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Setting Up Mappings

Mappings represent the data connection 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 to the Document Central – Administrator role center.
  2. Select Mapping in the menu bar and execute the action Mappings.
  3. Select the action New to create a new mapping.
  4. Enter a unique mapping code in the Code field. The code can be, for example, an abbreviation of the area for which the mapping is set up.
  5. Provide a clear and unambiguous description in the Description field that clearly indicates the purpose of the mapping.
  6. Select the appropriate document library code in the Document Library Code field. If no suitable library exists yet, it must be created beforehand.
  7. Navigate to the Source tab.
  8. Enter or select the relevant table ID or table name in the Table field.
  9. Enter or select the appropriate page ID or page name in the Page Card field.
  10. Enter or select the corresponding list ID or list name in the Page List field.
  11. Navigate to the Field Mapping tab.
  12. Add the desired mappings between Source Field and Metadata Display Name. The source field comes from the defined Business Central table, while the metadata display name is selected from the Document Central setup.
  13. Check the Include in Query checkbox if the respective source field should be used for queries. Typically, these are sequence number fields.
  14. Execute the action Set Document Type.
  15. Check the Unique Document Type checkbox if only one document type exists in the underlying table. If multiple document types exist, the document type must be defined via a Table Field and the corresponding Value. Many tables have a document type field available for this purpose.

Setting Up Alternative Mapping

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

To set up an alternative mapping in the original document type mapping, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Mapping in the menu bar and execute the action Mappings.
  3. Click on the mapping Code that is to be configured with the alternative mapping.
  4. Select a mapping code in the Alternative Mapping Code field to link an original mapping with another mapping.
  5. The alternative mapping is now set up.

Warning

It is important that all mappings are created first. The alternative mapping for archived areas should only be done afterward.

Setting Up Content Type List for the FactBox

Settings for the Document Central FactBox can also be configured in the mapping. The FactBox includes the DropZone area but can also display the content types and their count directly.

To enable the content type list for the FactBox, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Mapping in the menu bar and execute the action Mappings.
  3. Click on the mapping Code that is to be configured.
  4. Check the Enable Content Type Listing checkbox.
  5. The content types are now listed for the mapping area.

Info

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

Setting Filename During Upload

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

To set the filename during upload, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Mapping in the menu bar and execute the action Mappings.
  3. Click on the mapping Code that is to be configured.
  4. Check the Set Filename During Upload checkbox.
  5. The filename can now be set during upload.

Enforcing Metadata Templates

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

To enforce metadata templates, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Mapping in the menu bar and execute the action Mappings.
  3. Click on the mapping Code that is to be configured.
  4. Check the Enforce Metadata Templates checkbox.
  5. The metadata templates can no longer be overwritten.

Setting Up Document Grouping

To group documents together, use the document grouping function. Document grouping allows you to create group IDs that can be assigned to related documents.

To enable document grouping, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Mapping in the menu bar and execute the action Mappings.
  3. Click on the mapping Code that is to be configured.
  4. Check the Enable Grouping checkbox.
  5. Enter the number series for document grouping in the Number Series for Document Grouping field.
  6. Document grouping is now enabled for the mapping area.

Setting Up Document Relationship for Mappings

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

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

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Mapping in the menu bar and execute the action Mappings.
  3. Click on the mapping Code that is to be configured.
  4. Check the Enable Document Relationship checkbox to activate the normal document relationship.
  5. Check the Prohibit Reverse Document Relationship checkbox to prohibit the reverse document relationship.
  6. The document relationship is now active, and the reverse document relationship is now disabled.

Info

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

Setting Up Email Mapping

Relevant email information can be automatically transferred from Outlook as metadata when emails are saved from Outlook to Document Central via drag & drop. This includes email addresses and the subject.

To create the email mapping, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Mapping in the menu bar and execute the action Email Mapping.
  3. Enter 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 Recipient Field field.
  8. Select the metadata for the information in the CC Field field.
  9. Select the metadata for the subject in the Subject Field field.
  10. The email mapping is now set up.

Assigning Email Mapping

A created email mapping can be assigned to other mappings.

To assign the email mapping, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Mapping in the menu bar and execute the action Mappings.
  3. Click on the mapping Code that is to 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 if an email is inserted via drag & drop.

Setting Up Quickdrop

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

To enable Quickdrop, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Mapping in the menu bar and execute the action Mappings.
  3. Click on the mapping Code that is to be configured with the email mapping.
  4. Check the Enable 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. Quickdrop is now active for the mapping area.

Setting Up Email Accompanying Documents

Documents can be saved via the Document Central FactBox. You can check a box 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 enable email accompanying documents, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Mapping in the menu bar and execute the action Mappings.
  3. Click on the mapping Code that is to be configured.
  4. Check 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 field Restrict Accompanying Documents to allows the checkbox to be visible for a defined group of users.

Setting Up Portal Documents

Documents can be saved via the Document Central FactBox. You can check a box 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 portal downloads.

To enable portal accompanying documents, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Mapping in the menu bar and execute the action Mappings.
  3. Click on the mapping Code that is to be configured.
  4. Check 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 field Restrict Portal Accompanying Documents to allows the checkbox to be visible for a defined group of users.

Setting Up Barcode FactBox

To print any barcode labels, settings and fields must be set up and activated in the mappings.

To activate the Barcode FactBox, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Mapping in the menu bar and execute the action Mappings.
  3. Click on the mapping Code that is to be configured.
  4. Navigate to the Barcode Settings tab.
  5. Check the Enable Barcode FactBox checkbox.
  6. Check the Enable Barcode Label Printing checkbox.
  7. Enter the number series for the barcode in the Barcode No. Series field.
  8. Enter the barcode type in the Barcode Type field.
  9. Check the Always Create New Barcode checkbox if a different barcode ID should be used for each print.
  10. The Barcode FactBox is now visible, and you can print barcode labels using an action in the FactBox.

Setting Up Barcode Creation During Posting

When the Barcode FactBox is activated, barcode entries can be automatically generated when a document is posted or converted.

To enable barcode creation during posting, follow these steps:

  1. Navigate to the Document Central - Administrator role center.
  2. Click on Mapping in the menu bar and execute the action Mappings.
  3. Click on the mapping Code that is to be configured with the email mapping.
  4. Check the Enable Barcode Creation During Posting checkbox.
  5. Enter the barcode content type in the Barcode Content Type During Posting field.
  6. Barcode creation during posting is now enabled.

Setting Up Metadata in the Mapping

When a document is uploaded to Document Central, metadata can be automatically assigned during the upload. This is done by creating field mappings. A source field from the associated table is mapped to a metadata field, so the value of the source field is written into the metadata.

To configure metadata in the mapping, follow these steps:

  1. Navigate to the Document Central – Administrator role center.
  2. Click on Mapping in the ribbon and execute the action Mappings.
  3. Select the mapping Code that is to be configured and click on Edit.
  4. Navigate to the embedded list Field Mapping.
  5. Create a new entry and specify the source field whose value is to be written into the metadata.
  6. Select the metadata field (via the display name) where the value will be stored.

Info

This configuration can also be done via Dynamic Mapping. In this case, the value is provided not from a table field but through a data mapping.

Include in Query Metadata

The option Include in Query is a special flag that ensures that the metadata is included in the document number of the document entry. This makes the uploaded document unique in a specific area.

Example: The document number for Posted Sales Invoices is usually the Invoice No., as it is the primary key of the associated table. With this configuration, the uploaded documents are stored per record, allowing for display and versioning. In this case, the document number would be the value from the Invoice No. of the posted sales invoices.

To activate "Include in Query," follow these steps:

  1. Navigate to the Document Central – Administrator role center.
  2. Click on Mapping in the ribbon and execute the action Mappings.
  3. Select the mapping Code that is to be configured.
  4. Navigate to the embedded list Field Mapping.
  5. Create a new entry or select an existing one.
  6. Check the Include in Query field.

Info

Two Include in Query fields can also be defined. In this case, the document number will be separated by a comma.
Example: In the Project Tasks Table, both the Task No. and the Project No. can be defined as Include in Query fields. The resulting document number would then look like this: "1000","PJ1000".

The Include in Query Sequence determines which value appears first and which appears afterward in the document number. The smallest sequence value is set first.

Warning

The Document No. field can only store 20 characters. This can lead to issues with long document numbers.
If problems occur, please contact Simova Support. A solution for this limitation is currently being evaluated.