Use the Microsoft Office Word Add-In to Create a Source Document Template for Microsoft Dynamics AX 2012 WHITEPAPER
Microsoft Office Word Add-Ins Whitepaper Junction Solutions documentation 2012 All material contained in this documentation is proprietary and confidential to Junction Solutions, Inc and subject to the nondisclosure provisions of the applicable Junction Solutions, Inc agreement. This material is for informational purposes only. Junction Solutions, Inc is not liable for any damages in connection with the use of this information. No part of this documentation may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, including, but not limited to, electronic, graphic, mechanical, photocopying, recording, or otherwise without the prior written permission of Junction Solutions, Inc. This documentation is subject to change without notice, and Junction Solutions, Inc does not warrant that the material contained in this documentation is free of errors. Any errors found in this document should be reported to Junction Solutions, Inc in writing. Most of the content in this whitepaper is taken from the Enterprise Search topic on TechNet. For the full Enterprise Search guide on TechNet, refer to http://technet.microsoft.com/en-us/library/gg731850.aspx. Proprietary and Confidential Page 2 of 19 2012
Microsoft Office Word Add-Ins Whitepaper Introduction... 4 Scenario... 4 Expose Microsoft Dynamics AX Data to the Microsoft Office Add-Ins... 5 Demonstration: Create a Document Data Source... 5 Create a Word Template with Place Holders for Microsoft Dynamics AX Data... 6 Demonstration: Create a Data Connection... 6 Demonstration: Add Static Data to the Template... 9 Demonstration: Add Place Holders to the Template... 11 Demonstration: Add Lines with Labels to the Template... 12 Demonstration: Test the Template... 14 Demonstration: Filter the Data and Populate the Template... 15 Demonstration: Save the Template to the SharePoint Template Library... 16 Document Types... 17 Demonstration: Create a Document Type... 17 Generate a Document from a Template... 19 Demonstration: Generate a Return Order Document... 19 Proprietary and Confidential Page 3 of 19 2012
Introduction This hands-on-lab reviews how to use the Microsoft Office Word Add-Ins to create a template for vendor returns. This lab demonstrates how System administrators or Super- Users can use the add-ins to create a template and map the template to a specific source document. You can use the Microsoft Office Add-Ins to create word document templates that will be populated with system data from a source document, such as a purchase order. The template can then be made available directly from the Purchase order form so that users can quickly and easily create a new document with specific information related to the selected purchase order. Scenario Susan, the Accounts Payable Manager, has noticed many inconsistencies in the vendor return process. These inconsistencies and lack of data for certain returns is causing the refunds for certain vendor returns to be delayed or even denied because the proper information is not provided to the vendor when the products are returned. She has decided that this process needs to be reviewed and a document template for vendor returns should be created. The new vendor return document template will include all the necessary information that is required by the vendors to process a return in a timely manner. Proprietary and Confidential Page 4 of 19 2012
Expose Microsoft Dynamics AX Data to the Microsoft Office Add-Ins Before you can use the Microsoft Office Add-Ins to create word document templates you must decide what data you want to expose through the Add-In. When you expose data, either through a service or a query, the system uses the Role-based security model to control the access to the data. To expose data for use in Word, you must first create a document data source. Demonstration: Create a Document Data Source This demonstration show you how to create a document data source that will expose purchase order data in the Microsoft Office Add-In. 1. Open Organization administration > Setup > Document management > Document data sources. 2. Click New, to create data source. 3. In the Module drop-down box, select Purchase orders. 4. In the Data source type field, select Query. 5. In the Data source name field, select PurchTableDocument. 6. Click Activate to enable the new data source for use. 7. Click Close to exit the form. Document Data Sources Form Proprietary and Confidential Page 5 of 19 2012
Create a Word Template with Place Holders for Microsoft Dynamics AX Data You can create documents in Microsoft Office Word that follow certain layouts and templates. Many online templates are available that can be used to have a uniform look and feel to the documents that you use in your business. Templates are useful when you have static data or layouts for a certain document. When you use Microsoft Office Word templates in combination with the Microsoft Dynamics Office Add-In, you can remove some of the manual work that is required to populate a document with data. The add-in enables you to create place holders for Microsoft Dynamics AX data. These place orders can then be populated with actual data from a source document to eliminate the time that is otherwise required when using a template. For example, you can create a template that includes place holders for the vendor name and vendor account number, as well as information about a product. When this document template is enabled for a purchase order and a document is generated for a specific purchase order the template will replace the place holder with the actual vendor name, account number, and product information. Demonstration: Create a Data Connection This demonstration shows you how to create a connection to Microsoft Dynamics AX 2012 from Microsoft Office Word for the Document data source that was created in the earlier topic. 1. Click Start > All programs > Microsoft Office > Microsoft Word 2010. 2. In the new Word document window, click the Dynamics AX tab on the Action Pane. 3. Click Connection in the Server group of the Action Pane. Microsoft Dynamics AX Connection Settings Form 4. In the Default Account Structure field, select Account Structure, and then click OK. 5. Click Add Data in the Server group of the Action Pane. Proprietary and Confidential Page 6 of 19 2012
6. Select the check box next to the Purchase Orders PurchTableDocument data source, and then click OK. Add Data Form 7. Verify that the Microsoft Dynamics AX data pane is now open on the left side of the window. Proprietary and Confidential Page 7 of 19 2012
Microsoft Dynamics AX Pane Note: If you close this pane, it can be reopened by clicking Add Data and selecting the data source, and then clicking OK. Proprietary and Confidential Page 8 of 19 2012
Demonstration: Add Static Data to the Template This demonstration shows you how to add static data and formatting to the template. Static data is fixed and will not change each time that a document is generated from this template. Examples of static data on the template may include your company name, address, and logo. It might also include some notes or instructions that you want to include each time the document is generated. Note: This example starts from a blank word document. However, there are many different word templates with static text and formatting available on the Office.com site. 1. In the blank word document with a data connection that you created add the company name, address, phone number and fax number. Use the following screen sheet as a sample. You can use the font, font size and other standard word formatting tools to change the appearance. Word Document Sample with Company Information Note: This example uses Arial Black for the company name and Arial for the remaining text. 2. Next add a column to the document by using the Columns button on the Page Layout tab of the Action Pane. Then add some static text for the document name, Original purchase order, and RMA number. Proprietary and Confidential Page 9 of 19 2012
Word Document Sample with Basic Document Information Note: This example uses a table with two columns and no borders for the Original PO Number and RMA number fields. To insert a table, click the Table button on the Insert tab of the Action Pane. To remove the borders on the table, use the Borders icon on the Home page of the Action Pane. Proprietary and Confidential Page 10 of 19 2012
Demonstration: Add Place Holders to the Template This demonstration shows you how to add place holders for data to the template. Place holders are used to automatically populate the template with data from the source document. Examples of place holders include purchase order number, vendor information, item information, and so on. 1. Insert a placeholder for the purchase order number by setting the cursor in the field that you created earlier for the Purchase order number. 2. Select Purchase order from the Microsoft Dynamics AX Pane. 3. Then click Insert as value in the toolbar on the Microsoft Dynamics AX Pane. Insert a Place Holder for Purchase Order Number 4. Next, insert a placeholder for the RMA number by setting the cursor in the field that you created earlier for the RMA number. 5. Select RMA number from the Microsoft Dynamics AX Pane. 6. Then click Insert as value in the toolbar on the Microsoft Dynamics AX Pane. Insert a Place Holder for RMA Number Proprietary and Confidential Page 11 of 19 2012
Demonstration: Add Lines with Labels to the Template This demonstration shows you how to create a table that will be used for outputting the lines of the purchase order. The table will include two rows, one for the header and one for the lines. The header will include place holder with labels. The second row in the table will include place holders for the purchase order lines. 1. Before you can insert a table for the lines, you must insert a Continuous break at the end of the header section. Do this by setting the cursor below the RMA Number and then click the Page Layout tab on the Action Pane. 2. Click Breaks > Continuous. Then set the alignment to Left justified and set the font to Arial and the font size to 11 on the Home tab. 3. To insert the table for the lines, click the Insert tab on the Action Pane. 4. Click Table and then draw a 5x2 table. Insert a 5x2 Table 5. Set the cursor in the first cell of the table. 6. In the Microsoft Dynamics AX Pane, scroll to the very bottom and expand the Purchase order line node. 7. Scroll down and select Item number from the list, and then click Insert as label. Insert a Label for Item Number Proprietary and Confidential Page 12 of 19 2012
8. Set the cursor in the cell below the Item number label. 9. Select Item number from the Microsoft Dynamics AX Pane, and then click Insert as column. Insert a Column for Item Number Note: Continue adding static text, placeholders, and formatting the template until you have added all the data that is required. Proprietary and Confidential Page 13 of 19 2012
Demonstration: Test the Template This demonstration shows you how to populate the template with data from a record to test the format. 1. Before you can populate the document with data, you must save it. Save the document by clicking the Save icon. 2. On the Save As form, type Return Order Template in the File name field, and then click Save. 3. Click the Dynamics AX tab on the Action Pane. 4. Click Merge Document in the Data group of the Action Pane. Merged Purchase Order Note: A new window will open with the template populated for the first purchase order in the system. 5. Close the document that is populated with data, and do not save the data. Proprietary and Confidential Page 14 of 19 2012
Demonstration: Filter the Data and Populate the Template This demonstration shows you how to filter the data in the report for a specific purchase order and repopulate the template. 1. In the Return Order Template.docx document, click the Dynamics AX tab in the Action Pane, and then click Filter in the Data group of the Action Pane. 2. Click Add Condition. 3. In the Criteria field, type 000412. 4. Click OK. 5. Click the Save icon, and then click the Merge Document button. 6. Close the Return Order Template.docx document. Filter Results Form Proprietary and Confidential Page 15 of 19 2012
Demonstration: Save the Template to the SharePoint Template Library This demonstration shows you how to upload the template into the template library on the Enterprise Portal website. 1. Open Internet Explorer, by clicking the icon in the Taskbar. 2. When the Enterprise Portal site opens, click Site Actions > New Document Library. 3. In the Create form, type PurchaseTemplate in the Name field. 4. In the Description field, type Purchase order templates. 5. Select No in the Display this document library on the Quick Launch? group. 6. Click Create. 7. On the PurchaseTempate page, click Add document. 8. On the PurchaseTempate Upload Document dialog box, click Browse. 9. On the Choose File to Upload form, click Documents in the left pane. 10. Select the Return Order Template.docx file from the right pane, and then click Open. 11. On the PurchaseTemplate Upload Document dialog box, click OK. 12. Close Internet Explorer. Proprietary and Confidential Page 16 of 19 2012
Document Types Once you have created a document template and saved it into the template library, you must create a document type in Microsoft Dynamics AX 2012. The document types are used to map the template to the source document. Demonstration: Create a Document Type This demonstration shows you how to create a new document type to map the Return Order Template document to purchase orders. 1. Open Organization administration > Setup > Document management > Document types. 2. Click New to create a new template. 3. In the Type field, type PO. 4. In the Name field, type Purchase order templates. 5. In the Class field, select Template library. 6. In the Group field, select Document. 7. In the Archive directory field, type C:\ Document Types Form Proprietary and Confidential Page 17 of 19 2012
8. Collapse the General FastTab. 9. In the Document Library field at the bottom of the Document templates FastTab type http://dynamicsax.contoso.com/purchasetemplate. 10. Click Synchronize, and then close the Infolog window that confirms one template is synchronized. 11. Click Activate, and then close the Document types form. Document Types Form Proprietary and Confidential Page 18 of 19 2012
Generate a Document from a Template After you have activated a document type, you can begin to use it for the source document it is linked to. Demonstration: Generate a Return Order Document This demonstration show you how to generate a return order document based on the template that you created for a return purchase order. 1. Open Procurement and sourcing > Common > Purchase orders > All purchase orders. 2. Select purchase order 000412 from the list. 3. Click Generate from template > Return order template in the Attachments group of the Action Pane. 4. Microsoft Office Word opens with the template populated for the purchase order you selected. You can modify the information, save a copy, or send the document to the vendor. When you are finished, close the window. Note: You can create many different templates for the same source document. Note: This demonstration showed how to create a template from an empty word document. It is recommended to use templates available from Office.com as a starting point for your document. Proprietary and Confidential Page 19 of 19 2012