Print Management Utilities

Print management utilities form provides a set of utility functionalities that simplify and improve handling and maintenance of standard D365FO Print management settings. Use this form to:

  • View all Print management settings for a legal entity at once in a grid.
  • View unpacked fields from the print destinations (both Docentric and SSRS) in a grid.
  • Filter and sort all settings by any field.
  • Identify all Print management overrides.
  • Modify the unpacked print destination fields directly in the grid.
  • Copy / Paste print destination setting between multiple records.
  • Update the selected settings in bulk.
  • Delete the selected settings in bulk.
  • Open the Print management setup form filtered only to a document type from the selected record.
  • Perform diagnostics over Customer and Vendor email addresses.

You can reach the Print management utilities from the Docentric Workspace form and from the Docentric report setup form.

Free and Full Edition features

All features that require using a Submit menu item are supported only in Full Edition.

Free Edition features include:

  • View all Print management settings for a legal entity at once in a grid.
  • View unpacked fields from the print destinations (both Docentric and SSRS) in a grid.
  • Filter and sort all settings by any field.
  • Identify all Print management overrides.
  • Open the Print management setup form filtered only to a document type from the selected record.
  • Perform diagnostics over Customer and Vendor email addresses.

Full Edition features additionally include:

  • Modify the unpacked print destination fields directly in the grid.
  • Copy / Paste print destination setting between multiple records.
  • Update the selected settings in bulk.
  • Delete the selected settings in bulk.

Field groups

There are 100+ fields in unpacked Print destinations, but you usually want to focus on one specific Print destination, for example Docentric Email print destination. That’s why the first thing to do is to select which field groups you want to see in the grid.

When you open the form for the first time, only the Print management setting summary group will be selected. It contains fields that give a summary information about the related Print management setting and Print destination. Click the View selected fields menu item to bring up a form for multi-selecting other field groups to be displayed.

Menu item View all fields provides a faster way to select all field groups:

Filters

If you have many Print management settings, use the predefined filters to decrease the number of records in grid to a manageable number. These filters are available:

  • Show print destination: you can select between All and individual SSRS or Docentric print destination.
  • Show module: All or individual Print management modules (AR, AP, etc.).
  • Show node level: All, Module level (non-overrides), Account level overrides, Transaction level overrides, Only overrides (Account and Transaction level).

Two-step modify/delete process

Data presented in the form grid is a copy of Print management settings from the database. You can think of it as a staging data, which you can freely modify or mark for deletion in the form (step 1), without affecting the actual settings in the database. Once you are satisfied with the staging data, you can submit it to the database (step 2).

Records modified in staging (dirty records) are colored yellow and records marked for deletion are colored red.

Submitting a record has the following result:

  • Dirty record: values are saved to the database. Staging record becomes in sync with the database (clean) and the color is removed.
  • Marked for deletion record: both the staging record and its matching record in the database are deleted.

Before submitting the changes to the database, you can always undo them by reloading the selected records from the database. As a result, records become again clean, and the color is removed.

Modify the settings

You can modify the data in different ways, as marked in the image below.

  • Approaches 1 – 3 modify the Print destination related data in the staging. Use Submit or Reload menu items to save the changes to the database or to reload the values from the database.
  • Approach 4 is a standard way of modifying the Print management and Print destination setting.

1. Edit menu item:
Click this menu item to edit directly in the grid. Note that only the Print destination related fields are editable in grid. When any editable value is changed, staging record becomes dirty and is colored yellow.

2. Print destination > Edit in form menu item:
Click this menu item to open the Print destination form and modify the values in it. If something is changed in the Print destination form, staging record becomes dirty and is colored yellow.

3. Print destination Copy / Paste menu items:
Use these menu items to:

  • Copy the Print destination values from one record to a “clipboard version”,
  • Optionally Edit Copy to edit the “clipboard version” in the Print destination form, and
  • Paste the “clipboard version” to one or more selected records.

All staging records to which the Paste action is applied become dirty and are colored yellow.

4. Print management > Open for document menu item:
Use this menu item to open the standard Print management setup form for the currently selected record and modify the Print management and Print destination values in it. Changes made in this way are immediately saved to the database.

Standard Print management setup form will allow you to take advanced actions, such as adding new Print management settings (Copy and/or Conditional settings). In order to keep the staging data in sync with the database, the following will also happen:

  • In case there were dirty or marked for deletion records in staging for this same document type, you will be prompted to submit or reload them prior to opening the Print management setup form.
  • When the Print management setup form is closed, all the records for this same document type will be deleted from the staging and reloaded from the database.

Delete the settings

Select one or more records you want to delete and click the Mark for deletion menu item. All the selected records are colored red.

Note: if a related Print management setting has conditional (child) settings, all of them will be marked for deletion. Image below illustrates this situation, where only one record, Original <Default> was marked for deletion, but also its child records were marked.

To undo this action, select the records marked for deletion and click the Reload menu item.

To delete the records from the database and from the staging, select the records marked for deletion and click the Submit menu item.

Submit

Multi-select the staging records and click the Submit menu item to:

  • Save the values from the dirty records to the database and mark the staging records as clean.
  • Delete the records marked for deletion from the staging and from the database.

You can see from the help text in the above image that the clean records will be ignored.

Before submitting any bulk changes we recommend that you export the Print management settings by using the Docentric Print Management Settings Package data entity.

Reload

You can multi-select the staging records and reload them from the database.

These options are available under the Reload menu item:

Keep my changes: for each selected record, reload the data from the database, but keep the changes user made in the staging. Main purpose of this option is to check if some of the selected records might have been deleted (i.e. by another user) from the database.

  • If a matching record doesn’t exist in the database any longer, it will be deleted from the staging too.
  • If a matching record exists in the database, then clean staging records will be reloaded from the database, but dirty and marked for deletion records will be skipped.

Reject my changes: reload the data from the database and don’t keep the changes made in staging.

  • If a matching record doesn’t exist in the database, delete it from the staging.
  • If a matching record exists in the database, reload it from the database and mark it as clean. Any changes made by user will be lost.

Reload all: delete all staging data and reload everything from the database. Result is equivalent to opening the form.

Validate

Menu item Validate will perform the validation of all multi-selected records.

Validation result is displayed in the Validation status column. Following statuses are possible:

  • Valid
  • Invalid print destination settings
  • Invalid print management settings
  • Invalid both

To see a detailed information about the validation error, click the eye icon by the Validation status column:

Validation is also automatically performed in these situations:

  • When form is opened: all records are validated.
  • When editing in grid is active and row is left: only the record that has been left is validated.
  • Prior to submitting the dirty records: each dirty record is validated.

Diagnostics

Under the Diagnostics tab you will find menu items that you can use to check various data indirectly linked to Print management.

Customer email > Customers without email
Opens a dialog where you click the Show menu item to display all customers that don’t have any email address among their contacts. If you are using Email print destination where you have configured recipient through Email tokens, print jobs will throw exceptions on documents for these customers. Use jumpref to go from this dialog directly to each customer, fix their contact information and come back to this dialog.

Customer email > Invalid email contact
This menu item (point #1 below) opens a dialog where you need to click the Show menu item (#2) to display all invalid email addresses found as contact information for any Customer. Select any of the displayed email addresses (#3) and click the Advanced menu item (#4) to get a standard dialog (#5) for maintaining the contact information.

Vendor email > Vendors without email
Same as Customers without email, described above.

Vendor email > Invalid email contact
Same as Invalid email contact for Customers, described above.

See also

Print Management Improvements Overview >>
Import/Export Print Management Settings >>
Print Management Articles >>

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