If you have already been using Dynamics 365 for Finance and Operations for some time and only integrate edoc archivelink into your system environment later on, you can also process historical data (older data) with edoc archivelink.
You can perform bulk archiving and re-indexing jobs at edoc archivelink >Setup > Bases > Bulk archiving/re-indexing jobs.
You can restrict the processes to be archived to specific criteria and a specific time period in advance.
Create one record per process
Create a new record that includes all sales order confirmations, for example.
Things to know
Before you start the process for a job, always check the number of jobs to be archived using the Candidates count function. Only when potential candidates are displayed do you start the processing orders with the Candidates release function.
You can specify the following options.
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Bulk job ID: Enter a meaningful name, e.g. SaleOrdBestConf.
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Bulk job name: Enter a meaningful name, e.g. Sales order confirmation.
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Bulk job type: Select one of the following sales orders for bulk archiving. Depending on which option you choose, certain fields will be displayed or hidden:
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Archiving by Re-print: Searches the corresponding table, e.g. CustConfirmJour, for records with attachments and records the entries that have not yet been archived in the specified period. You can specify any indexing definition under Preferred index definition ID.
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Re-indexing: Indexes already archived records by searching the specified table in the specified time period.
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Archiving existed attachment: Searches the specified table, e.g. SalesTable, for records with attachments in the DocuRef table in the specified period. In this case, no existing records in the EDARLDocuRef table are searched. You can only use indexes of type Folder CUD here. You can only specify an indexing definition of type Folder CUD under Preferred index definition ID.
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Execute as batch processing task: Only activate this option once you have completed the configuration and want to perform the bulk archiving process or reindexing as a background process during batch processing. You can also execute the bulk archiving process manually if the option remains deactivated. For more information about batch processing see: Configure the batch processing job for tasks and processes
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Active: The option is activated by default so that the bulk archiving process is executed immediately. Deactivate this option first. Only activate this option once you have completed the configuration.
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Reprint all reports: Only activate this option once you have completed the configuration. The option is used in conjunction with the bulk job type Archiving by Re-print and archives all reports from the selected process table.
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Index-Record Table Name: Select the table that contains the relevant processes, e.g. CustConfirmJour.
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Preferred index definition ID: Select the indexing definition. The option is used in conjunction with the bulk order type Archiving by Re-print and Archiving existed attachment. For more information about the indexing definition see: Configure the indexing definition
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Field name: Select an entry of the type "Date" to restrict the time period.
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From and To fields: If required, enter a start date and an end date. Use these dates to restrict the time period. If you do not enter a date, all processes are processed.
Once you have entered all the data, save the configuration. Then count the number of job data by clicking on Candidates count in the menu.
The result of the count is displayed in the Candidates count field. If you agree with the result, click on Candidates release in the menu. The bulk archiving process or reindexing is started.
If you are not happy with the result, e.g. because there are too many candidates, you can filter the candidates.
Additional filter functions for complex bulk archiving jobs
In the section for additional filters, you can restrict the result by selecting an entry under Field name and entering the corresponding value.
Once you have entered additional field names, save the configuration. Then count the number of transaction data by clicking on Candidates count in the menu.
The result of the count is displayed in the Candidates count field. If you agree with the result, click on Candidates release in the menu. The bulk archiving process or reindexing is started.
Rename the ID
If you find that the value for Bulk job ID needs to be changed, click on ID rename in the menu. Enter a different name in the New ID field and click on OK.
Copy the record for bulk archiving
If you want to use an existing configuration for a different scenario and only a few changes need to be made, click on Copy in the menu. Enter a different name in the New ID field and click on OK.
Switch to the overview and open the record to update the configuration.