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Microsoft Dynamics NAV Connector Ch User Guide

Microsoft Dynamics NAV Connector, version 1.0Copyright Bottomline Technologies, Inc. 2008.All Rights ReservedInformation in this document is subject to change without notice and does notrepresent a commitment on the part of Bottomline Technologies. BottomlineTechnologies makes no warranties with respect to this documentation anddisclaims any implied warranties of merchantability or fitness for a particularpurpose.

Bottomline Technologies325 Corporate DrivePortsmouth, NH 03801Telephone: (603) 436-0700Fax: (603) 436-0300Email: [email protected]: www.bottomline.comSWR-NAVCFX-REF

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T A B L E O F C O N T E N T S

Chapter 1: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Steps for Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Chapter 2: Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Installing Microsoft Dynamics NAV Connector . . . . . . . . . 10Installing NAV Report Configuration Tool. . . . . . . . . . . . . 15Installing Adobe Acrobat Reader. . . . . . . . . . . . . . . . . . . . . 19

Chapter 3: Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Set up the Create!form Printer. . . . . . . . . . . . . . . . . . . . . . . 22Create Number Series . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Set Up Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Provide Default Setup for Create!form . . . . . . . . . . . . . . . . 29Set up Destinations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Enable Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Chapter 4: Using Microsoft Dynamics NAV Connector . . . . . . . . . . . 39

Printing Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Previewing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Chapter 5: Advanced Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Users and User Role Permissions for Destinations . . . . . . . 46Delivery Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Enabled Reports Window . . . . . . . . . . . . . . . . . . . . . . . . . . . 52Enable Create!form for Newly Added Users. . . . . . . . . . . . 54

Microsoft Dynamics NAV Connector v

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Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

Microsoft Dynamics NAV Connector

C H A P T E R

INTRODUCTION

Create!form processes output from multiple source systems for eitherpackaged software solutions or custom legacy applications. This guidedescribes the specific configuration process developed by BottomlineTechnologies to ensure seamless document process automation withMicrosoft Dynamics NAV.Required Create!form components include:

Create!form DesignerCreate!form Designer is used to design form projects, which Create!formServer merges with the output for the enterprise server. Form projects can bereformatted to enhance the output of the enterprise by incorporating logos,images and drawing objects, as well as formatted text.

Create!form DirectorCreate!form Director is used to design projects that Create!form Server splitsand processes for the enterprise server which then merges, transforms, e-mails, faxes or archives as necessary. The types of action that Create!form Director performs include:• Splitting the spool file into multiple spool files• Sending particular parts of the spool file to particular directories or queues• Extracting data for use in reports• Creating backup copies of the spool file• Adding job ticket templates (JTTs) that determine various parameters in

processing by other Create!form product

Chapter 1:Introduction

Microsoft Dynamics NAV Connector 7

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Create!form ServerCreate!form Server is the central processor which handles the output from theenterprise server, and applies the appropriate project designed with eitherCreate!form Designer, Create!form Transform or Create!form Director. Theoutput form Create!form Server can be printed, faxed, e-mailed or archivedusing other Create!form products.

NoteFor a list of optional Create!form products contact a Bottomline Technologies customer Service representative.

Steps for Configuration

Following, as outlined in succeeding sections, are the steps for configuration:• Set up a document process for each Create!form Director project used in

processing Dynamics NAV output• Specify default values• Specify delivery destinations for Dynamics NAV output• Enable Reports• Specify the XML Path for the Microsoft Dynamics NAV Connector

Components


C H A P T E R

INSTALLATION

In this chapter the following topics will be discussed:• Installing Microsoft Dynamics NAV Connector• Installing NAV Report Configuration Tool• Installing Adobe Acrobat Reader

Chapter 2:Installation


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Installing Microsoft Dynamics NAV Connector

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NoteBefore beginning the installation, verify that the NAV Development license and all other license keys necessary to run the application, have been installed.If .NET Framework is NOT installed on the same machine as Dynamics NAV, the .NET installation will appear and must be installed before proceeding with the Dynamics NAV portion.

To install Microsoft Dynamics NAV Connector

1 Insert the CD and click NAV Connector Components.

2 After the Install Shield launches, click Next. The License Agreement screen appears.


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. . . . .C H A P T E R 2 : I N S T A L L A T I O N


3 On the License Agreement screen accept the terms of the license agreement and, if necessary, print them. Click Next. The Choose Destination location screen appears.

4 On the Choose Destination Location screen, use the Change button to select the folder location for the component files, then click Next. - OR -accept the default folder by pressing the Next button. The Install the Program screen appears.




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5 On the Install screen click Install. The Installation Status screen appears. When the installation is complete the Wizard Complete screen appears. click Finish.

6 Launch Microsoft Dynamics NAV Client. 7 Press Shift+F12, or Tools > Object Designer; Object Designer appears.

8 Click File > Import at the top left of the screen.9 Point to the BT_DPA_.fob object in the folder where the Dynamics NAV

Connector Components were installed. 10 Select the BT_DPA_.fob and click Open.


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11 Click Yes.

12 Click OK on the Import window.13 Close the NAV Client and restart it.

14 Go to Administration > IT Administration.15 Verify that there is a new group called Create!form.




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Installing NAV Report Configuration Tool


NoteThis component is required only if configuring reports for use in Create!form.

To Install the Configuration Tool

1 Navigate to the folder where the NAV Configuration Components were installed. In the NAV Connector Components folder click the NAV Report Configuration Tool. The NAV Report Configuration Tool Setup Wizard appears.

2 On the NAV Report Configuration Tool Setup Wizard, click Next. The Select Installation Folder screen appears.




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3 On the Select Installation Folder screen, click Next. The Confirm Installation Folder screen appears.


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4 On the Confirm Installation screen, click Next. The Installation status bar appears. When the install is complete, the Installation Complete screen appears.




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5 On the Installation Complete screen, click Close.


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Installing Adobe Acrobat Reader

Installing Adobe Acrobat ReaderCreate!form enabled reports are previewed using Adobe Acrobat Readerversion 7.x or higher. To use the preview functionality Acrobat Reader shouldbe installed on every NAV Client.



Installing Adobe Acrobat Reader

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C H A P T E R

CONFIGURATION Upon installation, the Connector needs to be configured. In addition toplanning configuration and permissions it is necessary to decide which reportsto enable for Create!form. The following topics are discussed in this chapter:• Set up the Create!form Printer• Create Number Series• Set Up Processes• Provide Default Setup for Create!form• Set up Destinations• Enable Reports

Chapter 3:Configuration


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Set up the Create!form Printer

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Set up the Create!form PrinterAs part of the Delivery Destination process it is necessary to set up aCreate!form Printer. The existence of this printer enables the MicrosoftDynamics NAV Connector to communicate report data to Create!form wherespecific delivery destinations are determined.

NoteThe following steps are written based on the Windows XP operating system. The process for setting up a Create!form Printer will vary slightly for Vista users. This is not a general purpose printer and does not function as one. Instead, its sole purpose is to act as a tool used by NAV Connector during delivery processing. Once it is set up, this printer will not need to be touched.

To set up a Create!form Printer

1 Go to Start > Control Panel > Printers and Faxes.2 Click Add a printer. The Add Printer Wizard Welcome screen appears. 3 Click Next. The add Local or Network Printer screen appears.


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4 Select the Local Printer attached to this computer radio button and click Next. The Select a Printer Port screen appears.

5 On the Select a Printer Port screen select the Create a new port radio button. On the drop down menu, in the Type of Port field, select Local Port and click Next. The Port Name dialog box appears.

6 In the Create a new port field, type the name output.txt for the new port and click OK.

7 Click Next. The Install Printer Software screen appears.




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8 Under Manufacturer select Generic.9 Under Printers select Generic / Text Only.10 Click Next.11 Set Printer Name to Createform.12 Click Next. The Use existing Driver screen appears.13 On the Use Existing Driver screen select the Keep existing driver radio

button, if not selected already, and click Next. The Name Your Printer screen appears.

14 On the Name Your Printer screen, in the Printer name field, type Createform as the Printer Name.

15 Select the No radio button in the Do you want to use this printer as the default printer? field, and click Next. The Printer Sharing screen appears.


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NoteThe Sharing option allows other NAV Clients to view the default printer; however, either print option is acceptable, so choose the printer option based on business need.

16 On the Printer Sharing screen select whether to share or not to share the printer. If the Share name option is selected, type the printer name in the Share name field. Click Next. The Print Test page screen appears.

17 Select No to print a test page. Click Next. The Completing the Add Printer Wizard screen appears.

18 Click Finish. The new printer named createform appears in the Printers and Faxes screen.




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Create Number Series

Create Number SeriesThe next step in the configuration process is to create a Number Series. This isdone so that Microsoft Dynamics NAV Connector objects do not interferewith other objects in the system.

To create a Number Series

1 Go to Administration > IT Administration > Create!form Setup > Default Setup.

2 Click Functions > Add No. Series. The Number Series will automatically generate.

NoteCreating Number Series is a one time setup process. Once it is finished it does not have to be repeated again.



Set Up Processes

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Set Up ProcessesFor default setups to work properly at least one process needs to be set up.Document processes represent the logical steps that are defined in aCreate!form Director project before the project is used for processingMicrosoft Dynamics NAV reports. Processes need to be set up so that NAVConnector knows the format in which to generate the report.

To set up a process

1 Go to Administration > IT Administration > Create!form Setup > Processes Card.

2 Populate the fields accordingly.

3 Close the Process Card form.


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Provide Default Setup for Create!form

Provide Default Setup for Create!formTo provide a default setup

1 Go to Administration > IT Administration > Create!form Setup > Default Setup.

2 Populate the XML Output Location with the path to the shared folder. This folder is monitored by Create!form and the reports in the XML format are picked up there.

NoteThe XML Output Location path must be to a shared folder.

3 Populate the Screen Preview Temp Location with the path of the shared folder.

NoteEnd Users need read/write access to this folder.

4 Select the Default Document Processes.



Provide Default Setup for Create!form

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5 In the Original Report Backup field choose the folder location where the original reports will be backed up. NAV Connector backs up the original reports and stores them in a separate folder with the date of optimization in the name of the file. For a successful backup, verify that the folder is writable.

6 Select the printer named Createform as defined in the Set up the Create!form Printer section above.

7 Close Default Setup form.


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Set up Destinations

Set up DestinationsA Destination is an entry that determines the document delivery method andits associated attributes:There are five destinations to choose from: • Preview Screen: writes the PDF to a temporary file and displays it on the

user's screen. • Printer: sends the output to a printer.• E-Mail: sends the output as an e-mail attachment. • Fax: sends the output as a fax message. • Document Process: processes the output by means of a Create!form

Director project.

To set up destinations

1 Go to Administration > IT Administration > Create!form Setup > Destinations.

2 To create a new record press F3.

3 Press tab in the No. field to automatically assign the next number sequence.



Set up Destinations

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4 Select the Type from the drop down menu.5 In the Name field, type a unique name.6 (Optional) In the Description field type a description for the purpose of the

destination.7 Enter a path for the XML Output Location if the default value is not

desired. Leave this field empty and the default XML Output location is used.

8 Click the Restrictions check box to enable specific NAV Users, or Roles, with destination viewing privileges.

9 Click the Settings tab.10 On the Settings tab, in the Screen Preview field, select a folder location for

the Screen Previews to be temporarily stored.


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Set up Destinations

11 In the Network ID field, type the Network ID (e.g, a printer queue, fax server, or an email server name).

12 In the Process No field, click the upward facing arrow and select a Process. 13 In the Process Name field, type the name of the Process.14 In the Destination Parameters field, type any additional parameters for the

destination. A new document destination has been successfully created. Createdestinations as necessary for the different types (i.e., printers, faxes).15 Press F3 to create a new destination. Repeat as necessary.16 Press F5 to view the list of destinations.



Set up Destinations

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Enable Reports

Enable ReportsBefore using Create!form for a certain report, it must be enabled.

To enable reports

1 Go to Administration > IT Administration > Create!form Setup > Enabled Reports.

2 To add a Report to the Enabled Reports list click in an empty row in the Report ID field. An Up facing arrow will appear in the Report Name field. Click the Arrow. The Objects window appears.

3 In the Objects window select one of the lines in Object ID field and click OK. The report appears in the Enabled Reports window.

4 Click Line > Enable Report.

NoteThis step may result in the occurrence of an error or the optimization may fail. To prevent this from happening, verify that the NAV Development License has been installed. For verification:

1 Press Shift + F12 and open the Object Designer. 2 Click Report. The Reports list appears. 3 Scroll down to a report that has been enabled.



Enable Reports

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4 Check the Version List to verify that there is a BT_DPA next to the Version Number. If BT_DPA does not appear in the Version List a NAV Development License will need to be installed.

5 Close the Object Designer. 6 On the Enabled Reports screen click Line > Destinations. The Report

Destinations screen appears. 7 On the Report Destinations screen, click the up facing arrow to add a

Destination to the Enabled Reports screen. Add as many Destinations as necessary.


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Enable Reports

The designated reports are now ready for use with Create!form.



Enable Reports

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NoteIf it is necessary to use a pre-optimized report, click Line > Disable Report. This will import the original report, overwrite the optimized report and compile it. The optimized report will no longer be available but it can be recreated by selecting Line > Enable Report.

8 The Report Parameters Specify additional non-testing parameters for the report. Director_Generic_NAV allows designers to use the first line of the Reporting Parameters field to specify the name of the Designer project that merges the enabled report. If there is no parameter, then the Report name is used to find the Designer project. When a report is first enabled, but no Designer project has been created, the test report project NAVTestReport can be used to test Create!form while samples are gathered.

9 The Destination Parameters are the names of any trigger parameters in the Create!form Director project which cause processing to change to a path defined for testing purposes. For example, when using the Director_Generic_NAV project, entering SAMPLE causes output to be created in the form of an XML file that can be used for forms design, rather than being sent to a printer.

10 The Default Document Processing field is the user-friendly name of the document process to use for processing the select report object.

11 The Optimize field shows the date and time that the report was optimized. 12 In the Line drop down menu, the purpose of Refresh Printer Selection is to

apply the default printer specified in the Default Card as the printer for the current Enabled Report.


C H A P T E R

USING MICROSOFT DYNAMICS NAV CONNECTOR

The following topics are discussed in this chapter:• Printing Reports• Previewing Reports

Chapter 4:UsingMicrosoftDynamicsNAVConnector


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Printing Reports

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Printing ReportsTo print reports

1 All settings on the standard print dialog are set to default. However, if the dialog does not display Createform as the Name of the printer, click the drop down menu in the Name field and select Createform.

2 Click OK.3 The Delivery Preference card appears. Select the appropriate delivery

destination.


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Printing Reports

NoteThe Delivery Preference Card will auto-populate the data by using previously established customer/vendor preferences. To change the preferences follow the steps below.

4 Click the down arrow on the No field and select a number series. 5 Click the down arrow in the Customer/Vendor field to designate whether

the Delivery Preferences are being established for customers or vendors. 6 Click the down arrow in the Customer/Vendor No field to select the

customer or vendor that will need Delivery Preferences set. 7 Click the drop down arrow in the Destination Type field and select a

destination as described below (if the selected Destination Type is a fax or



Printing Reports

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an email, click the corresponding tab at the top of the screen and populate it accordingly):

• Preview: Writes the PDF to a temporary file and displays it on the user’s screen.

• Printer: Sends the output to a designated printer.• E-mail: Sends the output as an e-mail attachment.• Fax: sends the output as a fax message.

8 Click OK. The settings designated in the Delivery Preferences dialog are included in the XML that is sent to Create!form.


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Previewing Reports

Previewing ReportsTo Preview ReportsCreate!form enabled reports are previewed using Adobe Acrobat ReaderWindow version 7.x or higher. To use the preview functionality AcrobatReader should be installed on the client machine.

NoteLarger reports may take more time to process before the preview appears.

When a Create!form enabled report is previewed, the standard report windowtemporarily appears while create!form processes the report to be previewed.

When the PDF is available Adobe Acrobat Reader launches and the standardprint preview window automatically closes.



Previewing Reports

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C H A P T E R

ADVANCED TOPICS

Chapter 5:AdvancedTopics


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Users and User Role Permissions for Destinations

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Users and User Role Permissions for DestinationsIt is possible to restrict some destinations only to particular users or user roles.It is done on the Destination Card:

1 Go to Administration > IT Administration > Create!form Setup > Destination Card.

2 Select Restrictions to enable user / user role restrictions for the destination.

3 Click Destination > User roles that will have the right to use this destination.


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4 Select the user group.

5 Close the form.6 To select particular users click Destination > Users.7 Select the users.




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8 Close the forms.


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Delivery Preferences

Delivery PreferencesIt is possible to specify the default values used by certain vendors orcustomers for particular documents (e.g., Vendor 3000 will receive hisinvoices by email).

1 Go to Administration > IT Administration > Create!form Setup > Delivery Preference Card.

2 Select Contact type (Customer or Vendor).3 Select Contact No.4 Select the report.

NoteIt is only possible to select from the enabled reports.

5 Select the Destination type.




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6 Set the appropriate preferences for the selected destination type.


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Now click Print for a Purchase order invoice. The delivery preferences setupabove are used as defaults. However, they can be overridden as necessary.

NoteThe default address in the E-mail Address To field originates from the Customer/Vendor Bill To E-mail Address if it has been supplied; otherwise the default originates from the General E-mail address.



Enabled Reports Window

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Enabled Reports WindowIt is possible to hide fields on the Enable Reports form as well as to showadditional fields.

1 Go to Administration > IT Administration > Create!form Setup > Enabled Reports.

2 Right click on the top of the Report ID column.

3 Select Show Column.4 Select other columns to be displayed.


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Enabled Reports Window

Report Parameters and Testing Parameters are used to test the report withCreate!form. Refer to Create!form documentation for more details.The Native Preview Option governs the behavior of the native preview form.In some circumstances for preview purposes the native preview form shouldnot be disabled. Do not touch this option unless there are constant problemswith the modified report. The Default setting suppresses the native previewform.



Enable Create!form for Newly Added Users

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Enable Create!form for Newly Added UsersIf new users are added, there is a faster way to entitle them for Create!formenabled reports. Rather than manually adding records, go to Administration >Application Setup > General > Printer Selections. There is an automaticprocedure in Administration > IT Administration > Create!form Setup >Enabled Reports > Line > Refresh printer selection.


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. . . . .I N D E X

I N D E XIndex

AAdobe Acrobat Reader

installing 19

CCreate!form Designer 7Create!form Director 7Create!form Printer

set up 22Create!form Server 8

DDefault Setup for Create!form

providing 29

EEnable Reports 35

IInstallation 9Introduction to Microsoft Dynamics NAV Connector 7

NNAV Report Configuration Tool

Installation 15Number Series

creating 27

RReports

previewing 43printing 40

SSet Up Destinations 31


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Set Up Processes 28Steps for Configuration 8


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