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Module Setup

The module setup offers various configuration options to adjust the behavior of the module. Here you can define settings for business partners, CRM, email dispatch, test mode, as well as process and FactBox options.

Activating the Module

The functions and processes of Document Dispatch can be manually activated and deactivated. The module is disabled by default upon installation via the configuration wizard.

The following steps must be performed to activate the Document Dispatch module:

  1. Start in the role center Document Dispatch - Administrator.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Check the box Activate Module.
  4. The Document Dispatch module is now activated.

Warning

It is important to note that Document Dispatch can only be used if the module is activated and licensed.

License Management

The License Management page provides an overview of all active licenses. On the License Management page, you can reset the license, increase or decrease the number of user licenses for a license, and view license details.

Follow these steps to access the License Management page:

  1. Open the Setup of your product and select the action Licensing.
  2. The product license page will open.
  3. Click on License.
  4. In the menu bar, select the action License Management.
  5. You are now on the License Management - License List.

Resetting a Product License

The Reset Function allows you to reset your license once daily to reactivate it.

To reset a product license, follow these steps:

  1. Ensure you are on the License Management - License List page.
  2. Select the license you want to reset.
  3. In the menu bar, select the action Reset.

!!! info - The reset is documented by us and is only allowed once per day per license. - You can also reset the currently active license by selecting the action Reset on the License Management - License List.

Warning

If the currently active license is reset, the license information will be deleted. This means that the license will be displayed as Unlicensed. To reactivate the license, it must be activated again.

Language Configuration

Document Dispatch can be used in all available languages. To ensure a consistent user experience, the desired language must be set in the system. This prevents mixed language settings in different areas of Document Dispatch. The language configuration can be made in the Document Dispatch setup.

The following steps must be performed to configure the language:

  1. Start in the role center Document Dispatch - Administrator.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Click on Start and then select the Languages section from the menu bar.
  4. Select and add the desired language via the dropdown menu.

Info

The chosen language will be displayed in every area of Document Dispatch that requires a language configuration.

Setting Up Email Server Delay

Implementing a delay in email dispatch is crucial for the efficiency and reliability of an email server. A controlled delay helps the server manage resources effectively, avoid overloads, and ensure smooth processing of large email volumes. This approach reduces the risk of the server rejecting emails due to high traffic or resource strain.

To set an email delay value, follow these steps:

  1. Navigate through the role center Document Dispatch - Administrator.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Enter the delay value in the field Email Delayed Sending (ms).
  4. The delay time is now set.

Setting Up Transfer to History

Document Dispatch processes entries through the queue. Successfully processed entries can then be moved to history.

To activate the transfer to the queue history, follow these steps:

  1. Navigate through the role center Document Dispatch - Administrator.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Check the box Automatically Transfer to History.
  4. Specify the formula for how far back the entries should be transferred in the field History Formula.
  5. The transfer to history is now activated.

Info

The field Last Transfer to History shows the date and time of the last transfer to history.

Setting Up Maximum Preview File Size

File previews can generate long requests to the Simova API for large files. To prevent this, you can set a maximum file size for the preview.

Follow these steps to set the maximum file size:

  1. Navigate through the role center Document Dispatch - Administrator.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Enter the maximum size of the file in MB for the preview in the field Preview Maximum File Size (MB).
  4. The maximum size is now set.

FactBox Setup

Setting Up Delayed Dispatch for the FactBox

When entries are sent via the FactBox, the dispatch always occurs immediately. However, it is possible to send these entries with a delay through a job queue. In delayed dispatch, entries are not processed immediately but managed through the job queue.

To set up delayed dispatch for the FactBox, follow these steps:

  1. Navigate through the role center Document Dispatch - Administrator.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Check the box Send Delayed.
  4. The delayed dispatch is now activated.

Info

When delayed dispatch is activated in the module setup, this setting applies to all configured dispatch profiles. Scheduled emails with a delay will not be sent immediately. Instead, the system creates delayed dispatch entries that are then processed by the job queue.

Setting Up Dispatch Confirmation

Entries that are sent with a delay through the queue can be configured to require confirmation before dispatch.

Follow these steps to enable confirmation for delayed entries:

  1. Navigate through the role center Document Dispatch - Administrator.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Check the box Confirm Dispatch.
  4. The dispatch confirmation is now activated.

Setting Up FactBox Status

The Document Dispatch FactBox serves as a central tool for manual document dispatch. Users can start dispatch directly from the FactBox, which also displays the current dispatch status.

With these steps, you can activate or deactivate the status:

  1. Navigate through the role center Document Dispatch - Administrator.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Activate or deactivate the desired statuses in the Status Display section.
  4. The FactBox will now display the required status.

Process Setup

In the module setup, you will find the tab for process setup. In this tab, you will find the group "Priority of Recipient Identification."

Recipient Types

The following recipient types are available:

  1. Document Dispatch Business Partners: The email addresses are statically configured.
  2. Dynamic Table Setup: The email addresses are read from the respective customer/vendor.
  3. Advanced Recipient Setup: A configuration is done directly with the customer/vendor.

Priority of Recipient Identification

You can set the priority for recipient identification regardless of how many recipient types are activated. This allows you to specify which option should be checked first. In the configuration, options such as Document Dispatch Business Partners, Advanced Recipient Setup, and Dynamic Table Setup can be arranged in the desired order to ensure that the identification follows the defined priority. If no recipient is found in one option, the next priority is searched.

  1. Start in the Document Dispatch - Module Setup.
  2. Scroll down to the Process Setup tab.
  3. Three options will be displayed, based on which the order for selecting recipients is prioritized.

Important

Document Dispatch Business Partners

- This is a commonly used source in Document Dispatch. The system can extract recipient data, including email addresses, from a predefined business partner table that is typically integrated into the dispatch process. This table serves as the standard repository for recipient information.

**Advanced Recipient**

- Some configurations include an advanced recipient table linked to the master data. This setup allows for a more comprehensive and potentially dynamic source for recipient information, which can be particularly useful when the master data contains extensive details about various recipients.

**Dynamic Recipient**

- Allows for the dynamic retrieval of email addresses from the corresponding customer or vendor card. This eliminates the need to maintain email addresses in a separate table. Recipient information is retrieved directly from the master data, reducing maintenance effort and ensuring data consistency.

Activating Multi-mail Preview

The following steps must be performed to activate the multi-mail preview:

  1. Start in the role center Document Dispatch - Administrator.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Scroll down to the Process Setup tab.
  4. In the Multi-mail section, check the box Use Multi-mail Preview.

The performance of the multi-mail preview varies depending on the number of selected entries. To ensure optimal performance, a limit for the number of entries displayed in the preview can be set.

To set a limit for the number of entries in the multi-mail preview:

  1. Navigate through the role center Document Dispatch - Administrator.
  2. Click on Setup in the menu and perform the action Module Setup.
  3. In the Multi-mail section, check the box Use Multi-mail Preview.
  4. Check the box Multi-mail Preview Limit.
  5. Enter the number of documents to be displayed in the preview in the field Multi-mail Preview Count.

Info

The multi-mail preview is now activated and can be used. The preview allows users to view attachments, include or exclude attachments, or change the email addresses of recipients before sending the emails. If the multi-mail preview is not activated, the emails are sent directly without user interaction. The default value for the Multi-mail Preview Count is set to 100.

Setting Up the Business Partner FactBox

To enable the creation of business partners for contacts, customers, and vendors with the Business Partner FactBox, follow these steps:

  1. Navigate through the role center Document Dispatch - Administrator.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Check the box Enable Business Partner Creation.
  4. Specify the language code to be chosen when no language code is present in the master data in the field Default Language Code.
  5. Check Create Business Partner from Contact to create a business partner from a contact.
  6. Check Create Business Partner from Customer to create a business partner from a customer.
  7. Enter the mapping code for the customer table in the field Customer Business Mapping Code.
  8. Enter the relation code for the customer table in the field Customer Business Relation Code.
  9. Check Create Business Partner from Vendor to create a business partner from a vendor.
  10. Enter the mapping code for the vendor table in the field Vendor Business Mapping Code.
  11. Enter the relation code for the vendor table in the field Vendor Business Relation Code.
  12. The creation of business partners for contacts, customers, and vendors is now enabled for the Business Partner FactBox.

Note

When the default configuration is imported, the settings from point 4 are already applied and do not need to be set again. You only need to enable the creation of business partners.

To ensure that the email address for a business partner is unique, follow these steps:

  1. Navigate through the role center Document Dispatch - Administrator.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Check the box Unique Recipient Address.
  4. An email address can only be added for one business partner entry.

CRM Integration

The CRM integration of Document Dispatch allows for seamless tracking of all sent documents. It records who sent which document when. This information is traceable at any time, increasing transparency in customer interactions.

Setting Up CRM Integration

To activate the CRM integration, please follow these steps:

  1. Navigate to the administrator role center of Document Dispatch.
  2. Click on the Setup tab.
  3. Open the module setup.
  4. In the module setup field, activate the CRM Active field.
  5. Once the field is activated, use the search function to look for Document Dispatch Business Mapping.
  6. Open the Business Mapping. Ensure that in the Contact category, the fields Contact Name and Contact Number are filled out correctly.

Now all sent entries will be logged through the CRM integration. The CRM entries can be viewed through the respective contact or through the interaction logs.

Warning

Please ensure that the primary contact number for all customers and vendors is stored. Only then can it be ensured that CRM entries are created and assigned correctly.

Test Mode

The test mode allows you to send all emails to the address specified in the Email for Test Output field. When this mode is activated, no emails are sent to the actual recipients, ensuring safe testing without impacting real data.

To activate or deactivate the test mode, follow these steps:

  1. Navigate through the role center Document Dispatch - Administrator.
  2. Click on Setup in the menu bar and perform the action Module Setup.
  3. Navigate to the Test Mode section.
  4. Activate Test Mode and enter an Email for Test Output to which the emails should be sent.

E-Post Setup

The E-Post setup allows you to display the main information for E-Post communication, such as EKP, Vendor ID, and token expiration date. Additionally, you can activate the E-Post Test Mode to send messages to a specified test email address instead of real recipients, ensuring safe testing. The option Show Restricted Area provides access to advanced settings.

To initially set up E-Post, follow E-Post.

See also