Setting up Module Settings

This article provides a detailed explanation of the various general settings available in Document Central. These settings influence the overall functionality and behavior of the extension, allowing users to customize their experience.

Activation of the module

The functions and processes of Document Central can be switched on and off manually. The module is disabled with the standard setup via the configuration wizard.

To activate Document Central, follow these steps:

Navigate through the Document Central - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
Activate the checkbox Activate Module.
The Document Central module is now activated.

Note

It is important that Document Central is only activated when a valid license (also trail) and setup exists.

Setting up reverse document relationship

Document Central tracks document relationships within defined areas. For instance, if an order is generated from a quotation and subsequently invoiced, a relationship is established from the quotation to the order and to the invoice. Documents saved with the quotation are also visible on the invoice. The reverse document relationship option allows these relationships to be interpreted in reverse. This makes sense in certain cases.

To set up the reverse document relationship, follow these steps:

Navigate through the Document Central - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
Activate the checkbox Activate Reverse Document Relationship.
The reverse document relationship is now activated.

Warning

Activating the reverse document relationship feature may increase the time required to process related documents. Therefore, this option should only be activated if it is necessary for your specific use case.

Setting up maximum preview file size

For file previews, large files can generate lengthy requests to the Simova API. To prevent this, you can specify a maximum file size for the file preview.

To set up the maximum file size, follow these steps:

Navigate through the Document Central - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
Specify the maximum size of the file in MB for the preview in the field Preview Maximum File Size (MB).
The maximum size is now set.

Setting up the dynamic document view based on the number of documents

The threshold value at which the display switches from the Datagrid view to the Page view can be configured. This setting makes it possible to change the view automatically if the number of documents in a data record, such as posted sales invoices, exceeds a certain amount. The default value for this threshold is 1200 documents, but can be customised in the module setup.

Note

The threshold value for the document view ensures that loading times are optimised for a large number of documents by using the page view instead of the datagrid view. This improves performance and user-friendliness when working with large amounts of data.

To set up the document view threshold, follow these steps:

Navigate to the Document Central - Administrator role centre.
Click on Setup in the menu bar and perform the Module Setup action.
Enter the desired threshold value in the Document View Threshold field.
The threshold value of the document view is now changed.

Setting up document convertion

Certain file types can be converted into a PDF or PDF/A within Document Central. For instance, a Word document saved in Document Central can be converted to a PDF. Both the original Word document and the converted PDF, or only the converted PDF, will then be saved in Document Central.

Note

To convert documents printed with the shadow print feature during posting, set up PDF to PDF/A-3 conversion. When PDF to PDF/A-3 is set up, any PDF will be converted automatically whether it is dropped manually or printed twice. In addition, the field Upload Source File is disabled during the PDF conversion, otherwise the document would be stored with two versions.

To set up the document convertion, follow these steps:

Navigate through the Document Central - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
Activate the checkbox Convert Document.
The field Document types to convert will displayed.
Click on the count to open the page Convert to PDF to define the document types.
Select the file extension to be converted in the File Extension Description field.
Select the PDF type to which the file should be converted in the Transform to field.
Activate the checkbox Upload Source File if the original file should also be saved.
Close the page Convert to PDF.
The defined file types will now be converted.

Setting up factbox

The title, picture, and behavior of the FactBox for the Document Central document storage area DropZone can be configured. You can change the title and DropZone picture or set the behavior to display the current number of documents in real-time. This ensures that if another user saves a document in the same area while the FactBox is visible, the document count is updated live. Additionally, the loading of the document count can be shifted to a background process.

Info

The live and background update settings are independent of each other and can be activated simultaneously. You can restore the default DropZone settings by selecting Use Default DropZone Values in the Module Setup.

To set up the title of the DropZone, follow these steps:

Navigate through the Document Central - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
Enter the name of DropZone in the DropZone Title field.
The title of the DropZone is now changed.

To set up the picture of the DropZone, follow these steps:

Navigate through the Document Central - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
Execute the action Change DropZone Image in the ribbon bar.
Upload an image file by dragging and dropping it to the upload area or by using the file picker.
The picture of the DropZone is now changed.

To set up the live update, follow these steps:

Navigate through the Document Central - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
Activate the checkbox DropZone Live Update.
The live update is now activated.

To set up the background update, follow these steps:

Navigate through the Document Central - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
Activate the checkbox Factbox Background Update.
The background update is now activated.

Setting up the allowed file extensions

To control which files can be saved, you can permit only certain file extensions. This restriction can be set using either a whitelist or blacklist mode. In whitelist mode, only the defined file extensions are permitted. In blacklist mode, all file extensions except those in the defined list are permitted.

To set up the allowed file extensions, follow these steps:

Navigate through the Document Central - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
Activate the checkbox File Extension Restriction.
Confirm the questions whether you want to set up the file extension with Yes.
The list of allowed file extensions is displayed. Enter the file extensions to be allowed in the list.
Close the page Allowed File Extensions.
Only the defined file extensions will now be allowed.

Info

The default restriction mode is set to White List Mode. Additionally, file extensions should be entered without a dot. For example, enter docx for a Word document.

To set up the file extension restriction mode, follow these steps:

Navigate through the Document Central - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
Select the mode in the File Extension Restriction Mode field.
The defined file extensions will now be allowed or restricted according to the selected mode.

Setting up the authentication notification

You can activate a notification that informs the user that they are not authenticated with Document Central. This notification can be activated in the module setup and also offers the option to authenticate directly.

To set up the authentication notification, follow these steps:

Navigate to the Document Central - Administrator role center.
Click on Setup in the ribbon bar and execute the Module Setup action.
Activate the Activate Authentication Notification checkbox.
The authentication notification is now activated and is displayed if the user is not authenticated.

Setting up the rolecenter chart

As more documents are saved in Document Central over time, you may want to know which content types are saved the most. The standard version of Document Central offers a chart for this purpose, which can be activated for specific roles.

To set up the role center chart, follow these steps:

Navigate through the Document Central - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
Activate the checkbox Enable Rolecenter Chart. Set the maximum number of content types to be displayed in the chart using the Max. no. of content types field.
The chart is now visible in the role center.

Setting up File Name Transformation

It may be necessary to translate certain characters before transferring a file or email to the repository. Document Central includes a default function for translating characters in the file name or email subject.

Info

To delete certain characters, leave the New Value field blank and enter the characters to be deleted in the Old Value field.

To set up the file name transformation, follow these steps:

Navigate through the DMS by Simova - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
Execute the action Open File Name Transformation in the ribbon bar.
Activate the checkbox Transform File Name.
Enter the Old Value and the New Value into which it is to be translated in the Transformation list.
The file name will now be transformed.

To set up the email subject transformation, follow these steps:

Navigate through the DMS by Simova - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
Execute the action Open File Name Transformation in the ribbon bar.
Activate the checkbox Transform Email Subject.
Enter the Old Value and the New Value into which it is to be translated in the Transformation list.
The email subject will now be transformed.

Setting up document logging

In Document Central, document handling is accurately reflected when a document is modified or edited. This log provides reliable and precise documentation of a document's history, ensuring a transparent overview of its progress. A log will be created for the following events:

Log Event	Explanation
Archiving	The document has been either uploaded manually, created during a document conversion, through an extention of DMS, a link, a document migration or the double print function.
Removal	The document has been deleted.
Download	The document has been downloaded.
Metadata Change	The document's metadata has been changed.
Restoration	The version of a document has been restored to be the current version.
Document Basket	The document as been added to the document basket or the document has been downloaded through the document basket.
Retention Assignment	The document has been assigned with a retention label.
Versioning	A version of a document has been uploaded.
Moved	The document has been moved to another document library or record.
Export All	The document and prehaps others had been downloaded throught the "Export All" action.

Info

All events are tracked by default. However, within the module setup, under the Document Log Configuration section, the tracking of specific events can be disabled.

To enable or disable logging, follow these steps:

Navigate through the DMS by Simova - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
Navigate to the Document Log Configuration section.
Activate or deactivate the desired logging types using the checkboxes.
The logging is now configured to meet your needs.

Setting up Job Queue

Document Central runs some processes in the background. These processes are executed by the job queue entries in Business Central. The standard job queue entries for Document Central are automatically created with the installation of the Extension. This includes the following job queue entries:

Job Queue Entry	Description	Parameter
DMS Job Queue - Archive	This job queue entry processes the report queue and uploads the documents from the shadow print to the repository.	Execution takes place every minute.
DMS Job Queue - Synchronize Document Library	This job queue entry synchronize the document libraries with the document entry.	Execution takes place every minute.
DMS Job Queue - Import / Assign	This job queue entry processes the import and assignment of files and documents from the inbound list.	Execution takes place every minute.
DMS Job Queue - Cycle creation	This job queue entry creates the new cycle at a new year. The execution takes place on the first day of the new year.	Execution takes place every minute.
DMS Job Queue - Clean Uploads	This job queue entry cleans up the BLOB field if the repository upload has to be carried out later. This can happen if the repository was not available at the time of upload.	Execution takes place every minute.

To configure the max. errors per job queue run, follow these steps:

Navigate through the DMS by Simova - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
In the section Job Queue specifiy the max. error value in the Maximum Errors per Job Queue Run field.
The max. error is now set.

To re-create the job queue entries, follow these steps:

Navigate through the Document Central - Administrator role center.
Execute the action Create default entries in the Job Queue Entries List directly from the Document Central - Administrator role.
The standard job queue entries are created.

Setting up Report Queue

Reports generated through a print action or during a posting process can be automatically stored using the report queue. The specific reports to be stored via the report queue can be defined in the report settings.

To configure the report queue parameters, follow these steps:

Navigate through the DMS by Simova - Administrator role center.
Click on Setup in the ribbon bar and execute the action Module Setup.
The parameters are located in the Report Queue
Specify in which context the report queue entries should be uploaded in the Archive Queue Upload Methode field.
Specify the number of retries an entry should be attempted for upload in the Retries per entry field.
Specify the waiting time for the next try in the Time span for next retry field.
Specify the number of entires should be attempted in a run in the Total Upload attempts per Run field.
Specify the number of parallel running sessions in the Max. Parallel Running Sessions field.
The parameters for the archive queue are now configured.