Configure the indexing definition

Once you have established the connection to the ECM system and defined the fields and properties of the documents from the ECM system, create at least one indexing definition. The indexing definition is used to link the fields of a process (sales order, purchase order, invoice, etc.) with the properties of an ECM document.

You can specify the indexing definition at edoc archivelink > Setup > Indexings > Indexings so that your users can access the configured ECM data in the corresponding process.

Define the indexing definition

In the Indexing definition section, enter the ID and a name of the indexing definition in Dynamics 365 for Finance and Operations and specify the ECM system and the document type to which the indexing definition is to be linked. In this way, you create the mapping between the Dynamics 365 form and the ECM document type.

Depending on the type of indexing definition (Posting, Attachment, or Folder CUD), different fields are displayed in addition to the default fields.

• Indexing definition: Enter any meaningful ID for the indexing definition. You can enter any ID (short form), e.g. SalesOrder_IndexDef.

• Description: Enter any meaningful name for the index definition, e.g. Sales Order Index Definition.

• Index Definition Type: Select the type of indexing definition. The following index types are available for your indexing definitions:

  • Folder CUD: This type is used for the data synchronization of so-called files (data collections), e.g. for purchase orders, sales orders, vendors, customers, etc. The abbreviation "CUD" stands for "Create" (Insert), "Update" (Update) and "Delete" (Delete). You must always activate event rules for this index type in order to maintain an overview of the actions in the edoc archivelink cockpit.

  • Posting: This type is used for archiving purchase order confirmations, sales order confirmations, packing slip, and invoices, etc.

  • Attachment: This type is used for documents that have been attached in a Dynamics 365 process and are to be archived. The indexing definition is also used for barcodes.

• System: Select the ID of the ECM system that you have defined on the Setup > Systems > Systems page.

• Repository: Select the repository ID.

• Document type: Select an ECM document type.

• Company: Optionally select a data range (client, organization). You have the following options:

  • If you do not select a company, the configuration will be applied to all companies.

  • If you have several companies and want to use the configuration for selected companies, define the companies in the Index Definition - Company section. Do not enter anything in the Company field.

• Index-Record Table Name: Select the name of the database table, e.g. SalesTable (name of the data source), that you want to map to the specified ECM document type.

• Refresh tables: Use this function if no tables are displayed in Index-Record Table Name or new tables have been created in Dynamics 365 for Finance and Operations.

• Restriction of processing: If you want to restrict the indexing definition to certain criteria, e.g. to a billing account, enter the field with the method. Example: this.CustAccount=="<DE-XXX>". You can see the compilation status of the restriction criteria at any time.

• Select the description of the document: You can define the description of a document yourself using the indexing definition in order to overwrite the existing value when archiving. The document description is displayed on the edoc archivelink > Inquiries > Documents page in the Description column per document. You can choose between one of the following actions:

  • Select a value from the drop-down list that will always be used as the document description.

  • Enter any static text enclosed in quotation marks, which is always used as the document description. Example: "Description"

Save your indexing definition once to display the corresponding fields.

Additional fields for the "Folder CUD" type

The following functions are available for the indexing definition type Folder CUD:

• Event rule: Define the following warning rules if required:

  • Insert ("Create"): Activate the slider if you want to transfer the properties of a newly created data collection (file) in Dynamics 365 for Finance and Operations to the ECM system.

  • Update ("Update"): Activate the slider if you want to transfer the properties of an updated data collection (file) in Dynamics 365 for Finance and Operations to the ECM system. You define the fields to be transferred in the Indexing definition - Field change section.

  • Delete ("Delete"): Activate the slider so that the data collection (file) is deleted in the ECM system as soon as a process has been deleted in Dynamics 365 for Finance and Operations.

• Generate files: You can optionally generate files (logical brackets for documents, data collection) in your ECM system to archive the associated documents in the ECM files (data collections) per process.

  • From: Select a start date or enter a start date. If you do not enter a start date, files are generated for all processes.

  • To: Select an end date or enter an end date. You must always enter an end date.

  • Company: Optionally select a company (client, organization). If you do not select a company, the processes of all companies are used for file generation.

  • Generate files: Click on the button to start the generation process.

  • Execute as batch processing task: Move the slider to Yes to execute the generation of files (data collections) in batches in the background. This function ensures that you can make further configurations during generation.

• Show message (controller): Optional. In the Overview > System section, activate or deactivate the function to receive notifications in the activity center for inserting, updating and deleting a record.

Additional fields for the "Posting" type

The following functions are available for the indexing definition type Posting:

• Report name: Select a report for the corresponding document type. If you select a report, the report is generated as an attachment to the process. If you do not select a report, the default report from Dynamics 365 for Finance and Operations (SSRS reports) is generated and archived for the process.

• Condition Attach document to record: Select a record table or enter the table name to define the process to which the document will be added as an attachment when posting. Example of an indexing definition for sales order confirmations: Specify the table this.SalesTable() to add a document to the sales order as an attachment.

Additional fields for the "Attachment" type

The following functions are available for the indexing definition type Appendix:

• Show on Index definition selection dialog: Move the slider to Yes to display the indexing definitions for attachments. This function is helpful, for example, if your users need to upload locally saved documents and map them to an indexing definition.

Specify the definition for field mappings

Once you have configured the connection data and indexing definitions, map the ECM document fields and fields in Microsoft Dynamics 365 for Finance and Operations in the Index Definition - Field Mapping section.

• Compilation status: This column shows you whether the command in the Indexing property column can be executed (compiled) correctly.

• Document field name: Shows the field ID of the ECM document type.

• Indexing property: Enter the corresponding fields for each document field name. You have the following options for mapping fields:

  • Field name of the selected process table with the prefix this. (e.g. this.PurchId for the purchase order number).

  • Any static text enclosed in quotation marks (e.g. "Vendor order file").

  • X++ function, e.g. VendTable::find(this.OrderAccount).name().

• ECM company field: Activate this function if you only have one company in the ECM system and want to use the intercompany function, for example. You use this function to statically map a configuration to a company. If you want to use this function, you must specify a company under Setup > Bases > Parameters > General > ECM client customization. For more information see: How do I map the configuration to a company?

• Active: Activate each line if you want to use the field assignment. Otherwise the entry will be ignored.

Specify the definition for field changes (only for files)

It can always happen that data in Dynamics 365 for Finance and Operations has to be changed during a process. To ensure that the changed data is also updated in your ECM system, enter the relevant fields. In this way, you avoid manual, additional work and asynchronous databases.

In the Indexing definition - Field change section, enter the fields of a file that are to be updated with the file in the ECM system when a change is made.

• Field name: Select a field that is automatically updated in the ECM system when a change is made.

• Description: Displays the description of the field.

• Active: Activate the line if you want to use the entry. Otherwise the entry will be ignored.

Restrict the indexing definition to certain companies

If you have several companies (clients, organizations) and only want to use the configuration for selected companies, specify the companies individually in the Index Definition - Company section.

• Company: Select one company per line.

• Active: Activate the line if you want to use the entry. Otherwise the entry will be ignored.

Final check of the configuration

Be sure to check your indexing definitions under Setup > Bases > Parameters > General > Maintenance > Compile all scripts.

When you initially set up edoc archivelink, configure automatic inbound processing in the next step: Configure automatic inbound processing for incoming documents

See also

• Export and import a selected edoc archivelink backup

• How do I compile the scripts for the configuration?

• How do I update an indexing definition?

• How do I copy an indexing definition?

• How do I rename an indexing definition?