Import/Export Print Management Settings

Print Management framework in Dynamics 365 for Finance and Operations is used to manage and print the documents that are produced as part of the posting process, such as quotations, sales orders, free text invoices, project invoices, purchase orders etc. The powerful framework offers versatile settings possibilities, which comes with a price of tedious maintenance, particularly when copying the settings among the legal entities or from one D365FO instance (for example test) into another (for example production). This is where the Docentric Print Management Settings data entity will come handy.

How to enable the Docentric Print Management Settings Data Entity

When you install Docentric AX Free Edition or Docentric AX Full Edition, the Docentric Print Management Settings data entity is also installed. Before being able to use it for the first time, you should refresh the entity list by following these steps:

  • In D365 select Workspaces > Data management
  • Optionally, if the workspace opens in the Standard view, click on Enhanced view
  • Click on the Framework parameters tile
  • On the Entity settings section click the Refresh entity list button

 

It is strongly recommended that you wait for the entity list refresh to complete before using the new data entity in the data management framework. When the entity list is refreshed, you will see the Docentric Print Management Settings data entity in the entity list by clicking on the Data entities tile in Data management workspace:

 

Once the Docentric Print Management Settings data entity is visible in the entity list, it can be used for the data management projects. Typical use-cases are:

  • Copy Print Management settings between legal entities
  • Copy Print Management settings between D365FO instances
  • Get the overview of all Print Management settings in one place
  • Inspect if Print Management settings are valid for a specific set of conditions, for example for a specific document type, print management node type, etc.

Configure the ‘Copy into legal entity’ data migration job

In the Data management workspace click on the Copy into legal entity tile:

The form for specifying the job parameters will open. Enter the following information:

  • Group name and Description: some meaningful name and description by which you will later recognize the job/project
  • Project category: pick whatever is applicable, for example Configuration.
  • Destination legal entities > Select existing: select one or more legal entities (USPI in the example below) into which the Print Management settings should be copied from the Source legal entity (USMF in the example below, read-only and set by the system to the currently active legal entity). Click Add selected to confirm the selected legal entities.

Now specify the data entity to be used for our data management project: click Add entity, select the Docentric Print Management Settings entity name and click the Add button.

The result is:

  • New row with the successfully added entity appears behind the dialog.
  • System informs us that the entity mapping for our data entity has completed successfully (blue line on the image below).
  • We get several warnings (yellow lines) which we can ignore as they don’t apply to the use-case of copying between the legal entities. We will have to be aware of them when copying between D365FO instances (see the chapter How to copy Print Management settings between D365FO instances below).

Click anywhere outside this dialog to close it. You have finished configuring the Copy into legal entity data migration job.

Run the ‘Copy into legal entity’ data migration job

We can run the job straight away by clicking the Copy into legal entity button at the top of the form. This will schedule the job for copying the Print Management settings from the source legal entity into the selected destination legal entities:

 

After closing the info message, we can click the Refresh button to monitor the job execution and see when it has finished:

The possible outcomes are:

  1. All records have been successfully copied from the source entity into the target entities:
  2. Some records have been successfully copied and error occurred while copying the remaining records:
  3. None of the records has been copied:

The history of the executed jobs can be found in the root of the Data management workspace. Select the Copy into legal entities projects tab and click on the desired project in the Data projects area. On the right side in the Job history we see the results of all the three jobs mentioned earlier:

If some errors occurred, you would want to examine them. You can do so by clicking the job you want to examine In the Job history pane on the right side and clicking the Execution details. It will take you to one of the above displayed result pages, where you can click on View staging data to examine the errors:

 

See detailed explanation of this and other common errors at the end of this page.

You can narrow the selection of records to be copied by providing specific conditions, such as print management node type, document type etc. It can be useful if you want to perform initial trial copy or to copy only settings for certain module. See more in the How to filter Print Management Settings chapter below.

How to Export Print Management Settings

Configure the ‘Export’ data migration job

In the Data management workspace click the Export tile:

The form for specifying the export job parameters will open. Enter the following information:

  • Group name and Description: some meaningful name and description by which you will later recognize the job/project
  • Project category: pick whatever is applicable, for example Configuration

Now specify the data entity to be used for our data management project: click Add entity, select Docentric Print Management Settings entity name, XML-Element target data format and click the Add button.

The result is:

  • A new row with the successfully added entity appears behind the dialog.
  • System informs us that the entity mapping for our data entity has completed successfully (first blue line on the image below).
  • System informs us that the Skip staging parameter has been set to No (second blue line). This is because we have left the default setting (Yes) in the previous step (image above), but the entity contains some so-called mapped fields (equivalent of the view computed columns) and staging can not be skipped in that case.
  • We get several warnings (yellow lines), one for each memo-type data entity field, that the data longer than 32K will be truncated on import. This is the known limitation of D365O Data entities and some work-arounds are possible, but in the case of Print Management Settings this should be extremely rare situation and the best approach would be to manually copy such settings (for example: e-mail print destination with a very long e-mail body).

Click anywhere outside this dialog to close it.

Execute the ‘Export’ data migration job

We have finished configuring our Export data migration job and we can run it immediately by clicking the Export button at the top of the form. This will schedule the job for exporting the Print Management settings into an XML file. Print Management settings for all legal entities will be exported, unless otherwise specified in the Filter condition – for details see How to filter Print Management Settings chapter below.

 

After closing the info message, we can click the Refresh button to monitor the job execution and see when it has finished:

Upon the successful or partially successful export we can download the exported XML file by clicking the Download file button. The downloaded file will be available as a link at the bottom of the browser:

 

How to Import Print Management Settings

Configure the ‘Import’ data migration job

In the Data management workspace click the Import tile:

The form for specifying the import job parameters will open. Enter the following information:

  • Group name and Description: some meaningful name and description by which you will later recognize the job/project
  • Project category: pick whatever is applicable, for example Configuration

Now specify the data entity to be used for our data management project and the XML file from which the settings should be imported: click the Add file button, in the drop dialog select Docentric Print Management Settings entity name, XML-Element source data format and click the Upload and add button.

The file selection dialog appears. Select the XML file with the previously exported Print Management settings.

The result is:

  • A new row with the successfully added entity appears behind the dialog.
  • System informs us that the information from the data entity and the import file has been successfully loaded (blue lines).
  • We get a warning that one field (HasQuery) cannot be mapped. This is expected behavior and does not influence the import execution.
  • We get several warnings, one for each memo-type data entity field, that the data longer than 32K will be truncated on import. This is listed by Microsoft as the known limitation of D365O Data entities, but will not happen when importing from XML!

Click anywhere outside this dialog to close it.

Execute the ‘Import’ data migration job

We have finished configuring our data migration (import) job and we can run it immediately by clicking the Import button at the top of the form. This will schedule the job for importing Print Management settings from the specified XML file.

 

After closing the info message, we can click the Refresh button to monitor the job execution and see when it has finished:

Upon the successful or partially successful import we can check the corresponding Print Management settings and verify that the settings have been correctly imported.

How to copy Print Management settings between D365FO instances

When bringing up a new D365 project, we often perform the complete setup on one D365FO instance, for example on the development or user acceptance system and then want to migrate the setup to another D365FO instance, for example the production system. To accomplish this, perform the following steps:

  • Export the settings from the source system into the XML file by following the instructions from the chapter How to Export Print Management Settings above.
  • Import the settings from the XML file into the target system by following the instructions from the chapter How to Import Print Management Settings above.

How to get the overview of all Print Management settings in one place

Sometimes Print Management settings maintenance can become complicated and you may need to get the overview of all the settings in one place. We recommend exporting all settings to Excel.

Learn more about exporting Print Management settings to Excel >>

How to filter Print Management settings

There are some situations when you would want to narrow down the range of Print Management settings to be exported/imported. Data Management framework allows for filtering the data in Export and Copy to legal entity scenarios. For example, to apply the Filter to the Export job, open the export job parameters form and click on the Filter field of the entity. This will open the dialog where you can specify the query to be applied:

 

In the example above, we want to export only the settings for Free text invoice document specified in the USMF company. The relevant settings are marked on the left image below and the result of exporting them to Excel is shown on the right image below:

 

Another useful filter would be to export all the settings for a specified module, for example Accounts receivable:

 

Note that if the setting contains condition (or in other words: query, for example: applies to certain customers), then it might happen that the specified node-specific ID (i.e. Customer Account) does not exist in the target system. We can simply accept that there will be some import errors on the target system, or we can decide to filter out such settings on the export side. To do so, we should add the filter condition Has query = No. In the example on the right image below, the marked setting will not be exported:

 

Common errors

Node specific ID (ID_number) for node type (Node_type) could not be found

Here is one example of this error as it can be seen by reviewing the staging data. Job was copying the settings from USMF legal entity into the USPI legal entity:

Error occurred while copying the setting for the Project invoice without billing rules document type, for the Customers node type and for the customer US-001. Error description at the bottom of the page states: &guot;Node specific ID US-001 for node type Customers could not be found&guot;. This means that this print management setting was configured for the customer US-001 in the source legal entity (USMF), but this customer does not exist in the target legal entity (USPI), therefore the print management setting cannot be written into the target legal entity.

Invalid source data: no report format selected.

Here is example of this error, which occurred also while copying the settings from USMF legal entity into the USPI legal entity:

 

Error is reported for the Purchase advance invoice document type in the Accounts payable module. Figure on the right side shows the print management settings for the Accounts payable module in the source legal entity, where we can see that no Report format has been selected for the Purchase advance invoice document type. Such setting cannot be written into the target legal entity, as we don’t know which report format to apply.

See also

Getting all D365FO Print Management settings in Excel >>
Import/Export Email Templates >>
How to Use Deployment Tools >>

IN THIS ARTICLE