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Setting up Mappings

Mappings represent the data link between an area in Business Central, a document library, and the metadata. Only one mapping can be created per area. The definition of a mapping is done through the document type definition. Once a mapping is created, various settings can be configured, including those that adjust the behavior of the FactBox.

To create a mapping and assign it to a document library, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Mapping in the ribbon bar and execute the action Mappings.
  3. Execute the action New in the ribbon bar.
  4. Specify the mapping code by entering a code in the Code field.
  5. Specify the mapping description by entering a description in the Description field.
  6. Select a document library code in the Document Library Code field to link the mapping with a document library.
  7. Specify the table by entering or selection of a table ID/Name in the Table field.
  8. Specify the page by entering or selection of a page ID/Name in the Page Card field.
  9. Specify the list by entering or selection of a list ID/Name in the Page List field.
  10. Add the Source field and Metadata Display Name mapping in the register Field Mapping. A field from the defined Business Central table is selected as the Source Field. The appropriate metadata from the DMS setup is selected as the Metadata Display Name.
  11. Activates the checkbox Include in Query for the source field to be used for the query. These are usually sequence number fields in the table.
  12. Execute the action Set Document Type in the ribbon bar.
  13. The Unique Document Type checkbox has to be activated if there is only one document type in the defined table. In case there are several document types in the table the mapping need to be defined by a Table Field and the specific Value. In most cases, there is a document type field that can be used to select the matching value for the document type.
  14. The creation of the mapping is completed.

Set alternative mapping

There may be document types in Business Central that are archived in the business process execution. An alternative mapping needs to be set up in the original document type mapping to create a matching to the archived document type.

To set a alternative mapping on the original document type mapping, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Mapping in the ribbon bar and execute the action Mappings.
  3. Click on the mapping Code that should be configured with the alternative mapping.
  4. Select a mapping code in the Alternative Mapping Code field to link a original mapping with antoher mapping.
  5. The alternative mapping is now set.

Warning

It is important that all mappings are created first. The alternative mapping setup for archived areas should only then be carried out.

Create data mappings

Mappings represent the data link from an area in Business Central to a document library and the metadata. It is possible to create only one mapping per area. The definition of a mapping is done via the document type definition.

To create a data mapping, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Mapping in the ribbon bar and execute the action Data Mapping.
  3. Execute the action New in the ribbon bar.
  4. Specify the data mapping code by entering a code in the Code field.
  5. Specify the data mapping description by entering a description in the Description field.
  6. Specify the target table in the Target Table field which is the initial table.
  7. Specify the target field in the Target Field field which is the link field in the initial table.
  8. Specify the type in the Type field to connect the source and target fields together.
  9. Specify the source table in the Source Table field.
  10. Specify the source field in the Source Field field which connects the target field.
  11. A new line can be created if filters are to be applied. The type FILTER or CONST can be used. The filter value is specified in the Field Filter field. The filter is applied based on the Source Table and Source Field.
  12. A new line should be created and the checkbox New Table needs to be activated if you want to proceed to another table. The previous Source Table is the new Target Table in the new row.
  13. A final line needs to be created with the type RETURN in the Type field. These final line returns the value of the Source Field.

Setting up content type listing for the Factbox

Settings for the Document Central FactBox can also be configured in mapping. The FactBox contains the DropZone area, but it can also display the content types and their number directly.

To activate content type listing for the Factbox, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Mapping in the ribbon bar and execute the action Mappings.
  3. Click on the mapping Code that should be configured with the email mapping.
  4. Activate the Activate Content Type Listing checkbox.
  5. The content types will now be listed for the mapping area.

Info

The display of content types is limited to 10 content types in the FactBox.

Setting up set filename on upload

Documents can be saved via the Document Central FactBox. By default, the file name is taken from the document, but it can be set manually during the filing process.

To set filename on upload, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Mapping in the ribbon bar and execute the action Mappings.
  3. Click on the mapping Code that should be configured with the email mapping.
  4. Activate the Set Filename on Upload checkbox.
  5. The filename can now be set on upload.

Setting up force metadata templates

If metadata templates have been set up in Metadata Management, predefined values can be made mandatory. In this case, it is no longer possible to overwrite the templates with custom values.

To force metadata templates, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Mapping in the ribbon bar and execute the action Mappings.
  3. Click on the mapping Code that should be configured with the email mapping.
  4. Activate the Force Metadata Templates checkbox.
  5. The metadata templates can no longer be overwritten.

Setting up document grouping

To summarize documents in a group, use the Document Grouping function. Document grouping allows you to create group IDs that can be assigned to related documents.

To activate the grouping of documents, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Mapping in the ribbon bar and execute the action Mappings.
  3. Click on the mapping Code that should be configured with the email mapping.
  4. Activate the Activate Grouping checkbox.
  5. Specify the number series for document grouping in the Number Series for Document Grouping field.
  6. The document grouping is now activated for the mapping area.

Setting up document relationship for mappings

A document relationship in Document Central is generally activated. This relationship can be activated or deactivated for each mapping. The reverse document relationship can also be toggled on or off.

To activate the document relationship for mappings, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Mapping in the ribbon bar and execute the action Mappings.
  3. Click on the mapping Code that should be configured with the email mapping.
  4. Activate the Activate Document Relationship checkbox to activate the normal document relation.
  5. Activate the Prohibit Reversed Document Relationship checkbox to prohibit the reverse document relation.
  6. The document relationship is now active, and the reverse document relationship is now deactivated.

Info

The reverse document relationship must also be activated in the module setup. It should only be enabled for special use cases.

Setting up email mapping

Relevant email information can be automatically transferred from Outlook as metadata if emails are saved from Outlook to the DMS by Simova using drag & drop. This includes the email addresses and the subject.

To create the email mapping, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Mapping in the ribbon bar and execute the action Email Mapping.
  3. Specify the email mapping code by entering a code in the Code field.
  4. Select the content type in the Content Type Name field.
  5. Select the metadata for the sender name in the Sender Field field.
  6. Select the metadata for the sender email in the Sender Email Field field.
  7. Select the metadata for the recipients in the Recipients Field field.
  8. Select the metadata for the carbon copy information in the Carbon Copy Field field.
  9. Select the metadata for the subject in the Subject Field field.
  10. The email mapping is now setup.

Assign the email mapping

A created email mapping can be assigned to further mappings.

To assign the email mapping, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Mapping in the ribbon bar and execute the action Mappings.
  3. Click on the mapping Code that should be configured with the email mapping.
  4. Select the created email mapping in the Email Mapping Code field.
  5. The email mapping metadata will be automatically saved for this mapping in case of an email drag & drop.

Setting up quickdrop

The Quickdrop is a special area on the Document Central FactBox. When Quickdrop is activated, up to three additional storage areas become visible, allowing documents to be saved quickly without defining a content type or metadata.

To activate the quickdrop, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Mapping in the ribbon bar and execute the action Mappings.
  3. Click on the mapping Code that should be configured with the email mapping.
  4. Activate the Activate Quickdrop checkbox.
  5. Select a content type in the Content Type 1 field to define the first content type.
  6. Select a content type in the Content Type 2 field to define the second content type.
  7. Select a content type in the Content Type 3 field to define the third content type.
  8. The quickdrop is now active for the mapping area.

Setting up email accompanying documents

Documents can be saved via the Document Central FactBox. You can activate a checkbox to mark a document as an email accompanying document. This value can be used in the Document Central for Dispatch extension to filter documents that are only relevant as email attachments.

To activate email accompanying document, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Mapping in the ribbon bar and execute the action Mappings.
  3. Click on the mapping Code that should be configured with the email mapping.
  4. Activate the Enable Accompanying Documents checkbox.
  5. Select a metadata in the Metadata for Email Accompanying Documents field.
  6. The checkbox for email accompanying documents is now active for the mapping area.

Note

The metadata should be of type Boolean. The Limit Accompanying Documents to field allows the checkbox to be visible for a defined group of users.

Setting up portal accompanying documents

Documents can be saved via the Document Central FactBox. You can activate a checkbox to mark a document as a portal accompanying document. This value can be used in the Document Central for Portals extension to filter documents that are only relevant as a portal download.

To activate portal accompanying document, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Mapping in the ribbon bar and execute the action Mappings.
  3. Click on the mapping Code that should be configured with the email mapping.
  4. Activate the Enable Portal Accompanying Documents checkbox.
  5. Select a metadata in the Metadata for Portal Accompanying Documents field.
  6. The checkbox for portal accompanying documents is now active for the mapping area.

Note

The metadata should be of type Boolean. The Limit Portal Accompanying Documents to field allows the checkbox to be visible for a defined group of users.

Setting up barcode factbox

To be able to print any barcode label, there are settings and fields in the mappings that you have to set up and activate.

To activate the barcode factbox, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Mapping in the ribbon bar and execute the action Mappings.
  3. Click on the mapping Code that should be configured with the email mapping.
  4. Activate the Activate Barcode Factbox checkbox.
  5. Activate the Activate Barcode Label Printing checkbox.
  6. Specify the number series for the barcode in the Barcode No. Series field.
  7. Specify the barcode type for the barcode in the Barcode Type field.
  8. Activate the Always Create New Barcode checkbox if a different barcode ID should be used when printing.
  9. The barcode FactBox is now visible, and you can print barcode labels using an action in the FactBox.

Setting up barcode creation on posting

If the barcode FactBox has been activated, barcode entries can be generated automatically when a document is posted or converted.

To activate the barcode creation on posting, follow these steps:

  1. Navigate through the DMS by Simova - Administrator role center.
  2. Click on Mapping in the ribbon bar and execute the action Mappings.
  3. Click on the mapping Code that should be configured with the email mapping.
  4. Activate the Activate Barcode Creation on Posting checkbox.
  5. Specify the barcode content type in the Barcode Content Type on Posting field.
  6. The barcode creation on posting is now activated.