How to Use EDM

Assumptions

The EDM for Sage X3 solution is fully installed and implemented

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Archiving Options

Archiving documents via EDD
If EDM is installed and the AUTO, EMAIL, FAX or PRINT destinations are used, as well as distrubting your document, it is also archived.

Archiving pre-existing transations
Simililar in usage to EDD, a special print destination called ARCHIVE allows pre-existing transactions created in Sage X3 be archived as PDF documents.



Archiving Adhoc Documents from within Sage X3
A background service called 'EDMImport' is the new way to archive yours transactions or add file attachments to them, all from within Sage X3 and without the need to install any software.

No need to remember codes, see pop ups or wait for status screens, in a couple of clicks you can archive your image and EDM does the rest.

During the installation, a number of links are added to your screens, they only take a few minutes to setup and are ready to go, no extra ‘code’ is needed to activate them.

When your image is sent to the V1 server for processing, a background task takes care of the archiving.

[EDM] Archive Transaction
This link allows you to archive a copy of the actual transaction you may have, perhaps as a PDF or scan on your PC / on your phone / tablet. There are 20 supported Sage objects out the box you can use and more can be added at any time.

[EDM] Archive Attachment
This link archives any attachments you may have that relate to the transaction, such a photo, email, letter and so on, again from a scan on your PC / on your phone / tablet. All 20 out the box transactions can have attachments against them.



Archiving Adhoc Documents as an external user using SmartDeposit

Navigate to the SmartSuite and login, once authenticated, click the on the icon for SmartDeposit
Browse to the image you want to archive on your PC / phone / tablet
Select the EDM table to deposit an image against

If for a Transaction:
Confirm the Sage Endpoint
Enter the transaction number as it appears in Sage X3
OR
Enter a * followed by a few characters of the transaction number to perform a wildcard search
Click the lookup button on the top right hand side to return a list matching your search.
Select from the list.
Press the lookup button the top right hand corner
The data is returned, when ready, click the deposit document button also in the top right hand corner

If for a Transactional Attachment:
Confirm the Sage Endpoint
Select the type of transaction to attach to
Enter the transaction number applicable to the transaction type
Press the lookup button
The data is returned, enter an optional Description for the attachment
When ready, click the deposit document button also in the top right hand corner

If for a Supplier / Customer / Product:
Confirm the Sage Endpoint
Enter the Supplier / Customer / Product number as it appears in Sage X3 (or search for the number by starting with a * wildcard) and press the lookup button in the top right hand corner
Enter an optional description for the attachment
The data is returned, when ready, click the deposit document button also in the top right hand corner



Scanning Documents

The DbScanner client for EDM provides the following functionality:

Scan barcoded transactional paper documents
Import from disk transactional images or Scan non barcoded transactional paper documents
Scan / import and pass images to the PIA system for OCR processing

Images are stored in the native EDM database termed DbArchive, when exported they are visible directly from within Sage X3 on the same screen as the transaction, from the BP screen or externally in a dedicated web-enabled viewer SmartRetrieve.

How do I use it?
Load the DbScanner client and log in once you have been added as a user.
You have access to 2 types of ‘profiles’, global and local.
The global profiles list all the out the box capability in EDM, a local profile is one you import as a user for day to day processing.
These profiles contain the document types for EDM you can import your images into, or the Invoice types / profiles for PIA and OCR processing.

EDM
Print a barcode from the Sage X3 screen and affix it to the paper copy.
Click the profile associated with that transaction and when scanned, the barcode is read and all the index information is found.

OR

If there’s no barcode, click the profile associated with that transaction and when scanned, enter the Sage X3 transaction number to which it relates in the number field, click the lookup button and all the index information is found.

When exported, the images are deposited in to the EDM database and immediately available using SmartRetrieve.



Viewing documents in EDM

You have 2 options to view documents archived in EDM:

Option 1
From within Sage X3

3 links are added during the implementation to any object that is configured to use EDM.

[EDM] View Latest Transaction

Click here to see a video showing the process.

[EDM] View Transaction
[EDM] View Attachments

Clicking any of these will launch SmartRetrieveERP showing the respective image(s).

Option 2
From outside Sage X3 as an external user

SmartRetrieve is used to view all files either archived via SmartDeposit against transactions / their attachments and those documents created by PIA.

Navigate to http://YOURSERVER:5002 and login to the portal (replace YOURSERVER with the actual url of your V1 installation)
Login and once authenticated, click the on the icon for SmartRetrieve.