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Setting up Module Settings

This article provides a detailed explanation of the various general settings available in Document Dispatch. 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 Dispatch can be switched on and off manually. The module is disabled with the standard setup via the configuration wizard.

To activate Document Dispatch, 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 Activate Module checkbox.
  4. The Document Dispatch module is now activated.

Note

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

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.

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.

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.

Setting up recipient type selection

In Document Dispatch, the process of identifying a recipient can indeed vary widely depending on how the system is configured and the specific processes in place. After identifying a recipient for a dispatch, it becomes crucial to gather essential information, such as the recipient's email address, to ensure that the dispatch is completed successfully.

The recipient information can be obtained from several different sources within the system:

  • Business Partner Table: 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 Table: 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.

  • Custom Tables: The system also supports the creation of custom or individual tables. These tables can be specifically designed to meet unique business needs and can be used as sources for recipient information. This flexibility is advantageous when standard tables do not fully satisfy the requirements for recipient identification and data retrieval.

These different sources can be utilized together within the system, with their usage determined by a predefined priority. This means that the system will check each source according to the established order of precedence, ensuring that the most relevant and accurate recipient information is used.

In conclusion, Document Dispatch provides flexible and robust options for identifying recipients and retrieving the necessary information, ensuring that dispatches are correctly addressed and efficiently delivered to the intended recipients.

To enable a recipient type, 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 recipient types in the Recipient Type Selection section.
  4. The desired recipient types are now activated.

To set the indentification priority, 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. Set the priority in the Recipient Identification Priority section.
  4. The identification priority is now set.

Setting up multimail preview

When multiple documents are selected for sending, displaying a list of all entries allows the user to review them before proceeding. The multimail preview provides a structured overview of the records enabled for sending, allowing users to view attachments, include or exclude them, and modify recipient email addresses before sending. If the multimail preview is not activated, the emails will be sent directly without any user interaction.

To enable the multimail preview, 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 Use Multimail Preview checkbox.
  4. The multimail preview is now activated.

To enable the multimail preview for background sending, 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 Multimail Preview for Batch Post checkbox.
  4. The multimail preview is now activated for background sending.

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.

Setting up languages

Document Dispatch can be used in all kinds of languages. To ensure a consistent user experience, it is necessary that the desired language is specified within the system. This prevents the possibility of encountering mixed language settings across different sections of Document Dispatch. The language configuration can be done in the Document Dispatch setup. The following steps need to be completed to configure the language.

  1. Navigate through the Document Dispatch - Administrator role center.
  2. Click on Setup in the ribbon bar and execute the action Module Setup.
  3. In the Home section in the ribbon bar, click on Configure Language.
  4. Choose and insert the desired language by using the dropdown menu.

Info

The chosen language will be displayed in every section of Document Dispatch that needs a language configuration.