Configure data synchronizations per system mapping (Microsoft Dynamics)

You must create process types for each system mapping created in edoc archive service. The process types control the communication between the ERP system and the ECM system: you define which data from your ERP system should be transferred to the ECM system.

You can create several process types per system mapping in order to realize different scenarios.

You can use webhooks to archive additional information (e.g. combined values of ERP properties) in an ECM property.

First, you define a process type. After saving, all fields of the selected ERP tables are queried by the ERP system. You will need these fields in the second step to configure the field mapping. In the third step, you activate and transfer the process type after saving.

Define the process types

In the first step, you define a process type to automatically execute the corresponding process (e.g. data synchronization, report archiving). When you set up a process type for the first time, all fields of the selected ERP tables are queried by the ERP system after saving. The query process can take some time depending on the amount of data.

Here's how

1. Go to the edoc platform system environment and open the administration of edoc archive service in the browser.

2. Navigate to Map systems and process types > Configure process types > Create new process type.

3. Enter a meaningful name for the process type under Enter the name of the process type. The name is used, among other things, during the transfer of data between the ECM and ERP systems.

4. Enter a meaningful description under Enter a description of the process type to make it easier to identify this process type.

5. Under Select action for processes in the ERP system, select the option Execute data synchronization for record.

6. Under Select index table in the ERP system, select the index table of the process in the ERP system.

7. Select the document type for the process under Select the document type of the ERP system.

8. Activate versioning to version updated attributes for digital files or lists during data synchronization. If you do not use versioning, a new file or list is saved in the ECM system.

9. Under Select the index sub-table of the ERP system, optionally select the index sub-table in the ERP system from which, for example, the purchase order lines or sales order lines of the process originate.

10. Map the primary key fields of the selected tables under Map primary key fields to the selected tables if you want to implement an individual archiving scenario.

11. Click on Save.

For more details about creating a webhook see: Konfigurieren eines Endpunkts für einen Webhook zum Ändern von Werten für ECM-Zieleigenschaften während der Archivierung

Define the field mapping

In the second step, you define the field mapping for the process type. By mapping the fields of the ERP system and ECM system, you ensure that the properties of the documents and data collections (e.g. files or lists) are always archived correctly in the ECM system. To import incoming documents into the ECM system, you define ECM destination fields in the field mapping, the values of which identify the corresponding record in the ERP system.

Here's how

1. Navigate to Administration > Map systems and process types > Configure process types.

2. Click on Configure field mappings.

3. Under ECM category, select the category to which the data from the process in your ERP system is to be transferred.

4. In the Active column, activate each ECM destination property that you want to contain information from the ERP process.

5. For each ECM destination property, select the appropriate option under Select data source type and under Content of the data source:

   1. ERP field of index table: specifies a specific ERP value from the index table selected in the process type in the ECM field, e.g. Customer name. Under Content of the data source, select the field of the corresponding table that you selected in the process type.

   2. ERP field of index sub-table: specifies a concrete ERP value from the index sub-table selected in the process type in the ECM field, e.g. Item number. Under Content of the data source, select the field of the corresponding table that you selected in the process type.

   3. Text constant: specifies the fixed value in the ECM field that you have entered under Content of the data source.

   4. System variable: specifies the system variable that you select under Content of the data source. You can use the system variable to specify additional properties independently of the ERP process. Under Content of the data source, select the corresponding system variable, e.g. Alias name of the company.

6. Click on Save.

Activate data synchronization and transfer the configuration

In the third step, activate the configured process type. After activation, data synchronization is performed automatically.

Here's how

1. Navigate to Administration > Map systems and process types > Configure process types.

2. Click on Enable process type for the process type whose field mapping you have already configured.

You can find out how to transfer your edoc archive service configuration to your ERP system under: Transfer the edoc archive service configuration to the ERP system (Microsoft Dynamics)

See also

• What are "primary key fields" in the process types used for?

• What does "process type" mean in the context of edoc archive service?

• What does "category" mean in the context of edoc archive service?

• Konfigurieren eines Endpunkts für einen Webhook zum Ändern von Werten für ECM-Zieleigenschaften während der Archivierung