Setting Up Reports

Reports can be automatically archived when they are created or printed as PDFs. It is also possible to automatically archive reports when a process, such as booking, is executed. Additionally, Document Central uses the document layout feature at the customer and supplier level. These custom layouts can be used when printing or sending the report. The document layout is typically a differently structured version of the document.

Setting Up the Report Creation List with Auto-Fill

To simplify the setup of reports, known reports can be imported from the report selection.

To fill the report creation list from the report selection, follow these steps:

Navigate through the role Document Central - Administrator.
Click on Setup in the menu bar and perform the action Report.
Perform the action Get Reports from Report Selection in the menu bar.
The defined reports from the report selection will be added.

Info

Reports can also be added manually. The report ID must be entered in the Report ID field.

Setting Up Content Types for Reports

The content type for storing the report can be defined for each report in the report creation list.

To define content types for reports, follow these steps:

Navigate through the role Document Central - Administrator.
Click on Setup in the menu bar and perform the action Report.
Perform the action Edit List in the menu bar.
Select the content type in the Content Type field for the specific report.
The reports will now be saved with the defined content types.

Setting Up Report IDs and Report Layouts

To fill the report selection lists from Document Central, report IDs and their associated report layouts can be imported. These actions are particularly useful when new reports need to be added or existing reports need to be updated.

To set up report IDs and report layouts, follow these steps:

Navigate through the role Document Central - Administrator.
Click on Setup in the ribbon bar and perform the action Report.
Perform the action Edit List in the menu bar.
Three options are provided to set up the report IDs and/or report layouts:
- Update Report IDs and Layouts: This action on the page imports the report IDs and their associated report layouts, or fully lists them if they are not already listed.
- Update Report IDs: This action on the page updates the report IDs if they are not present or not fully in the list.
- Update Report Layouts: This action on the ListPart updates the report layouts associated with the selected ReportID if they are not present in the list.

Setting Up a Content Type for a Specific Report Layout

A content type can be defined for archiving a specific report layout.

If your report selection is not set up, you can use the following guide to set up the Report Setup.

To define a content type for a specific report layout, proceed as follows:

Navigate through the role Document Central - Administrator.
Click on Setup in the ribbon bar and perform the action Report.
Perform the action Edit List in the menu bar.
Select a report ID.
Then select the report layout for which the content type is to be defined.
Select the content type in the Content Type field in the Report Definition for the specific report.
The reports with the specific report layout will now be archived with the defined content types.

Info

If a content type is defined for a specific report in the report setup definition, that content type will be used. Otherwise, either the content type from the actual report setup field will be used, or if this is empty, the default value from the document library or list.

Setting Up Content Types for Barcode Feedback Documents

In the report creation list, you can define the content type for the barcode when a barcode is added to each report.

To define the content type for a barcode, follow these steps:

Navigate through the role Document Central - Administrator.
Click on Setup in the menu bar and perform the action Report.
Perform the action Edit List in the menu bar.
Click on the Report ID that is to be configured with the barcode content type.
Select a content type in the Barcode Content Type field.
The barcode will now receive the defined content type.

Setting Up the Report File Name

The created report file will receive a file name that can be changed via the report file name setting. The full name follows the format: No. - Report File Name - Report Layout Code. The report file name is taken from the report settings but can be replaced if necessary.

To replace the report file name, follow these steps:

Navigate through the role Document Central - Administrator.
Click on Setup in the menu bar and perform the action Report.
Perform the action Edit List in the menu bar.
Enter the value of the report file name in the Report File Name field.
The report file name value will now be replaced in the full name: No. - Report File Name - Report Layout Code.

Setting Up Shadow and Priority Printing

Shadow printing can be enabled for each report in the report creation list. Additionally, the priority of processing in the report queue can be set.

To set up shadow and priority printing for reports, follow these steps:

Navigate through the role Document Central - Administrator.
Click on Setup in the menu bar and perform the action Report.
Perform the action Edit List in the menu bar.
Select the option for the Shadow Print field if the report is to be archived through manual execution.
Select the option for the Shadow Print by Process field if the report is to be archived through processes.
Select the option for the Report Priority field if the report is to be processed with higher or lower priority.
Select the option for the Print Priority field if the report is to be processed with higher or lower priority.
Shadow and priority printing is now set for the reports.

Warning

It is important that an event for executing the shadow print is also available.

Setting Up Printing on Event

With the Print on Event feature, you can archive a report through the Document Central report queue as soon as it is printed by the system. This feature allows you to archive any report without needing to extend the report code.

To enable the "Print on Event" feature, proceed as follows:

Navigate through the role Document Central - Administrator.
Click on Setup in the ribbon bar and perform the action Report.
Perform the action Edit List in the ribbon bar.
Check the Print on Event checkbox for the respective report.
The report will now be archived through the Document Central report queue as soon as it is printed from the system.

Setting Up Report Settings

For some reports, settings need to be configured. These settings can be predefined and will be applied to the report during processes such as booking.

To set up the report settings, follow these steps:

Navigate through the role Document Central - Administrator.
Click on Setup in the menu bar and perform the action Report.
Select the report and perform the action Set Report Settings in the menu bar.
Enter the settings for the report and click OK.
The settings are now set for the report.

Setting Up Versioning for a Report

If a report has already been uploaded to the repository, no additional copies of the report will be uploaded. To ensure that each execution of the report is uploaded to the repository via the report queue, versioning must be enabled.

To enable versioning for reports, follow these steps:

Navigate through the role Document Central - Administrator.
Click on Setup in the menu bar and perform the action Reports.
Perform the action Edit List in the menu bar.
Check the Versioning checkbox for the specific report.
Versioning is now enabled for the reports.

Setting Up Letterhead

If the report is created without a company letterhead and footer, it is possible to add a letterhead template before the PDF is uploaded to the repository.

To add letterhead to a report, follow these steps:

Navigate through the role Document Central - Administrator.
Click on Setup in the menu bar and perform the action Reports.
Select the report and perform the action Import PDF Letterhead in the menu bar.
The letterhead checkbox will be activated once the PDF has been successfully uploaded.

Setting Up Reprint On Processing

The record must be present at the time of processing via the archive queue. It is not recommended to enable this setting for temporary documents. The PDF report will be created once the archive queue has processed the entries.

To enable "Reprint On Processing":

Navigate with the role Document Central - Administrator.
Click on Setup in the menu bar and perform the action Report.
Perform the action Edit List in the menu bar.
Check the Reprint On Processing checkbox for the respective report.
The PDF will now be created via the archive queue.

Warning

Changes to data such as the company logo or master data should not be made if there are unprocessed entries in the archive queue for which no PDF has been directly generated.

Setting Up Custom Report Layouts

In Microsoft Business Central version 18, Microsoft added the document layout feature at the customer and supplier level. These custom layouts can be used when printing/sending the report. The document layout is usually a differently structured version of the document.

To set up the use of the custom report layouts defined in the master data for shadow printing, follow these steps:

Navigate through the role Document Central - Administrator.
Click on Mapping in the menu bar and perform the action Mappings.
Click on the mapping code that is to be configured with the email mapping.
Navigate to the Field Mapping section.
Select the field of the primary key of the master data (usually customer or supplier) and specify the master data type in the Use Report Layout From field.
The report layouts will now be used from the customer/supplier number defined in the source document.

Info

It is not possible to set both default values (Customer/Supplier) in the field mapping. When printing the report, only the printed layout will be archived in Document Central. When booking/converting a document, all configured document layouts will be archived behind the respective master data (usually customer or supplier) in Document Central.

Setting Up Report Setup

Setting	Option	Effect
Double Print	Always	Whenever something is printed, the printed item is passed to the repository.
	Optional	The system asks whether a transfer to the repository should occur.
	Never	No transfer to the repository occurs.
Double Print on Document Conversion	Always	The report is always stored in the repository during bookings.
	Optional	The system asks whether a transfer to the repository should occur during booking.
	Never	The report is never transferred to the repository during booking.
Document Priority, Print Priority	Low	Set the priority to "Low". Indicates with what priority an archive queue item should be processed when created.
	Normal	Set the priority to "Normal". This results in the archive queue item being processed faster and thus stored in the archive system more quickly.
	High	Set the priority to "High". This causes the item to be processed preferentially and stored in the archive system more quickly.