 6 To select particular users click Destination > Users. 7 Select the users. Microsoft Dynamics NAV Connector 47

48 CHAPTER 5: ADVANCED TOPICS Users and User Role Permissions for Destinations 8 Close the forms. 48 Microsoft Dynamics NAV Connector

CHAPTER 5: ADVANCED TOPICS Delivery Preferences 49 Delivery Preferences It is possible to specify the default values used by certain vendors or customers for particular documents (e.g., Vendor 3000 will receive his invoices by email). 1 Go to Administration > IT Administration > Create!form Setup > Delivery Preference Card. 2 Select Contact type (Customer or Vendor). 3 Select Contact No. 4 Select the report. Note It is only possible to select from the enabled reports. 5 Select the Destination type. Microsoft Dynamics NAV Connector 49

50 CHAPTER 5: ADVANCED TOPICS Delivery Preferences 6 Set the appropriate preferences for the selected destination type. 50 Microsoft Dynamics NAV Connector

CHAPTER 5: ADVANCED TOPICS Delivery Preferences 51 Now click Print for a Purchase order invoice. The delivery preferences setup above are used as defaults. However, they can be overridden as necessary. Note The default address in the E-mail Address To field originates from the Customer/Vendor Bill To E-mail Address if it has been supplied; otherwise the default originates from the General E-mail address. Microsoft Dynamics NAV Connector 51

52 CHAPTER 5: ADVANCED TOPICS Enabled Reports Window Enabled Reports Window It is possible to hide fields on the Enable Reports form as well as to show additional fields. 1 Go to Administration > IT Administration > Create!form Setup > Enabled Reports. 2 Right click on the top of the Report ID column. 3 Select Show Column. 4 Select other columns to be displayed. 52 Microsoft Dynamics NAV Connector

CHAPTER 5: ADVANCED TOPICS Enabled Reports Window 53 Report Parameters and Testing Parameters are used to test the report with Create!form. Refer to Create!form documentation for more details. The Native Preview Option governs the behavior of the native preview form. In some circumstances for preview purposes the native preview form should not be disabled. Do not touch this option unless there are constant problems with the modified report. The Default setting suppresses the native preview form. Microsoft Dynamics NAV Connector 53

54 CHAPTER 5: ADVANCED TOPICS Enable Create!form for Newly Added Users Enable Create!form for Newly Added Users If new users are added, there is a faster way to entitle them for Create!form enabled reports. Rather than manually adding records, go to Administration > Application Setup > General > Printer Selections. There is an automatic procedure in Administration > IT Administration > Create!form Setup > Enabled Reports > Line > Refresh printer selection. 54 Microsoft Dynamics NAV Connector

Index INDEX I NDEX 55 A Adobe Acrobat Reader installing 19 C Create!form Designer 7 Create!form Director 7 Create!form Printer set up 22 Create!form Server 8 D Default Setup for Create!form providing 29 E Enable Reports 35 I Installation 9 Introduction to Microsoft Dynamics NAV Connector 7 N NAV Report Configuration Tool Installation 15 Number Series creating 27 R Reports previewing 43 printing 40 S Set Up Destinations 31 Microsoft Dynamics NAV Connector 55

56 INDEX Set Up Processes 28 Steps for Configuration 8 56 Microsoft Dynamics NAV Connector