Setting up Reports

Reports can be automatically archived when created as a PDF or when printed. It is also possible to archive reports automatically when a process, such as posting, is executed. Additionally, Document Central uses the document layout feature at the customer and vendor 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 report list with autofill

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

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

Navigate through the Document Central - Administrator role.
Click on Setup in the ribbon bar and execute the action Report.
Execute the action Get Reports from Report Selection in the ribbon bar.
The defined reports from the Report Selection are added.

Info

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

Setting up content types for reports

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

To define content types for reports, follow these steps:

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

Setting up the report IDs and report layouts

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

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

Navigate through the Document Central - Administrator role.
Click on Setup in the ribbon bar and execute the action Report.
Execute the action Edit list in the menu bar.
three options are offered to set up the report IDs and/or report layouts:
- Update Report IDs and Layouts: This action on the page will import the report IDs and associated report layouts, or then make them completely wide if they are not already listed.
- Update Report IDs: This action on the page updates the report IDs if they are not yet listed or not fully listed.
- Update Report-Layouts: This action on the ListPart, updates the report layouts associated with the selected ReportID if they are not yet 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 instructions to set up the report setup

To define a content type for a specific report layout, follow these steps:

Navigate through the Document Central - Administrator role.
Click on Setup in the ribbon bar and execute the action Report.
Execute the action Edit list in the menu bar.
First select a report ID to be configured with the content type.
Select the report layout for which the content type is to be defined.
Select the content type in the Content type field of the Report definition ListPart for the specific report.
The reports with the specific report layout are now archived with the defined content types.

Info

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

Setting up content types for barcode return doucments

In the report list, you can define the content type to be used 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 Document Central - Administrator role.
Click on Setup in the ribbon bar and execute the action Report.
Execute the action Edit List in the ribbon bar.
Click on the Report ID that should be configured with the barcode content type.
Select a content type in the Barcode Content Type field.
The barcode will now get the defined content type.

Setting up report filename value

The created report file receives a filename that can be modified via the report filename setting. The full name follows the format: No. - Report Filename - Report Layout Code. The Report Filename value is populated from the report settings, but it can be replaced as needed.

To repleace the report filename value, follow these steps:

Navigate through the Document Central - Administrator role.
Click on Setup in the ribbon bar and execute the action Report.
Execute the action Edit List in the ribbon bar.
Specify the value of the report filename in the Report Filename field.
The value Report Filename will be now replace in the fullname: No. - Report Filename - Report Layout Code

Setting up shadow priting and priority

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

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

Navigate through the Document Central - Administrator role.
Click on Setup in the ribbon bar and execute the action Report.
Execute the action Edit List in the ribbon bar.
Select the option for the Shadow Printing field if the report should be archived by manual execution.
Select the option for the Shadow Printing via Process field if the report should be archived by process execution.
Select the option for the Report Priority field if the report is to be processed with a higher or lower priority.
Select the option for the Print Priority field if the report is to be processed with a higher or lower priority.
The shadow printing and the priority is now set for the reports.

Warning

It's important that an event is also available for the execution of the shadow printing.

Setting up Print on Event

The Print on Event feature allows you to archive a report via the Document Central Report Queue as soon as it is printed from the system. This feature makes it possible to archive any report without the need to extend the report code.

To activate the Print on Event feature, follow these steps:

Navigate through the Document Central - Administrator role.
Click on Setup in the ribbon bar and execute the action Report.
Execute the action Edit List in the ribbon bar.
Activate the checkbox Print on Event for the specific report.
The report will now be archived via 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 posting.

To set the report settings, follow these steps:

Navigate through the Document Central - Administrator role.
Click on Setup in the ribbon bar and execute the action Report.
Mark the report and execute the action Set Report Settings in the ribbon bar.
Specify 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 is already 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 needs to be enabled.

To enable the versioning for reports, follow these steps:

Navigate through the Document Central - Administrator role.
Click on Setup in the ribbon bar and execute the action Reports.
Execute the action Edit List in the ribbon bar.
Activate the checkbox Versioning for the specific report.
The versioning is now enabled for the reports.

Setting up stationery

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

To add a stationery for a report, follow these steps:

Navigate through the Document Central - Administrator role.
Click on Setup in the ribbon bar and execute the action Reports.
Mark the report and execute the action Import PDF Stationery in the ribbon bar.
The Stationery checkbox is activated when the PDF has been successfully uploaded.

Setting up Reprint On Processing

The record needs to be existing at the time of processing via the archive queue. It is not recommended to activate this setting for temporary documents. The PDF report will be created once the archive job queue has processed the entries in the archived queue.

To activate the Reprint on Processing, follow these steps:

Navigate through the Document Central - Administrator role.
Click on Setup in the ribbon bar and execute the action Report.
Execute the action Edit List in the ribbon bar.
Activate the checkbox Reprint On Processing for the specific report.
The PDF will now be created via the Archived Queue.

Warning

Changes to data, such as the company logo or data, should not be made if archive queue entries exist that have not yet been processed without directly generated PDF.

Setting up Custom Report Layouts

In Microsoft Business Central Version 18 Microsoft added the document layout feature on the customer and vendor 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 usage of the custom report layouts defined in the master data for shadow printing, follow these steps:

Navigate through the Document Central - Administrator role.
Click on Mapping in the ribbon bar and execute the action Mappings.
Click on the mapping Code that should be configured with the email mapping.
Navigate to the Field Mapping section.
Select the field of the primary key of the master data (Usally Customer or the Vendor) and specify the master data type in the Use Report Layout from field.
The Report layouts will now be used from the Customer/Vendor No. that is defined in the Source Entry.

Info

It is not possible to set both standard values (customer/vendor) in the field mapping. When printing the report, only the printed layout is archived in Document Central. When posting/converting a document, all configured document layouts behind the respective master data (Usally Customer or Vendor) are archived in Document Central.