External Documents in Paper Format
Route of the document
The standard route of an external paper document into the archive begins with scanning. The scanned document is passed directly to the archive where it is cached – usually a pool (EASY Archive) or a scan document library (Microsoft SharePoint) specifically intended for this purpose.
Word documents, PDF files, and other external documents can be stored in the archive using appropriate programs, e.g. EASY Office Capture.
EASY for Dynamics 365 BC searches the scan archive / scan library at arbitrarily definable intervals for newly entered external documents. When a new external document is found, EASY for Dynamics 365 BC will make an entry in the On Hold Journal in Microsoft Dynamics 365 Business Central. A clerk can assign the document to a process. All other relevant data – such as vendor and order number – can then be automatically assigned to the On Hold Journal.
The Barcode field (Barcode (ECM document ID) is used as a link between the On Hold Journal entry from the archive and the clerk's On Hold Journal entry
To assign scanned documents, the barcode number is enough when scanning.
If the document is complete with its metadata, it can be posted (i.e. finally archived) from the On Hold Journal. The document entry will only be created when the required fields and a reference to the archive (document reference) exist.
When posting from the On Hold Journal a document entry (document link) will be created. Additionally, the supplemented data from the process assigned to this document can be transferred to the document’s metadata fields in the archive (EASY Archive / Microsoft SharePoint).
Use of barcodes
With external documents, you should use a barcode to automatically assign a document to a process. The barcode should, per document, be a unique number from a number series or from a barcode roll. With return scenarios, e.g. a signed delivery note, the document number represents the barcode.
External barcode
With one processing method, an external barcode (e.g. from a commercially available barcode roll) is stuck to the document to be scanned, and this barcode is specified in Microsoft Dynamics 365 Business Central when posting the document (e.g. a purchase invoice). As a result, the system creates an entry in the On Hold Journal which will later be matched to the document read from the scan archive / scan library. Once the barcode expected in the system is matched to the roll barcode of the scanned document, the document is processed automatically and assigned to the process (e.g. the purchase invoice).
Printing a barcode
Alternatively, when posting a document in Microsoft Dynamics 365 Business Central, a barcode is printed to a barcode label from a Microsoft Dynamics 365 Business Central number series. This label is docked to the document prior to scanning, and scanned with the document. For the Microsoft Dynamics 365 Business Central document, an entry is created in the On Hold Journal which can be matched to the entry of the scan read from the archive. You can also configure automatic processing that automatically assigns the scanned invoice to the correct process in Microsoft Dynamics 365 Business Central, and finally stores it.