Document Management Setup and Administration

 

This topic provides the setup instructions for enabling the Document Management feature on your system.

 

STEPS

Given below is a list of setup areas that need to be configured in steps for invoicing, along with a recommended order.

 

1.    Update Global System Option (this step is performed by EWS Group)

2.    Add Document Group Setup records

3.    Add Document Type Setup records

4.    Add Document Type (Auto-Upload) Setup records

5.    Add Document Deletion Reason Setup records

6.    Perform additional setup as needed through TransDocs Integration Setup

7.    Update Personnel Setup records

 

 

STEP 1: Update Global System Option

Setup Area: Administration > Administration > Global System Option

 

This step is performed by EWS Group. Please contact EWS Group Support to initiate the setup process for Document Management.

 

Verify that the MoversSuite Api Service Url is defined with a Value that references the URL pointing to the MoversSuite API Service.

 

Figure 16: Global System Option

 

On systems that reference a Microsoft SharePoint Server for older documents, verify that the SharepointUrl option is defined that references the URL pointing to the SharePoint server, e.g., SharepointUrl of http://yoursharepointserver. The SharepointUrl option must be set internally within the GlobalSystemOption table directly through SQL.

 

 

STEP 2: Add Document Group Setup records

Setup area: Administration > Document Management > Document Group Setup

 

Define general categories assignable to Document Type records. These groups categorize the documents within the Document Management Viewer.

 

Figure 17: Document Group Setup

 

 

STEP 3: Add Document Type Setup records

Setup area: Administration > Document Management > Document Type Setup

 

Define values available within the Document Type field in Properties and Attach File screens. These values represent classifications for all documents loaded into Document Management.

 

Figure 18: Document Type Setup

 

Additionally, define Interface Items to link a type to a supported interface, such as UniGroup. The External Code links a downloaded document to the record type and allows for auto uploading of the records. Refer to the Document Type (Auto-Upload) Setup in the next step.

 

 

STEP 4: Add Document Type (Auto-Upload) Setup records

Setup area: Administration > Document Management > Document Type (Auto-Upload) Setup

 

If you wish to upload documents to an external interface, then link records to supported Shipment Type Items through the Document Type (Auto-Upload) Setup. Records available in this setup are those that have one or more Interface Items attached to through Document Type Setup (see Step 3).

 

 

Figure 19: Document Type (Auto-Upload) Setup

 

 

STEP 5: Add Document Deletion Reason records

Setup area: Administration > Document Management > Document Deletion Reason Setup

 

When documents are deleted, users must provide a reason for the removal. Enter the values you wish available to users when deleting a document through the right-click menu option of Delete Document available through the Document Management Viewer.

 

Figure 20: Document Deletion Reason Setup

 

The values entered for the Reason appear within the Select a Reason dialog.

 

 

STEP 6: Establish TransDocs Integration

Setup areas: TransDocs Integration Setup

 

If your system supports the TransDocs Integration, then reference the TransDocs Integration Setup topic for additional information.

 

STEP 7: Update Personnel Setup records

Setup area: Administration > Personnel > Personnel Setup

 

Personnel can view documents for orders associated to branches that they are assigned to through the Branch tab within their Personnel Setup record. Update these records as needed.

 

Figure 21: Branch tab in Personnel Setup

 

Technical Setup Reference

 

The following is a list of references related to enabling Document Management.

 

Setup Area

Description

Document Deletion Reason Setup

Create the values assignable to documents being deleted through the Document Management Viewer. These values display when viewing information on deleted documents through the Properties screen (in View Deleted Documents mode).

Document Group Setup

Define general categories assignable to Document Type records.  These groups categorize the documents within the Document Management Viewer.

Document API

MoversSuite Document API provides access to document information and will add and update documents stored within the MoversSuite Document Library.

Document Type Setup

Define values available within the Document Type field in Properties and Attach File screens.  These values represent classifications for all documents loaded into Document Management.

Document Type (Auto-Upload) Setup

Link established Document Types to Shipment Types to effect auto-uploading of documents for orders with matching Interface, Document Type, and Shipment Type.

Global System Option

Verify that the MoversSuite Api Service Url is defined with a Value that references the URL pointing to the MoversSuite API Service.

NOTE: On systems that reference a Microsoft SharePoint Server for older documents, verify that the SharepointUrl option is defined that references the URL pointing to the SharePoint server, e.g. SharepointUrl of http://yoursharepointserver. The SharepointUrl option must be set internally within the GlobalSystemOption table directly through SQL.

MSSApiService

Update the main API service to enable logging and other useful features.

TransDocs Integration Setup

Overview of the settings needed to upload documents to TransDocs via UniGroup.

UniGroup Upload Setup and Administration

Define the process needed to support document exchange between MoversSuite and UniGroup.

Refer to TransDocs Integration Setup for setup instructions for integration with TransDocs through UniGroup.

User Setup

Users will only be able to view and manage documents of orders belonging to assigned branches.

XML System Setup

Define the TransDocs upload process through UniGroup using this setup to enable auto uploading of TransDocs documents.

Refer to TransDocs Integration Setup.

 

RELATED TOPICS:

Archive Documents

Purge Documents

Find Orders to Archive or Purge Documents

Add Active Database for Archiving

Document Storage Management Setup