Monitor the processes of the ERP system in the cockpit

You can monitor ERP system processes in edoc archive service.

On the edoc archive service home page, you will find default filters in the Dashboard section. Each tile shows whether and how many processes are in the respective status and whether there are any errors.

To analyze the details of the processes in the respective status, click on Show cockpit.

The edoc archive service cockpit also contains the tiles for the status of the processes. In this case, these are filter options for the tabular overview in the cockpit.

By clicking on the individual tiles, you can filter the table for the processes according to the corresponding status. You can also display the details by clicking on the eye icon of a task and perform further actions depending on the status of the process.

Overview of the details in the cockpit table

The process table shows you the following information:

• Action for the process in the ERP system: indicates which action is executed for the process.

• Process type: shows which configured process type the process is based on.

• Process status: shows the status of the process. The following statuses are available:

  • Process status Released: the process has just been imported from your ERP system into edoc archive service. This process will next be processed and archived by edoc archive service. Prerequisite: All previous versions of the process have already been archived and have the status Completed.

  • Process status In progress: the process is currently being processed by the system and archived in the ECM system.

  • Process status Error: indicates that an error has occurred during processing.

  • Process status Completed: indicates that archiving in the ECM system was successful.

  • Process status To be clarified: indicates that there was no corresponding record in the ERP system at the time an incoming document was imported from the ECM system.

  • Process status Ignored: indicates that the process is ignored in processing and the next version of the process should be processed.

  • Process status Open in ERP system: indicates that processing of the process in the ERP system is still pending.

  • Process status Failed in ERP system: indicates that there is an error in the processing of the process in the ERP system.

  • Process status Ignored (incomplete): indicates that not all fields marked as mandatory in the ECM system are filled by the process. The process is therefore no longer processed. This status only occurs during data synchronization.

• Date of creation: shows when the process was imported into edoc archive service and created there. You can sort the table in ascending or descending order by clicking on the column name.

• Date of change: shows when something (e.g. the status) was last changed in the process. You can sort the table in ascending or descending order by clicking on the column name.

• Process version: indicates which version of the process is involved. For example, a report can be printed several times. Depending on the configuration, a new version of the archiving process is created each time the report is printed.

• System mapping: shows the system mapping in which the process type for this process was configured.

• Process ID (ERP system): displays the ID that was assigned to the process when it was created in the ERP system.

• Process ID (ECM system): displays the ID that was assigned to the process when it was created in the ECM system.

• Error message: displays the error message if something did not work when processing a process.

Overview of the details of a process

Clicking on the eye icon in the first column of an entry in the cockpit table takes you to the detailed view of a process.

Depending on the process status, you can use the following actions, which relate exclusively to the individual process:

• Restart process: if the process has the status Error, you can reset the process status to Released. The process will be processed again by edoc archive service.

• Ignore previous version of this process: if the previous version of the process does not exist in edoc archive service or has the status Error, you can manually ignore the previous version of the process. The current process will be processed instead.

• Download document: if the process does not yet have the status Completed, you can download the generated document from the process table in the ERP system. If the process is a data synchronization, this action is not displayed as there is no document in the ERP system.

• Delete process: if the process has the status Error, you can use this action to irrevocably delete the process. Check in advance whether you really no longer need the process.

• Display values of the ECM destination fields: if the process has not yet been completed, you can use this action to display the mapping of the actual ERP values and ECM destination properties that will be used during the next archiving attempt. By clicking on the down arrow, you can display the mapping of the ERP values and ECM destination properties from the last archiving attempt with Show values of ECM destination fields from last archiving process. You can do the following in the Show values of ECM destination fields dialog:

  • With Edit values, you can edit the ERP values that are to be written to the ECM destination properties during the next archiving process.

  • With Use values for next archiving process, the values you have updated are used for the next archiving process. You can reset the updated values immediately with Reset updated values.

For processes for importing incoming documents, you can use the following actions depending on the process status, which are only applied to the individual process:

• Restart process: if the process has the status Error or To be clarified, you can place the process in the process queue again. The process will be processed again by edoc archive service.

• Download document: if the process does not yet have the status Completed, you can download the document from the ECM system.

• Delete process: if the process has the status Error or To be clarified, you can use this action to irrevocably delete the process. Check in advance whether you really no longer need the process.

In addition to the properties that you see in the cockpit table, you can get an overview of all the important details of a process in the ERP system in the detailed view of a process:

• Document type: displays the document type that was defined in the process type for the process.

• Index table: displays the index table that was defined in the process type for the process.

• Primary key of the process in the index table: displays the primary key in the ERP system that the process has in the associated index table.

• Index sub-table: displays the index sub-table that was defined in the process type for the process.

• Primary key of the process in the index sub-table: displays the primary key in the ERP system that the process has in the associated index sub-table.

• Report: displays the report that was defined in the process type for the process.

• Page in the ERP system: displays the page that was defined in the process type for the process.

• Status of the data field and Status of the document field: shows the status of the write process of the data or document of the process in the ERP system in the data field in the process tables and of its archiving:

  • Open: the status is the default status of the corresponding field when the record (process) is initially created in the ERP system.

  • Released: the status describes that the write process to the corresponding field in the ERP system was successful.

  • Error: the status describes that there was an error when writing to the corresponding field in the ERP system.

  • Completed: the status describes that edoc archive service has successfully archived the content of the corresponding field in the ECM system. For incoming documents, the status for the document field describes that the document has been successfully attached to the record in the ERP system.

  • Failed attachment: the status describes that there was an error when attaching the document to the record in the ERP system.

• Number of errors: shows how often a process was stopped due to an error. By default, edoc archive service restarts the processing of a process even after an error, at increasingly longer intervals. After the repeated failure, the processing operation is finally stopped and the process receives the status Error.