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Module Setup

The module setup provides various configuration options to customize 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 turned on and off. The module is disabled by default with the standard installation via the configuration wizard.

The following steps must be completed to activate the Document Dispatch module.

  1. We 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 Active.
  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 the license details.

To access the "License Management" page, follow these steps:

  1. Open the Setup of your product and select the Licensing action.
  2. The product license page will open.
  3. Click on License
  4. In the ribbon, select the License Management action.

How to Reset a Product License

The Reset function allows you to reset your license once a day to reactivate it.

Steps to Reset a Product License

  1. Make sure you are on the License Management - License List page.
  2. Select the license you want to reset.
  3. In the ribbon, select the Reset action.

Info

  • Resetting is documented by us and is allowed only once per day per license.
  • You can also reset the currently active license by selecting the Reset action on the Product License Page.

Warning

If the currently active license is reset, the license information will be cleared. This means the license will be displayed as Not Licensed. To reactivate the license, it must be activated again.

Language Configuration

Document Dispatch can be used in all possible languages. To ensure a consistent user experience, it is necessary to set the desired language within the system. This prevents the possibility of encountering 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 completed to configure the language.

  1. We 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 Language 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 transfer delay to email server

Implementing a delay in email sending is essential for maintaining the efficiency and reliability of an email server. A controlled delay helps the server manage resources effectively, preventing overloads and ensuring 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 a email delay value, follow these steps:

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

Setting up transfer to history

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

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

  1. Navigate through the Document Dispatch - Administrator role center.
  2. Click on Setup in the ribbon bar and execute the action Module Setup.
  3. Activate the Automatic History Transfer checkbox.
  4. Specify the formula how far back the entries should be transferred in the History Formula field.
  5. The transfer to history is now activated.

Info

The Last Transfer to History field displays the date and time of the most recent transfer to history.

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:

  1. Navigate through the Document Dispatch - Administrator role center.
  2. Click on Setup in the ribbon bar and execute the action Module Setup.
  3. Specify 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 sending for the factbox

When entries are sent via the Factbox, they are always sent immediately. However, it's possible to send these entries with a delay using a job queue. In delayed dispatch, entries are not processed immediately but are managed through the job queue.

To set up delayed sending for the factbox, follow these steps:

  1. Navigate through the Document Dispatch - Administrator role center.
  2. Click on Setup in the ribbon bar and execute the action Module Setup.
  3. Activate the Send Delayed checkbox.
  4. The delayed sending is now activated.

Info

If Delayed Sending is enabled in the Module Setup, this setting applies to all configured Dispatch Profiles. Emails scheduled with a delayed time will not be sent immediately. Instead, the system creates delayed dispatch entries, which are then processed by the Job Queue.

Setting up sending confirmation

Entries sent with a delay via the queue can be configured to require confirmation before being dispatched.

To enable the confirmation for delayed entries, follow these steps:

  1. Navigate through the Document Dispatch - Administrator role center.
  2. Click on Setup in the ribbon bar and execute the action Module Setup.
  3. Enable the Confirm Sending checkbox.
  4. The sending confirmation is now activated.

Setting up Factbox status counters

The Document Dispatch Factbox serves as the central tool for manual document dispatch. Users can initiate dispatch directly from the Factbox, which also provides status counters to display the current status of each dispatch.

To enable or disable the various status counters, follow these steps:

  1. Navigate through the Document Dispatch - Administrator role center.
  2. Click on Setup in the ribbon bar and execute the action Module Setup.
  3. Enable or disable the desired status counters in the Status Display section.
  4. The factbox now displays the required status counters.

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/supplier.
  3. Extended Recipient Setup: A configuration is done directly with the customer/supplier.

Recipient Identification Priority

You can define the priority for recipient identification regardless of how many recipient types are enabled. This allows you to specify which option should be checked first. In the configuration, options such as Document Dispatch Business Partner, Advanced Recipient Setup, and Dynamic Table Setup can be arranged in the desired order to ensure 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.

Document Dispatch Businesspartner

  • This is a commonly used source in Document Dispatch. The system can extract recipient details, including email addresses, from a predefined Business Partner Table that is typically integrated with the dispatch process. This table serves as a standard repository for recipient information.

Extended Recipient

  • Some configurations include an extended recipient table linked to the master data. This setup allows for a more comprehensive and possibly dynamic source of recipient information, which can be especially useful if the master data includes extensive details about various recipients.

Dynamic Recipient

  • Allows email addresses to be retrieved dynamically from the corresponding customer or vendor card. This eliminates the need to maintain email addresses in a separate table. Recipient information is pulled directly from master data, reducing maintenance effort and ensuring data consistency.

Activating the Multimail Preview

The following steps must be completed to activate the multimail preview.

  1. We start in the role center Document Dispatch - Administrator.
  2. Open Document Dispatch Setup from the Setup menu in the menu bar and perform Module Setup.
  3. Scroll down to the Process Setup tab.
  4. In the Multimail area, check the box Use Multimail Preview.

The performance of the multimail 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 multimail preview:

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

Info

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

Setting up business partner factbox

To enable the business partner creation for contacts, customers and vendors with the business partner factbox, follow these steps:

  1. Navigate through the Document Dispatch - Administrator role center.
  2. Click on Setup in the ribbon bar and execute the action Module Setup.
  3. Enable the Enable Business Partner Creation checkbox.
  4. Specify the language code which is choosen when no language code exist in the masterdata in the Default Language Code field.
  5. Enable the Create Contact as Business Partner to create a business partner from contact.
  6. Enable the Create Customer as Business Partner to create a business partner from customer.
  7. Specify the mapping code for the customer table in the Customer Business Mapping Code field.
  8. Specify the relation code for the customer table in the Customer Business Relation Code field.
  9. Enable the Create Vendor as Business Partner to create a business partner from vendor.
  10. Specify the mapping code for the vendor table in the Vendor Business Mapping Code field.
  11. Specify the relation code for the vendor table in the Vendor Business Relation Code field.
  12. The business partner creation for contacts, customers and vendors is now activated for the business partner factbox.

Note

If the Simova 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 business partner creation.

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

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

Test Mode

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

To enable or disable Test Mode, follow these steps:

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

E-Post Setup

E-Post Setup allows you to see the main parameters required for E-Post communication, such as EKP, Vendor ID, and token expiration date. Additionally, you can enable Test Mode to send messages to a specified test email address instead of real recipients, ensuring safe testing. The option to Show restricted area provides access to advanced settings for controlled environments.

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

See also