Document Manager

Document Manager
5.0
www.esker.com
Esker DeliveryWare Version 5.0 Esker Fax Version 5.0 Esker Fax for Notes Version 5.0 Issued June 2008 Copyright 2001-2008 Esker S.A. All rights reserved. DeliveryWare Rules: U.S. Patent 6,906,817; 1987-1999 Adobe Systems Incorporated. All rights reserved; 2003-2005 Business Objects. All rights reserved; 1995-1998 Eric Young. All rights reserved; 2002 FreeImage; 2000-2002 Glenn Randers-Pehrson; 2002 GNU Ghostscript; 1999-2000 Greg Roelofs; 1995-2002 Jean-Loup Gailly and Mark Adler; 1990-2008 Tech Know Systems, Inc.-Jet PCL Emulation Software; 2000 Microsoft Corp.; 1998-2003 The OpenSSL Project. All rights reserved; 1988-1997 Sam Leffler; Copyright 2000-2008 by SAP AG 1995-2007 Nuance Communications, Inc. All rights reserved; 1991-1997 Silicon Graphics Inc.; 1996 Willem van Schaik; 2002, Frank Vanden Berghen. All rights reserved ; 1995-1998 Tim Hudson. All rights reserved; 1995-2008 International Business Machines Corporation and others. All rights reserved ; 2006-2007 Ext JS, LLC. All rights reserved. 1989, 1991 Free Software Foundation, Inc. DeliveryLink, Esker, Esker Fax, the Esker logo, Esker Pro, General Document Recognition, GDR, LanFax, Persona, SmarTerm, Tun and VSI-FAX are trademarks or registered trademarks of Esker S.A in the United States, France, and other countries. Microsoft, Windows, and Windows NT are registered trademarks of Microsoft Corp. Intel is a registered trademark of Intel Corp. SAP and mySAP.com are trademarks of SAP AG. Brooktrout is a registered trademark of Brooktrout Inc. Lotus Notes is a registered trademark of IBM Corp. GroupWise is a registered trademark of Novell Inc. Crystal Decisions, Crystal, and Crystal Reports are trademarks of Business Objects Software, Ltd. All other trademarks are the property of their respective owners
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Table of Contents
Document Manager overview ................................................................. 11 Requirements for using Document Manager ........................................ 12 Connecting and disconnecting from the Document Manager............. 15 Interface overview ................................................................................... 16
Home tab overview ...................................................................................................... 17 Inbound tab overview................................................................................................... 19 Jobs tab overview ........................................................................................................ 21 Messages tab overview ............................................................................................... 23 Validation tab overview ................................................................................................ 25 Archives tab overview .................................................................................................. 28 Contacts tab overview.................................................................................................. 30 Users tab overview ...................................................................................................... 33 Profiles tab overview.................................................................................................... 35 Reports interface overview .......................................................................................... 36 Subscriptions tab overview .......................................................................................... 38 Scheduling tab overview .............................................................................................. 39 Custom tab overview ................................................................................................... 40 Configuration page....................................................................................................... 41
Document management overview.......................................................... 43 Sending documents with Document Manager ...................................... 45 Sending faxes with Document Manager ................................................ 46
Cover pages overview ................................................................................................. 46 Creating cover pages................................................................................................... 48 Configuring personal cover pages in Document Manager .......................................... 50 Fax options .................................................................................................................. 51 Adding recipients ......................................................................................................... 53 Selecting recipients...................................................................................................... 55 Fax number format....................................................................................................... 56
Sending mail with Document Manager .................................................. 58

Preparing the documents to be sent by mail ............................................................... 59 Page setup constraint for mail ..................................................................................... 60 List of available fonts ................................................................................................... 65 Templates for mail submission .................................................................................... 68 Mail options .................................................................................................................. 68 Selecting recipients...................................................................................................... 70
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Address formats ...........................................................................................................72 Street address formats for the USA .............................................................................73 Street address formats for Europe...............................................................................74 Street address formats for Australia ............................................................................75 Country names for the USA and Australia ...................................................................77 Country names for Europe...........................................................................................87 Mailing services............................................................................................................98 Envelope size...............................................................................................................99 Manually inserting the sender address ......................................................................101 Inserting an address page .........................................................................................104 Duplex printing ...........................................................................................................104 Deferring the delivery .................................................................................................105 Mail preview ...............................................................................................................106 Adding recipients........................................................................................................107 Deferring the delivery .................................................................................................109
Sending SMS messages with Document Manager ............................. 110

SMS message options ...............................................................................................110 Adding recipients........................................................................................................111 Selecting recipients ....................................................................................................113 Deferring the delivery .................................................................................................115
Sending emails with Document Manager ............................................ 116

Email options..............................................................................................................116 Adding recipients........................................................................................................118 Selecting recipients ....................................................................................................120 Deferring the delivery .................................................................................................121 Converting email attachments ...................................................................................122 Converting Word documents into HTML format ........................................................123
Sending messages using the recipients' preferred delivery method with Document Manager ............................................................................... 125
Preferred form ............................................................................................................126 Selecting recipients ....................................................................................................128 Deferring the delivery .................................................................................................130 Converting email attachments ...................................................................................130
Custom submission forms overview ................................................... 132

Adding recipients........................................................................................................133 Selecting recipients ....................................................................................................135 Send an email with a link to a web site overview.......................................................137 Send an email with a link to a Web site - parameters................................................137 Selecting recipients ....................................................................................................139 Deferring the delivery .................................................................................................140 Converting email attachments ...................................................................................141
Receiving documents with Document Manager ................................. 143

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Inbound message properties ..................................................................................... 143 Inbound fax properties ............................................................................................... 144 Inbound email properties ........................................................................................... 145
Tracking documents overview ............................................................. 147

What are jobs and messages in Document Manager?.............................................. 147 Searching for jobs and messages ............................................................................. 147
Tracking jobs in Document Manager ................................................... 148

Job properties ............................................................................................................ 149
Tracking messages overview ............................................................... 151

Message properties ................................................................................................... 152 Outbound fax properties ............................................................................................ 153 Outbound email properties......................................................................................... 155 Outbound mail properties........................................................................................... 157 Outbound SMS message properties.......................................................................... 158 Outbound email with a link to a Web site properties ................................................. 160 Outbound command line properties........................................................................... 161 Fax error codes.......................................................................................................... 163
Archives overview ................................................................................. 165

Archive properties ...................................................................................................... 166 Sending a new message............................................................................................ 168 Viewing audit trail in Document Manager .................................................................. 168 Deleting jobs or messages......................................................................................... 170 Resending messages ................................................................................................ 170 Message resubmission options ................................................................................. 171 Sending a new message............................................................................................ 171 Validating a message................................................................................................. 172
Document validation overview ............................................................. 175 Starting the validation ........................................................................... 176
Starting the validation of a form addressed to a group of users ................................ 177 Validating a document ............................................................................................... 178
Validating a sales order for SAP .......................................................... 191

Filling the Header of the SAP sales order form ......................................................... 192 Filling the Items of the SAP sales order form ............................................................ 220 Choosing options for the sales order validation......................................................... 232 Validating the sales order form .................................................................................. 234
Validating an invoice for SAP............................................................... 246

Validating a vendor invoice for SAP .......................................................................... 246 SAP vendor invoice validation: Filling the form.......................................................... 247 SAP vendor invoice validation: Validating the form ................................................... 268 Validating a vendor invoice for SAP with item reconciliation ..................................... 273
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SAP MM invoice validation: Invoice validation Header..............................................274 SAP MM invoice validation: Invoice validation items .................................................288 SAP MM invoice validation: Validating the form ........................................................324 Manual processing of an SAP invoice .......................................................................329 Payment Pre-approval of an SAP invoice..................................................................334 Payment approval of an SAP invoice.........................................................................336 Forwarding the validation form to another user .........................................................339 Entering periods of absence and alternate users responsible for validation .............341 Form properties..........................................................................................................344
Splitting documents in Document Manager ........................................ 346

Defining cover pages .................................................................................................351 Splitting your document .............................................................................................352 Skipping pages...........................................................................................................353 Shortcuts available for document splitting and validation ..........................................354
Teaching in Document Manager........................................................... 363

Giving users rights for teaching .................................................................................366 What should I do if a teaching operation has already been performed .....................366 What should I do if I receive another layout of the same document..........................369 Defining document recognition and data extraction settings .....................................375 Defining data extraction settings................................................................................384 Teaching by position - Defining columns settings......................................................389 Teaching by header - Defining table settings ............................................................393 Teaching by header - Defining column settings.........................................................394 Regular expressions ..................................................................................................396 Defining custom formats ............................................................................................398 Generic font (Very accurate and accurate)................................................................399 Generic font................................................................................................................400 Generic font (Fast) .....................................................................................................400 Generic font (Very fast) ..............................................................................................401 OCR - 1D barcodes....................................................................................................401 OCR - 2D barcodes....................................................................................................404 OCR - Optical mark recognition .................................................................................405 OCR - 9-pin printer.....................................................................................................405 OCR - 24-pin printer...................................................................................................407 OCR - Fixed fonts ......................................................................................................407 Reprocessing forms after a teaching process ...........................................................409 Teaching troubleshooting...........................................................................................410
Reports overview ................................................................................... 413

Getting started with reports........................................................................................414 Reports interface overview ........................................................................................415 Reports provided by default .......................................................................................417 Creating a report ........................................................................................................421 Report edition : Step 1 - Selecting the report type to use ..........................................423 Report edition : Step 2 - Selecting the transports to report on ..................................425
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Report edition : Step 3 - Selecting operations ........................................................... 426 Report edition : Step 4 - Selecting columns to group data ........................................ 428 Report edition : Step 5 - Selecting report data........................................................... 430 Report edition : Step 6 - Filtering records .................................................................. 432 Report edition : Step 7 - Defining a chart................................................................... 434 Saving the report........................................................................................................ 441 Working with combined criteria .................................................................................. 441 Filter operators........................................................................................................... 443 Messages status ........................................................................................................ 443 Running a report ........................................................................................................ 444 Printing a report ......................................................................................................... 445 Exporting a report ...................................................................................................... 446 Saving a copy of a report ........................................................................................... 447 Editing a report........................................................................................................... 447 Scheduling a report.................................................................................................... 448 Report scheduling page ............................................................................................. 449 Viewing the list of scheduled reports ......................................................................... 451 Scheduling tab overview ............................................................................................ 451 Creating a DeliveryWare rule for advanced scheduled reports routing..................... 452 Deleting a report ........................................................................................................ 454
Managing users and contacts in Document Manager ........................ 455

Contacts overview...................................................................................................... 455 Contact properties...................................................................................................... 457 Creating a new folder................................................................................................. 458 Importing contacts from a CSV file - Step 1............................................................... 458 Importing contacts from a CSV file - Step 2............................................................... 459 Importing contacts from a CSV file - Step 3............................................................... 460 Importing contacts from a CSV file - Step 4............................................................... 461 Users overview .......................................................................................................... 461 User properties .......................................................................................................... 462 Creating a new folder................................................................................................. 464 Creating a new list ..................................................................................................... 465 Subscription lists overview......................................................................................... 465 Making subscription lists available............................................................................. 466 Subscription list properties......................................................................................... 467 Profiles overview........................................................................................................ 468 Profile properties........................................................................................................ 469
What can be customized in Document Manager? .............................. 473

Modifying your personal settings in Document Manager........................................... 473 Changing your Document Manager password .......................................................... 475 Restoring default settings .......................................................................................... 475
Views overview ...................................................................................... 477

Using views ................................................................................................................ 478 View properties .......................................................................................................... 479
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Using predefined filters ..............................................................................................482 Searching in Document Manager ..............................................................................483 Fields list ....................................................................................................................485 Any transport fields ....................................................................................................490 Archive fields..............................................................................................................505 ASCII fields ................................................................................................................508 Audit connector fields.................................................................................................509 Command Line fields .................................................................................................513 Copy fields .................................................................................................................514 Custom Application fields...........................................................................................517 DeliveryWare Rules fields..........................................................................................518 Document fields .........................................................................................................520 Email fields.................................................................................................................524 Fax fields....................................................................................................................529 FTP fields ...................................................................................................................540 Inbound Fax fields......................................................................................................541 Inbound SAP fields.....................................................................................................546 Job fields ....................................................................................................................548 LanFax fields..............................................................................................................549 Mail on Demand fields................................................................................................551 Message to SAP fields ...............................................................................................564 Notes fields ................................................................................................................566 Output for SAP fields..................................................................................................567 Printer variables .........................................................................................................570 Sender fields ..............................................................................................................571 SMS fields ..................................................................................................................574 SQL Request fields ....................................................................................................576 Recipient fields...........................................................................................................578 User Form fields.........................................................................................................580 VSI-FAX fields............................................................................................................588 Web publishing fields .................................................................................................590 Transports List ...........................................................................................................591 CSV format.................................................................................................................592
Tables tab overview............................................................................... 595

MRU Invoice table format ..........................................................................................597 SAP Customer table format .......................................................................................598 SAP Materials table format ........................................................................................599 SAP Partners table format .........................................................................................600 SAP Vendor table format ...........................................................................................601
Document Manager URL parameters ................................................... 604 Customizing Document Manager ......................................................... 607
Renaming columns in views ......................................................................................607 Web.config file reference ...........................................................................................609 Limiting long requests in Document Manager ...........................................................625
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Using Gzip compression with Document Manager.................................................... 626 Configuring Document Manager for many concurrent access .................................. 630
Index ....................................................................................................... 631
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Document Manager overview

Document Manager is a fully customizable web-oriented interface offering practical access to the power of a central Esker Platform server. All regular document processing needs are just a few clicks away, including contacts management and the tracking of sent documents. It also provides access to advanced features such as user management, automatic report creation and document workflow for example.
Managing documents
Document Manager grants you access to the full document management process. This includes sending and receiving any type of document, tracking documents through out the delivery process, validating them before they are sent and even creating up-to-the-minute reports to combine and view information from and about the documents sent. See Document management overview for an overview of what can be achieved with Document Manager.
Managing people
Document Manager not only delivers user's documents, but also offers the opportunity to manage contacts and users that are integrated in the document management processes. Administrators can create users, defining user rights and the appearance of their interface. These users will then be able to log into Document Manager and use their address books to submit documents and organize their contacts. Through Document Manager you can also offer contacts the opportunity to register themselves so that they can receive documents of interest to them. See Managing people for more information
Where to start?
Start by checking that your system complies with the minimum requirements needed to ensure that the application will work correctly. You will then need to log into Document Manager using the username and password provided to you by your administrator . If you have not yet received them , please ask your administrator. To use the full capabilities of Document Manager, you should start by taking a look at Global framework to familiarize yourself with the basics of the Document Manager interface. Then you can send your first message using the links provided in the Home tab. Once you have submitted your message, you will be redirected to the Jobs tab so you can track the message that you've just submitted. Once you get used to working with Document Manager, you can start customizing it so that it matches your needs perfectly. Important note Because the interface is fully customizable, you will find some topics in this documentation that may seem irrelevant to your current interface. Ask your administrator if you feel some of the features described may be useful for you. See also Document Manager installation in the Installation documentation. Sending documents with Document Manager (page 45) Tracking documents overview (page 147)
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Requirements for using Document Manager

Refer to requirements in the Installation documentation for the list of supported browsers for Document Manager and the required companion software. In order for Document Manager to work properly, we recommend:
Allowing cookies
To be able to run Document Manager properly, users have to allow cookies. Cookies are compulsory to log on and store your preferences and Most Recently Used information. How to allow cookies for Document Manager in Internet Explorer 1. 2. 3. 4. 5. Go to the Tools menu. Click Internet Options. Go to the Privacy tab. In Internet Explorer 7, click Sites. In Internet Explorer 6, click Edit. Type the Esker Platform server name in the Address of Web site field and then click Allow. Contact your administrator if you do not know the Esker Platform server name.
Allowing popup windows

In Document Manager, preview pages are popup windows. If a popup blocker is embedded in your browser, you have to allow popups for Document Manager. How to allow popup windows for Document Manager in Internet Explorer 1. 2. 3. 4. 5. Go to the Tools menu. Click Options. Go to the Privacy Tab. If the Block pop-ups box is selected, click Settings. From the new window, type the Esker Platform server name in the Address of Web site field and then click Add. Contact your administrator if you do not know the Esker Platform server name Tip Instead of entering 2 addresses in the Address of Web site field: ! ! With Internet Explorer 7 and Firefox, only enter esker.com in the Address of Web site field. With Internet Explorer 6, only enter *.esker.com in the Address of Web site field. Note Beware, toolbars added on Internet Explorer (such as Google bar, MSN bar, Yahoo bar, etc.) have their own popup blocker. Make sure this functionality is disabled from any toolbar you may have added to your browser.
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REQUIREMENTS FOR USING DOCUMENT MANAGER
Allowing script access to the Clipboard in Internet Explorer 7.0

With Internet Explorer 7.0, there is a new security setting for script access to the Clipboard. When you try to copy cells from a table created online, the following window asks you if you want to allow the copied data to access the clipboard:
You need to disable this prompt and enable script access to the Clipboard to perform teaching in Document Manager. For this, see How to enable script access to the Clipboard in Internet Explorer 7.0 1. 2. 3. 4. 5. 6. From Internet Explorer toolbar, select Tools > Internet Options. Open the Security tab (the Web content zone is set to Internet or Trusted sites) Click the Custom level button. Go down to Scripting > Allow programmatic clipboard access. The three options are Enable, Disable or Prompt. Check the Enable box. This will allow the web site to save information to the clipboard, and read any existing information from the clipboard. Validate by clicking twice on OK.
If you are using Document Manager in the Intranet zone you can skip this tip: the access to the clipboard is allowed by default and the prompt is not displayed.
Trusting the Document Manager site in Internet Explorer 7.0

If you cannot access the Document Manager pages using Internet Explorer 7.0, that means your browser is configured with a high security level. If so, you must manually add the web address of the server where Document Manager is installed in the trusted sites. Contact your administrator if you need help on this. How to trust the Document Manager site in Internet Explorer 7.0? 1. 2. 3. 4. 5. From Internet Explorer 7.0 toolbar, select Tools > Internet Options. Open the Security tab (the Web content zone is set to Internet or Trusted sites) Click Trusted Sites or Intranet and then Sites. Type the web address of the Document Manager server (for example, http://10.1.4.171), and then click Add. Restart your browser.
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Connecting and disconnecting from the Document Manager

Connecting to Document Manager
1. 2. 3. Enter your username and password. They have been provided to you by your administrator. Contact your administrator if you have not been given a username and a password yet. Click Remember the connection parameters in your browser security settings to avoid having to log in each time you use Document Manager . Click Enter to log into Document Manager
Note The login page is displayed in the language specified by your client browser. The first time you log in, you are prompted to select the language in which you want the Document Manager interface to be displayed. This information is saved in your personal information and you can change it any time you want. For details, refer to Modifying your personal settings in Document Manager (page 473).
Disconnecting from Document Manager

To quit Document Manager, click the Log out link available at the top of any page.
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Interface overview
Each page in Document Manager has the same general layout from which you can access the features available to you. This layout is divided into 4 areas.
Click any of the links below for more information on a particular area: Tabs : Direct access to the Document Manager features. This part provides a quick access to main features of Document Manager. Some tabs may not be available to you. However, here is the list of potentially available tabs: ! ! ! ! ! ! ! ! ! ! ! ! ! Home tab: This tab will always be available, and contains quick links to common operations, such as sending documents for example. Inbound tab: Manage incoming documents. Jobs tab: Displays the list of jobs you submitted. Messages tab: Displays the list of messages you submitted. Validation tab: Displays the list of messages that needs your validation. Archives tab: Displays the list of archived documents. Contacts tab: Manages your contacts Users tab (Administration): Manage Document Manager users Profiles tab (Administration): Displays the list of profile that can be associated to your users. Reports tab: Lets you create and manage activity reports. Subscription tab: Create subscription lists. Scheduling tab: Direct access to scheduled reports. Custom tab: You can create your own tab by the mean of particular views. In this case, the tab's name will be the same as the view one. Please refer to Views overview for more information about views.
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Tables tab: Displays the specific tables.
Information and tools : Simple calendar and the search tool. This part is on the left of the interface. You will find here: ! ! General information: your name, the account name of the organization you belong to, and the current date and time The search box: lets you find messages, recipients, etc.
Note If you can't see the left part with the search box, it means you are in full screen mode. In this case, the search box isn't available, and the information will be displayed above the tabs. You will need to modify your User properties to display the left part again. Tab content : When you click a tab for a particular feature, this is the area where relative information will appear. The content of this area depends on the currently selected tab. There are many ways to customize the appearance of a tab by using views. Quick links : Shortcuts common tools. This part is at the top of the interface. In this part, you will find three links: ! ! ! Setup: gives you access to your personal information, password management, etc. Disconnect: closes your session. Help: open the help for the current page.
Note The picture shown here is an example. Your interface may differ slightly (especially the tab section on your personal parameters, your rights and your profile.
) depending
The name of the server you are connected to is indicated at the bottom right of all pages, which can help tracking problems in a load balancing architecture. The help call system includes a global Help link to open the help's Welcome page at the top right of all pages and Help for this page specific links to open contextual help on each page.
Home tab overview

How to access the Home tab In Document Manager, click the Home tab at the top left of the interface. This is the first tab that is displayed when you log in and it is used to send messages as well as perform other common operations. Like every page in the interface, it is nested in a global framework. It contains quick links to common operations:
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Warning section
This section displays alerts in the following cases: ! ! You have unread messages in your inbox: by clicking on this alert message, you will be redirected to the Inbound tab where you will find your unread messages. You have documents to validate: by clicking on this alert message, you will be redirected to the Validation tab where you will find the new documents waiting for your validation. Please refer to Document validation overview (page 175) to learn more about the validation process. Note This section will not appear if you have no unread message and no documents waiting for your validation.
Send a document section

This section is used to access wizards that have been designed to guide you through the process of sending different type of documents. Available options are: ! ! ! ! ! Send a fax: used to create a fax and send it to one or more recipients. Please refer to Sending a fax Overview for more information on fax preparation and submission. Send an email: used to create an email and send it to one or more recipients. Please refer to Sending an email - Overview for information on emails preparation and submission. Send an SMS: used to create an SMS message and send it to a list of recipients. Please refer to Sending an SMS message - Overview for more information. Send mail: used to send mails to one or more recipients. Please refer to Sending mail - Overview for more information. Custom submission form: provides you with access to a submission form designed by your administrator. He chooses the delivery method as well as the parameters required to send the document. Please refer to Custom submission forms overview for more information. Edit this list: if you have an administrator account, you can use this link to add or remove submission forms,buttons and tabs. Note Depending on your profile and on the delivery connectors configured on the server, some delivery methods may not be available.
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See also Sending documents with Document Manager (page 45)
Administration section
! Create a user: create a new Document Manager user. Assign a login, a password, rights and other information to the user so that he can use Document Manager. See Managing users and contacts for more information. Create a user folder: create folders to organize your users. Once the folder has been created, you can store new users in it. See Creating a new folder.
See also Interface overview (page 16)
Inbound tab overview

How to access the Inbound tab in Document Manager Click the Inbound tab at the top of the interface. The Inbound tab allows you to view and manage your incoming messages.
Introduction to the Inbound tab interface

The tab is divided into three main areas. Click a link below for more information on the corresponding area.
1.
Views : Views are used to display subsets of jobs according to certain custom-defined filters (e.g. faxes or messages received today, etc.) and offer tools for managing them (e.g. Delete, Refresh buttons, or additional real-time sub-filters). Views let you customize the layout of the tab. The customization may include filters on what is displayed in the list of messages, additional sub-filters, specific buttons, etc. The three links (Create, Modify and Delete) next to the View drop-down list allows you to manage views. For more information about views, please refer to Views overview. By default, you are proposed two views: ! Unread messages (default): displays only the unread messages in the list ! All messages: displays every incoming messages, either they have been read or not.
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See also Using views 2. Quick filters : One-click message filtering. Predefined filters are a set of links that lets you filter the list below according to some simple criteria. By default, time period filters are available, but depending on the column on which the sorting of the list is based, it may change. Please refer to Using predefined filters for more details on the available filters. To change the column used for the sorting, click the column header of your choice. Click the same header once more to sort the table in reverse order. 3. List of Inbound messages : This area is comprised of a table that contains your messages, possibly filtered by a view (see first section for more information), and some tools for managing the messages. Once you have chosen a view (in the first area), the content of this table will update accordingly to help you find the message you are looking for. From there, you will be able to perform actions on your messages, from basic operations such as viewing or deleting a message to a more advanced usage (e.g. exporting lists). For a better readability, the table is displayed on multiple pages (the number of lines on each page can be configured via the Number of elements displayed in a list parameter in your Personal setting page). You can easily navigate through these pages by using the First page, Previous page, and Next page links available at the top and the bottom of the table. Click the column header of your choice to sort the list relatively to this column in ascending order. Click it a second time to sort it in descending order. A small arrow is displayed next to the column header, indicating which column is currently used for the sorting, and in which order. Note Views allow to customize the table appearance, so the columns and the actions (in the Action column) available may differ from one view to another.
Managing inbound messages

Once you've selected a view and/or a quick filter, the table then displays a subset of messages . Use the links in the Action column of the table to perform actions on single messages and use the action buttons in the view area to perform actions on a selection of messages.
How to make a selection of messages

To select a message, check the box in the action column of the line corresponding to the message. You can select as many messages as you want as long as you stay on the same page, bearing in mind that your selection will not be retained from one page to the next. You can also use the Select all and Unselect all buttons at the top left of the list to select or unselect all the messages in the page at the same time. Please note that these buttons only apply to the page displayed at the time and not to the entire list of your messages.
Common actions
! ! View message content: Click the View link on the line corresponding to your message. This will open a new page containing the message as it has been sent to you. View message properties: On the line corresponding to the message, click a link in any column such as Subject or Submitted, but not in the Owner column (in which case you would be redirected to the owner's properties page). This will open the Inbound message properties page on which you will find information on the transmission and the message history for example. Delete messages: Once you have made your selection, click the Delete button in the view area (1). When prompted for confirmation, click OK to delete the jobs or Cancel otherwise. To delete a single message, you can also click the Delete link on the corresponding line.
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INTERFACE OVERVIEW
View a message's audit trail: Open the message properties page (see above) and click the Audit trail button at the top of the page. You can also modify the current view on the Inbound tab in order to display the Audit trail link on each message line. See Viewing audit trail in Document Manager for more information on this feature.
Other actions
! Check for new messages: Use the Refresh button in the view area (1) to check for new messages. Clicking this button will retain the current view and, depending on the filters applied new messages may not be visible if they do not match the filter. Select the All messages view to ensure that every message is visible. Export the list of messages: You can export the list of your messages in CSV format. Click the Export link at the top of the list to do so. Click Save when prompted and then select the filename the file will be saved to. The exported file will match your current display (especially when a filter or a view is used), and every message will be taken into account, even if there is more than one page of messages. For more information on the CSV format, please refer to CSV format. Note The actions that you can perform on messages depend on the current view and on your rights, thus some actions may not be available to you. See also Receiving documents with Document Manager (page 143)
Jobs tab overview

How to access the Jobs tab in Document Manager Click the Jobs tab at the top of the interface. The Jobs tab allows you to view and manage the jobs you have submitted. For more information on jobs, please refer to What are jobs and messages?.
Introduction to the Jobs tab interface

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1.
Views : Views are used to display a subset of jobs according to certain custom-defined filters (e.g., faxes or jobs submitted today, etc.), and offer tools for managing them (e.g. Delete, Refresh buttons, or additional realtime sub-filters).Views let you customize the layout of the tab. The customization may include filters on what is displayed in the list of messages, additional sub-filters, specific buttons, etc. The three links (Create, Modify and Delete) next to the View drop-down list allows you to manage views. For more information about views, please refer to Views overview. The first time you launch this tab, you will find predefined views, like All inbound faxes or All. These views allows a filtering based on the type of the job, and can be used as a basis to create your own views. See also Using views
2.
Quick filters : One-click job filtering.Predefined filters are a set of links that lets you filter the list below according to some simple criteria. By default, time period filters are available, but depending on the column on which the sorting of the list is based, it may change. Please refer to Using predefined filters for more details on the available filters. To change the column used for the sorting, click the column header of your choice. Click the same header once more to sort the table in reverse order.
3.
List of jobs : This area is comprised of a table that contains your jobs, possibly filtered by a view (see first section for more information), and some tools for managing them.Once you have chosen a view (in the first area), the content of this table will update accordingly to help you find the job you are looking for. From there, you will be able to perform actions on your jobs, from basic operations such as viewing or deleting a job to a more advanced usage (e.g. exporting lists). For a better readability, the table is displayed on multiple pages (the number of lines on each page can be configured via the Number of elements displayed in a list parameter in your Personal setting page). You can easily navigate through these pages by using the First page, Previous page, and Next page links available at the top and the bottom of the table. Click the column header of your choice to sort the list relatively to this column in ascending order. Click it a second time to sort it in descending order. A small arrow is displayed next to the column header, indicating which column is currently used for the sorting, and in which order. Note Views allow to customize the table appearance, so the columns and the actions (in the Action column) available may differ from one view to another.
Managing jobs
Once you have selected a view and/or a quick filter, the table then displays a subset of jobs. Use the links in the Action column of the table to perform actions on single jobs and use the action buttons in the view area to perform actions on a selection of jobs.
How to make a selection of jobs

To select a message, check the box in the action column of the line corresponding to the message. You can unselect it by clicking the same box again. You can select as many jobs as you want as long as you stay on the same page, bearing in mind that your selection will not be retained from one page to the next. You can also use the Select all and Unselect all buttons at the top left of the list to select or unselect all the messages in the page at the same time. Please note that these buttons only apply to the page displayed at the time and not to the entire list of your messages.
Common actions
! View job properties: On the line corresponding to the job, click a link in any column such as Job name or Submitted, but not in the Owner column (in which case you would be redirected to the owner's properties page). You will be redirected to the Job properties page on which you will find information on the transmission, the messages contained in the job and its history for example.
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INTERFACE OVERVIEW
Delete jobs: Once you have made a selection of jobs, click the Delete button in the view area (1). When prompted for confirmation, click OK to delete the jobs or Cancel otherwise. To delete a single job, you can also click the Del link on the corresponding line. View a job's audit trail: Open the job properties page (see above) and click the Audit trail button at the top of the page. You can also modify the current view on the Jobs tab in order to display the Audit trail link on each job line. See Viewing audit trail in Document Manager for more information on this feature.
Other actions
! ! Update the jobs statuses: Use the Refresh button in the view area (1) to update the messages list. Clicking this button will retain the current view and will allow you to perform real-time job status tracking. Export the list of jobs: you can export the list of jobs in CSV format. Click the Export link at the top of the list to do so. Click Save when prompted and then select the filename the file will be saved to. The exported file will match your current display (especially when a filter or a view is used) and every message will be taken into account, even if there is more than one page of jobs. For more information on the CSV format, please refer to CSV format.. Note The actions that you can perform on jobs depend on the current view and on your rights, thus some actions may not be available to you. See also Tracking jobs in Document Manager (page 148) Tracking documents overview (page 147) What are jobs and messages in Document Manager? (page 147)
Messages tab overview

How to access the Messages tab in Document Manager Click the Messages tab at the top of the interface. The Messages tab allows you to view and manage the messages you have sent. For more information on messages, please refer to What are jobs and messages?.
Introduction to the Message tab interface

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DOCUMENT MANAGER
1.
Views: Views are used to display a subset of jobs according to certain custom-defined filters (e.g. faxes or messages received today, etc.), and offer tools for managing them (e.g. Delete, Refresh buttons, or additional real-time sub-filters). Views let you customize the layout of the tab. The customization may include filters on what is displayed in the list of messages, additional sub-filters, specific buttons, etc. The three links (Create, Modify and Delete) next to the View drop-down list allows you to manage views. For more information about views, please refer to Views overview. The first time you launch this tab, you will find predefined views, like All faxes or All email messages. These views allows a filtering based on the type of the message, and can be used as a basis to create your own views. The Messages waiting for validation view displays the list of messages (like faxes needing validation) that still need to be validated. For information on message validation, refer to Validating a message (page 172). The Approved messages view displays the list of messages that have been approved The Rejected messages view displays the list of messages that have been rejected. See also Using views
! !
2.
Quick filters: One-click message filtering. Predefined filters are a set of links that lets you filter the list below according to some simple criteria. By default, time period filters are available, but depending on the column on which the sorting of the list is based, it may change. Please refer to Using predefined filters for more details on the available filters. To change the column used for the sorting, click the column header of your choice. Click the same header once more to sort the table in reverse order.
3.
List of messages: This area is comprised of a table that contains your messages, possibly filtered by the current view (see first section for more information), and some tools for managing them. Once you have chosen a view (in the first area), the content of this table will update accordingly to help you find the message you are looking for. From there, you will be able to perform actions on your messages, from basic operations such as viewing or deleting a message to a more advanced usage (e.g. exporting lists). For a better readability, the table is displayed on multiple pages (the number of lines on each page can be configured via the Number of elements displayed in a list parameter in your Personal setting page). You can easily navigate through these pages by using the First page, Previous page, and Next page links available at the top and the bottom of the table. Click the column header of your choice to sort the list relatively to this column in ascending order. Click it a second time to sort it in descending order. A small arrow is displayed next to the column header, indicating which column is currently used for the sorting, and in which order. Note Views allow to customize the table appearance, so the columns and the actions (in the Action column) available may differ from one view to another.
Managing messages
Once you have selected a view and/or a quick filter, the table then displays a subset of messages . Use the links in the Action column of the table to perform actions on single messages and use the action buttons in the view area to perform actions on a selection of messages.

To select a message, check the box in the action column of the line corresponding to the message. You can unselect it by clicking the same box again. You can select as many messages as you want as long as you stay on the same page, bearing in mind that your selection will not be retained from one page to the next. You can also use the 24
INTERFACE OVERVIEW
Select all and Unselect all buttons at the top left of the list to select or unselect all the messages in the page at the same time. Please note that these buttons only apply to the page displayed at the time and not to the entire list of your messages.
Common actions
! ! View message content: Click the View link on the line corresponding to your message. This will open a new page containing the message as it was sent. View message properties: On the line corresponding to the message, click a link in any column such as Subject or Submitted, but not in the Owner column (in which case you would be redirected to the owner's properties page). You will be redirected to the Message properties page. Delete messages: Once you have made your selection, click the Delete button in the view area (1). When prompted for confirmation, click OK to delete the jobs or Cancel otherwise. To delete a single message, you can also click the Delete link on the corresponding line. Validate messages waiting for validation: you can display the list of messages that need to be validated by selecting the Messages waiting for validation view. Click the Validate button to validate the message. See Validating a message (page 172). View a message's audit trail: Open the message properties page (see above) and click the Audit trail button at the top of the page. You can also modify the current view on the Messages tab in order to display the Audit trail link on each message line. See Viewing audit trail in Document Manager for more information on this feature. Resubmit messages: Select the messages you want to resubmit, then click the Resubmit button in the view area (1). When prompted for confirmation, click OK to resubmit your messages or Cancel otherwise. The messages will be sent in exactly the same way they were sent the first time.
Other actions
! ! Update messages statuses: Use the Refresh button in the view area (1) to update the messages list. Clicking this button will retain the current view and allows you to track a message status in real time. Export the list of messages: You can export the list of messages in CSV format. Click the Export link at the top of the list to do so. Click Save when prompted to and then select the filename the file will be saved to. The exported file will match your current display (especially when a filter or a view is used) and every message will be taken into account, even if there is more than one page of messages. For more information on the CSV format, please refer to CSV format. Note The actions that you can perform on messages depend on the current view and on your rights, thus some actions may not be available to you. Administrators can learn how to give permissions to modify contacts to their users in Implementing policies overview in the Administration documentation. See also Tracking documents overview (page 147) What are jobs and messages in Document Manager? (page 147)
Validation tab overview

How to access the Validation tab in Document Manager Click the Validation tab at the top of the interface. The Validation tab displays the list of incoming documents that require your validation. To learn more about form validation, refer to Document validation overview (page 175).
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For specific information on Sales Orders validation for SAP, refer to Validating a sales order for SAP (page 191) For specific information on Invoice validation for SAP (FI or MM), refer to Validating an invoice for SAP (page 246).
Introduction to the Validation tab interface

1.
Views: Views are used to display a subset of jobs according to certain custom-defined filters (e.g. faxes that need validation) and offer tools for managing them (e.g. Delete, Refresh buttons, or additional real-time sub-filters). Views let you customize the layout of the tab. The customization may include filters on what is displayed in the list of forms, additional sub-filters, specific buttons, etc. The three links (Create a view, Edit and Delete) next to the View drop-down list allows you to manage views. For more information about views, please refer to Views overview (page 477). The first time you launch this tab, you will find predefined views, like All forms, Approved forms, Forms waiting for validation, etc. These views allows a filtering based on the type of forms, and can be used as a basis to create your own views. ! By default, you are proposed the following views: All forms: displays all the web forms: forms that have been rejected, forms that have been approved, forms that have been forwarded (automatically by the out of office manager or manually by a user, etc.). Approved forms: displays the list of web forms that have been approved Failed forms: displays the list of web forms that needed validation and whose delivery has failed. Forms waiting for validation: (default) displays the list of web forms that still need to be validated. For information on web form validation, refer to Document validation overview (page 175). Payment refused: Displays the list of invoice forms for which the payment has been refused. For more information, refer to Payment approval of an SAP invoice (page 336). Rejected forms: displays the list of web forms that have been rejected. You can display a particular view as a tab in the Document Manager interface by clicking the Display as a tab option in the view properties. For more information about switching and modifying views, refer to Using views
! ! ! ! !
2.
Quick filters : One-click forms filtering.
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INTERFACE OVERVIEW
Predefined filters are a set of links that lets you filter the list on some simple criteria. By default, time period filters are available, but depending on the column on which the sorting of the list is based, it may change. Tip Be aware that the default time period filter is set to This week. If you check your queue on Monday morning, your form list may be empty. Click This month in the quick filters list to view the forms from the week before. Refer to Using predefined filters (page 482) for more details on the available filters. To change the column used for the sorting, click the column header of your choice. Click the same header once more to sort the table in reverse order. 3. List of forms: This list contains validation forms that require your validation before sending, possibly filtered according to a view, and some tools for managing them. Once you have chosen a view (in the first area), the content of this table will update accordingly to help you find the form you are looking for. From there, you will be able to perform actions on your forms, from basic operations such as viewing or deleting a form to a more advanced usage (e.g. exporting lists). How to browse the forms: For a better readability, the table is displayed on multiple pages (the number of lines on each page can be configured via the Number of elements displayed in a list parameter in your Modifying your personal settings in Document Manager (page 473) page). You can easily navigate through these pages by using the First page, Previous page, and Next page links available at the top and the bottom of the table. How to sort the list of forms:Click the column header of your choice to sort the list relatively to this column in ascending order. Click it a second time to sort it in descending order. A small arrow is displayed next to the column header, indicating which column is currently used for the sorting, and in which order. Note Views allow to customize the table appearance, so the columns and the actions (in the Action column) available may differ from one view to another.
Managing forms to validate

Once you have selected a view and/or a quick filter, the table then displays a subset of forms. Use the links in the Action column of the table to perform actions on single forms and use the action buttons in the view area to perform actions on a selection of forms.
How to make a selection of forms

To select a form, check the box in the action column of the line corresponding to the form. You can unselect it by clicking the same box again. You can select as many forms as you want as long as you stay on the same page, bearing in mind that your selection will not be retained from one page to the next. You can also use the Select all and Unselect all buttons at the top left of the list to select or unselect all the documents in the page at the same time. Please note that these buttons only apply to the page displayed at the time and not to the entire list of forms.
Common actions from the table

! ! ! Validate forms: To validate forms waiting for validation, click the Start validating button. For information on the form validation, refer to Document validation overview (page 175). View form content: For approved or rejected web forms, click the View link on the form line. This will open a new page containing the form as it has been approved or rejected. View form properties: To obtain more details on a form in the list, click any link on the line corresponding to the form (for example, in the form name column) and you will be redirected to the Form properties (page 344) page.
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Forward forms: Click the Forward link to forward a form waiting for validation to another user so that he or she can validate it. See Forwarding the validation form to another user (page 339) for details on the parameters you will need to set. Once you have forwarded a web form, you will no longer be able to validate it . Delete forms: Once you have made your selection, click the Delete button in the view area (1). When prompted for confirmation, click OK to delete the jobs or Cancel otherwise. To delete a single form, you may also click the Delete link on the corresponding line. Resubmit failed documents: The creation of the job issued from what you validate may fail. If so, you can resubmit the form whose subsequent job has failed. Select the Failed forms view to display all the failed forms. Click the Resubmit link in the Action column of a form to resubmit it, and confirm when prompted to.
Other actions
! Export the list of forms: You can export the list of forms in CSV format. Click the Export link at the top of the list to do so. Click Save when prompted and then select the filename the file will be saved to. The exported file will match your current display (especially when a filter or a view is used) and every form will be taken into account, even if there is more than one page of forms. For more information on the CSV format, please refer to CSV format. Update form statuses: Use the Refresh button in the view area to update the form list. Clicking this button will retain the current view and allow you to track a form or a form's status in real time. Note The actions that you can perform on forms depend on the current view and on your rights, thus some actions may not be available to you.
Archives tab overview

How to access the Archive tab in Document Manager Click the Archive tab at the top of the interface. The Archives tab provides access to archive messages that have been submitted on the server. This page explains how to manage the list of archives. If you need more information on archives themselves, please refer to Archives overview.
Introduction to the Archives tab interface

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INTERFACE OVERVIEW
Views : This area is used to display a subset of the archived messages list according to certain filters. This area also offers certain tools, such as action buttons (e.g. Delete, Refresh) for managing multiple archived messages.Views let you customize the layout of the tab. The customization may include filters on which contacts are displayed in the list, additional sub-filters, specific buttons, etc. The three links (Create, Modify and Delete) next to the Display drop-down list allows you to manage views. For more information about views, please refer to Views overview. The first time you launch this tab, you will find predefined views, like All archives. For every existing archive, a view will be automatically created using the name of the archive. These views will filter the archives messages that belongs to this archive. By default, you are proposed one view: All archives (default): displays every jobs submitted in any archive. For more information, refer to Using views. Note Depending on your web.config settings, you may be able to rename your default archive views.
Quick filters : One-click archive filtering.Predefined filters are a set of links that lets you filter the list below according to some simple criteria. By default, time period filters are available, but depending on the column on which the sorting of the list is based, it may change. Please refer to Using predefined filters for more details on the available filters. To change the column used for the sorting, click the column header of your choice. Click the same header once more to sort the table in reverse order.
List of archived messages : This area is comprised of a table that contains archived messages, possibly filtered by the current view (see first section for more information), and some tools for managing them.Once you have chosen a view (in the first area), the content of this table will update accordingly to help you find the contacts you are looking for. From there, you will be able to perform actions on your contacts, from basic operations such as viewing or deleting a contact to a more advanced usage (e.g. exporting lists). For a better readability, the table is displayed on multiple pages (the number of lines on each page can be configured via the Number of elements displayed in a list parameter in your Personal setting page). You can easily navigate through these pages by using the First page, Previous page, and Next page links available at the top and the bottom of the table. Click the column header of your choice to sort the list relatively to this column in ascending order. Click it a second time to sort it in descending order. A small arrow is displayed next to the column header, indicating which column is currently used for the sorting, and in which order. Note Views allow to customize the table appearance, so the columns and the actions (in the Action column) available may differ from one view to another.
Managing the list of archived messages

Once you have selected a view and/or a quick filter, the table then displays a subset of archived messages. Use the links in the Action column of the table to perform actions on single archives and use the action buttons in the view area to perform actions on a selection of archives.

To select an archived message, check the box in the action column of the line corresponding to this contact. You can unselect it by clicking the same box again. You can select as many contacts as you want as long as you stay on the same page, bearing in mind that your selection will not be retained from one page to the next. You can also use the Select all and Unselect all buttons at the top left of the list to select or unselect all the contacts in the page at once. Please note that these buttons only apply to the page displayed at the time and not to the whole list of contacts.
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Common actions
! ! View an archived message properties: On the line corresponding to the archived message, click a link in any column such as Transport to open the Archive properties page. Delete archived messages: Once you have made your selection, click the Delete button in the view area (1). You will be prompted for confirmation. To delete a single archive, you may also click the Delete link on the corresponding line. View an archived message content: Click the View link in the Action column of the corresponding message to open a new page containing the archived document.
Other actions
! ! Refresh archived messages list: Click the Refresh button to update the displayed list of archived messages manually. Clicking this button will keep your current display settings (views, filter, etc.) Export the currently displayed list of archived messages: you can export the list of messages in CSV format (only properties will be saved, not content). Click the Export link at the top of the table to do so. Click Save when prompted to, and then select the filename the file will be saved to. The exported file will match your current display (particularly when using a filter or a view), and every message in the view will be taken into account, even if there is more than one page in the table. For more information about the CSV format, please refer to CSV format. Note The actions that you can perform on archives depend on the current view and on your rights, thus some actions may not be available to you. See also Archives overview (page 165)
Contacts tab overview

How to access the Contacts tab in Document Manager Click the Contacts tab at the top of the interface. Please note this tab may not be available depending on your rights. The Contact tab allows you to create, delete, modify and manage your contacts. This page explains how to use the interface to manage the list of contacts. If you want to learn more about contacts themselves, please refer to Contacts overviews.
Introduction to the Contacts tab interface

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INTERFACE OVERVIEW
1.
Views : Views are used to display a subset of contacts according to certain custom-defined filters (e.g. contacts from a specific country) and offer tools for managing them (e.g. Delete, Refresh buttons, or additional real-time sub-filters).Views let you customize the layout of the tab. The customization may include filters on which contacts are displayed in the list, additional sub-filters, specific buttons, etc. The three links (Create, Modify and Delete) next to the Display drop-down list allows you to edit views. For more information about views, please refer to Views overview. The first time you launch this tab, you will find predefined views. These views allows a filtering based on the address book, and on the subscription lists members, if any, and can be used as a basis to create your own views. See also Using views
2.
Quick filters : One-click contact filtering.Predefined filters are a set of links that lets you filter the list below according to some simple criteria. By default, time period filters are available, but depending on the column on which the sorting of the list is based, it may change. Please refer to Using predefined filters for more details on the available filters. To change the column used for the sorting, click the column header of your choice. Click the same header once more to sort the table in reverse order.
3.
List of Contacts : This area is comprised of a table that contains your contacts, possibly filtered by the current view (see first section for more information), and some tools for managing them.Once you have chosen a view (in the first area), the content of this table will update accordingly to help you find the contacts you are looking for. From there, you will be able to perform actions on your contacts, from basic operations such as viewing or deleting a contact to a more advanced usage (e.g. exporting lists). For a better readability, the table is displayed on multiple pages (the number of lines on each page can be configured via the Number of elements displayed in a list parameter in your Personal setting page). You can easily navigate through these pages by using the First page, Previous page, and Next page links available at the top and the bottom of the table. ! ! ! The The The icon corresponds to a contact. icon corresponds to a folder. By clicking on it, you will enter a sub-level of the list. icon displays when you are in a sub folder. Click on it to go up one level.
Click the column header of your choice to sort the list relatively to this column in ascending order. Click it a second time to sort it in descending order. A small arrow is displayed next to the column header, indicating which column is currently used for the sorting, and in which order. Note Views allow to customize the table appearance, so the columns and the actions (in the Action column) available may differ from one view to another.
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Managing the list of contacts

Once you've selected a view and/or a quick filter, the table then displays a subset of contacts . Use the links in the Action column of the table to perform actions on single contacts and use the action buttons in the view area to perform actions on a selection of contacts. At the top of the tab, you will find the path in which you are currently browsing the contacts.
How to make a selection of contacts

To select a contact, check the box in the action column of the line corresponding to this contact. You can unselect it by clicking the same box again. You can select as many contacts as you want as long as you stay on the same page, bearing in mind that your selection will not be retained from one page to the next. You can also use the Select all and Unselect all buttons at the top left of the list to select or unselect all the contacts in the page at the same time. Please note that these buttons only apply to the currently displayed page and not to the entire list of contacts.
Common actions
! ! ! ! Create a contact: Click the New Contact button to create a new contact. You will then need to fill the contact's properties page. Edit a contact properties: Click the Edit link on the line corresponding to the contact. View contact properties: On the line corresponding the contact, click a link in any column such as Full Name or Email address to open the Contact properties page. Delete contacts: Once you have made your selection, click the Delete button in the view area (1). You will be prompted for confirmation. To delete a single contact, you can also click the Delete link on the corresponding line. Browse the contacts: By clicking on the name of a folder you will enter it. You can then use the Parent folder link to go up a level. Create a folder: Click the New folder button. See Creating a new folder for more information.
! !
Other actions
! ! Import a list of contacts: Click the Import from a CSV file button to import a list of contacts from a CSV file. See Contacts overview fore more information. Export the currently displayed list of contacts: you can export the list of your contacts in CSV format. Click the Export link at the top of the table to do so. Click Save when prompted, and then select the filename the file will be saved to. The exported file will match your current display (especially when a filter or a view is used), and every contact in the view will be taken into account, even if there is more than one page of contacts. For more information on the CSV format, please refer to CSV format. Notes ! The actions that you can perform on contacts depends on the current view and on your rights, thus some actions may not be available to you. ! Administrators can find information about setting the right to create, modify and delete contacts for users in Implementing policies overview in the Administration documentation See also Contacts overview (page 455)
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INTERFACE OVERVIEW
Users tab overview

How to access the users tab in Document ManagerClick the Users tab at the top of the interface. You need administrating rights to view this tab. The Users tab allows you to create, delete, modify and manage users. This page explains how to use the interface to manage the list of users. If you want to learn more about users themselves, please refer to Users overview.
Introduction to the Users tab interface

1.
Views : Views are used to display a subset of users according to certain custom-defined filters (e.g. contacts from a specific country) and offer tools for managing them (e.g. Delete, Refresh buttons, or additional real-time sub-filters).Views let you customize the layout of the tab. The customization may include filters on which contacts are displayed in the list, additional sub-filters, specific buttons, etc. The three links (Create, Modify and Delete) next to the Display drop-down list allows you to edit views. For more information about views, please refer to Views overview. The first time you launch this tab, you will find predefined views. These views allows a filtering based on the address books, and can be used as a basis to create your own views. See also Using views
2.
Quick filters : One-click user filtering.Predefined filters are a set of links that lets you filter the list below according to some simple criteria. By default, time period filters are available, but depending on the column on which the sorting of the list is based, it may change. Please refer to Using predefined filters for more details on the available filters. To change the column used for the sorting, click the column header of your choice. Click the same header once more to sort the table in reverse order.
3.
List of Users : This area is comprised of a table that contains your users, possibly filtered by the current view (see first section for more information), and some tools for managing them.Once you have chosen a view (in the first area), the content of this table will update accordingly to help you find the users you are looking for. From there, you will be able to perform actions on users, from basic operations such as viewing or deleting a user to a more advanced usage (e.g. exporting lists). For a better readability, the table is displayed on multiple pages (the number of lines on each page can be configured via the Number of elements displayed in a list parameter in your Personal setting page). You can easily navigate through these pages by using the First page, Previous page, and Next page links available at the top and the bottom of the table.
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! ! ! !
The The The The
icon corresponds to a single user. icon represents a list of users. icon corresponds to a folder. By clicking on it, you will enter a sub-level of the list. icon displays when you are in a sub folder. Click on it to go up one level.
Click the column header of your choice to sort the list relatively to this column in ascending order. Click it a second time to sort it in descending order. A small arrow is displayed next to the column header, indicating which column is currently used for the sorting, and in which order. Note Views allow to customize the table appearance, so the columns and the actions (in the Action column) available may differ from one view to another.
Managing the users

Once you have selected a view and/or a quick filter, the table then displays a subset of users . Use the links in the Action column of the table to perform actions on single users and use the action buttons in the view area to perform actions on a selection of users. At the top of the tab, you will find the path in which you are currently browsing the users.
How to make a selection of users

To select a user, check the box in the action column of the line corresponding to this user. You can unselect it by clicking the same box again. You can select as many users as you want as long as you stay on the same page, bearing in mind that your selection will not be retained from one page to the next. You can also use the Select all and Unselect all buttons at the top left of the list to select or unselect all the users in the page at the same time. Please note that these buttons only apply to the page displayed at the time and not to the entire list of users.
Common actions
! ! ! Edit a user properties: Click the Edit link on the line corresponding to the user. View a user properties: On the line corresponding to the user, click a link in any column such as Full Name or Email address to open the User properties page. Delete users: Once you have made your selection, click the Delete button in the view area (1). You will be prompted for confirmation. To delete a single contact, you can also click the Delete link on the corresponding line. Browse the users: By clicking on the name of a folder you will enter it. You can then use the Parent folder link to go up a level. If you click the name of a list, you will view the contents of this list. In this case, use the Back button to go back to the previous screen.
Other actions
! Export the list of users: you can export the currently displayed list of users in CSV format. Click the Export link at the top of the table to do so. Click Save when prompted, and then select the filename the file will be saved to. The exported file will match your current display (especially when a filter or a view is used), and every contact in the view will be taken into account, even if there is more than one page of contacts. For more information on the CSV format, please refer to CSV format. Note The actions that you can perform on users depends on the current view and on your rights, thus some actions may not be available to you.
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See also Users overview (page 461)
Profiles tab overview

How to access the Profiles tab in Document ManagerClick the Profiles tab at the top of the interface. The Profile tab displays the list of existing profiles. Please refer to Profiles overview for more information on profiles.
Introduction to the Profiles tab interface

The tab is divided into two main areas. Click a link below for more information on the corresponding area.
1.
Quick filters : One-click profiles filtering.Predefined filters are a set of links that lets you filter the list below according to some simple criteria. By default, time period filters are available, but depending on the column on which the sorting of the list is based, it may change. Please refer to Using predefined filters for more details on the available filters. To change the column used for the sorting, click the column header of your choice. Click the same header once more to sort the table in reverse order.
2.
List of profiles : This area is comprised of a table that contains your messages, possibly filtered by the current view (see first section for more information), and some tools for managing them.For a better readability, the table is displayed on multiple pages (the number of lines on each page can be configured via the Number of elements displayed in a list parameter in your Personal setting page). You can easily navigate through these pages by using the First page, Previous page, and Next page links available at the top and the bottom of the table. Click the column header of your choice to sort the list relatively to this column in ascending order. Click it a second time to sort it in descending order. A small arrow is displayed next to the column header, indicating which column is currently used for the sorting, and in which order.
Managing profiles
Use the links in the Action column of the table to perform actions on single users and use the action buttons (New and Delete) to perform actions on a selection of users.
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How to make a selection of profiles

To select a profile, check the box in the action column of the line corresponding to this profile. You can unselect it by clicking the same box again. You can select as many profiles as you want as long as you stay on the same page, bearing in mind that your selection will not be retained from one page to the next. You can also use the Select all and Unselect all buttons at the top left of the list to select or unselect all the profiles in the page at the same time. Please note that these buttons only apply to the page displayed at the time and not to the entire list of users.
Common actions
Use the links in the Action column of the table to perform actions. ! ! ! ! Create a profile: Click the Create... link at the top of the page to create a new profile. You will be redirected to the profile properties page. Edit a profile: Click the Edit link on the line corresponding to the profile. This will open a new page containing the properties of the profile. View a profile: Click a profile's name to view the profile content. . You can then click the Edit button to edit the profile if you wish, or click Done to go back to the list of profiles. Delete a profile: Once you've made your selection, click the Delete button. You will be prompted for confirmation. To delete a single archive, you can also click the Delete link on the corresponding line.
Other actions
! Export the list of profiles: you can export the list of profiles currently displayed in CSV format. Click the Export link at the top of the table to do so. Click Save when prompted and then select the filename the file will be saved to. The exported file will match your current display (especially when a filter or a view is used) and every profile in the view will be taken into account, even if there is more than one page of profiles. For more information on the CSV format, please refer to CSV format. Note The actions that you can perform depend on the current view and on your rights, thus some actions may not be available to you. See also Profiles overview (page 468)
Reports interface overview

How to access the reports tab in Document Manager From Document Manager, open the Reports tab. Type your expanding text here. The Reports tab displays the list of available reports with their names and descriptions and allows you to create new reports. For more information on the Esker reporting tool, refer to Reports overview. Four sample reports are provided by default with the product. For explanations of these reports, refer to Reports provided by default.
Introduction to the Reports tab interface

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INTERFACE OVERVIEW
1.
Views : Views are used to display a subset of jobs according to certain custom-defined filters (e.g. reports on the fax activity, etc.) and offer tools for managing them (e.g. Delete, Create buttons, or additional real-time sub-filters).Views let you customize the layout of the tab. The customization may include filters on what is displayed in the list of messages, additional sub-filters, specific buttons, etc. The three links (Create, Modify and Delete) next to the View drop-down list allows you to edit views. For more information about views, please refer to Views overview. By default, only one view is proposed, All reports (default), which displays every report created. See also Using views
2.
List of reports : This area is comprised of a table that contains your reports, possibly filtered by the current view (see first section for more information), and some tools for managing them. The table displays the report name, a description of the report and a Visibility column that allows you to see whether the report is public (available to all users) or private (available to you alone).Once you have chosen a view (in the first area), the content of this table will update accordingly to help you find the report you are looking for. From there, you will be able to perform actions on your reports, from basic operations such as viewing or deleting a report to a more advanced usage (e.g. scheduling reports). For a better readability, the table is displayed on multiple pages (the number of lines on each page can be configured via the Number of elements displayed in a list parameter in your Personal setting page). You can easily navigate through these pages by using the First page, Previous page, and Next page links available at the top and the bottom of the table. Click the column header of your choice to sort the list relatively to this column in ascending order. Click it a second time to sort it in descending order. A small arrow is displayed next to the column header, indicating which column is currently used for the sorting, and in which order. Note Views allow you to customize the table appearance, so the columns and the actions (in the Action column) available may differ from one view to another.
Managing reports
! Reports run automatically when you click the report name. To run one of the reports available, click on its name in the report list. A web page opens that provides an example of the report with up-to-date data. For more information, refer to Running a report. To view the parameters of one of the reports available, select Edit next to the report name in the report.see Modifying a report. To create a custom report, click the Create button. This launches the Report Wizard, which is a web wizard that provides point-and-click options. Refer to Creating a report for details on the report creation steps. To create a new report based on an existing one you must run the existing report and use the Save as action available on the report page. See Saving a copy of a report.
! !
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From the page showing the report, you can print the report and you can configure a task on the server to generate instances of the report at a given date and time. For details about report scheduling, refer to Scheduling a report. You can delete a report, see Deleting a report. Warning Reports follow the policies defined for the user who is logged on. To see a report, "Read" must be marked on the data included in the report.
See also Reports overview (page 413) Getting started with reports (page 414)
Subscriptions tab overview

How to access the Subscription tab in Document Manager Click the Subscription tab at the top of the interface. The Subscription tab lets you manage existing subscription lists as well as create new ones. Subscription lists allow you to create simple web pages accessible to external contacts. Contacts can register themselves on these web pages. These contacts are automatically added to your address book, allowing you to send documents to them very simply while not having to manage the contacts themselves. Please refer to Subscription lists overview for more information about subscription lists.
Introduction to the Subscriptions tab interface

This tab displays the list of subscription lists you have created and allows you to create some new ones. For more information on subscription lists, please refer to Subscription lists overview.
How to browse the list of subscriptions

To improve readability, the table is displayed on multiple pages (the number of lines on each page can be configured via the Number of elements displayed in a list parameter in your Personal setting page). You can easily navigate through these pages using the First page Previous page, and Next page links available at the top and the bottom of the table.
Managing the subscription lists

Use the links in the Action column of the table to perform actions on single messages and use the action buttons in the view area to perform actions on a selection of subscription lists.
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How to make a selection of subscription lists

To select a message, check the box in the action column of the line corresponding to the message. You can unselect it by clicking the same box again. You can select as many documents as you want as long as you stay on the same page, bearing in mind that your selection will not be retained from one page to the next. You can also use the Select all and Unselect all buttons at the top left of the list to select or unselect all the documents of the page at the same time. Please note that these buttons only apply to the page displayed at the time and not to the entire list of your subscriptions lists.
Common actions
! ! Edit a subscription list: Click the Subscription name in the list or the Edit link in the corresponding action column. See Subscription list properties for details. Delete subscription lists: Once you have made your selection, click the Delete button at the top of the page. When prompted for confirmation, click OK to delete the selection or Cancel otherwise. To delete a single subscription list, you can also click the Delete link on the corresponding line.
See also Subscription lists overview (page 465)
Scheduling tab overview

How to access the Scheduling tab in Document Manager From Document Manager, click the Scheduling tab at the top of the interface. The Scheduling tab lists all the report generation tasks that are scheduled on the server. It displays information on each task and allows you to create new report generation tasks. For more information, refer to Scheduling a report. This list can also be accessed through the Reports tab. The tab is divided into two main areas. Click a link below for more information about the corresponding area.
1.
Views : A view displays a subset of scheduled reports according to certain filters (for example, reports on fax activity, etc.).Views let you customize the layout of the tab. The customization may include filters on what is displayed in the list, additional sub-filters, specific buttons, etc. The three links (Create a view, Edit and Delete) next to the Display drop-down list allow you to edit views. For more information about views, please refer to Views overview. By default, only one view is proposed, All scheduled reports (default), which displays every scheduled reports. See also Using views
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2.
List of scheduled reports : This area is comprised of a table that contains your report generation tasks, possibly filtered by the current view (see first section for more information), and some tools for managing them. See Scheduling a report for more information.Once you have chosen a view (in the first area), the content of this table will update accordingly to help you find the scheduled report tasks you are looking for. From there, you are able to edit, delete report tasks, and to export the tasks list). For a better readability, the table is displayed on multiple pages (the number of lines on each page can be configured via the Number of elements displayed in a list parameter in your Personal setting page). You can easily navigate through these pages by using the First page, Previous page, and Next page links available at the top and the bottom of the table. Click the column header of your choice to sort the list relatively to this column in ascending order. Click it a second time to sort it in descending order. A small arrow is displayed next to the column header, indicating which column is currently used for the sorting, and in which order. Note Views allow you to customize the table appearance, so the columns and the actions (in the Actions column) available may differ from one view to another.
Managing scheduled reports

! ! ! To create a report generation task from this page, click the Create button. This opens the Report scheduling page in which you configure the new task. Refer to Scheduling a report for details on the configuration steps. To modify one of the report generation tasks defined, click Edit next to the task to be modified. This opens the Report scheduling page in which you can change the task configuration. To delete one of the report generation tasks defined, click Del next to the task to be deleted.
See also Reports overview (page 413) Interface overview (page 16)
Custom tab overview

How to access a custom tab in Document Manager Click a tab that corresponds to a custom view. See Views overview for more information. Predefined tabs (e.g. Messages or Jobs tab) usually offer the opportunity to create views for filtering the elements displayed in the tab. Once a view has been created it will be displayed in the list of views on the corresponding tab. However, when creating or editing a view, it is possible for an administrator to make this view even more easily accessible by changing it into a tab, which will appear next to the others (by checking the Display as tab option in the Display section of a view properties page). Creating custom tabs can be very useful when you need to access a particular view regularly without wishing to browse the interface Custom tabs provide direct access to a list of elements that match your exact needs (e.g. All incoming faxes received since Yesterday).
Managing a custom tab

Because a custom tab is a shortcut to a view that is relative to another tab, the displayed content, as well as the available options, depends on the original tab. Please refer to the documentation for the corresponding tab to learn more about managing the displayed content: ! Inbound tab overview
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! ! ! ! ! ! !
Jobs tab overview Messages tab overview Validation tab overview Archive tab overview Contacts tab overview Users tab overview Reports tab overview
Common actions
Those actions are only available to Administrators. ! ! Delete the tab: To permanently delete a tab (entailing the deletion of the associated view), click the Delete tab link at the top of the custom tab. Remove the tab from the interface: If you want to remove the tab from the interface but still want to keep the corresponding view, click the Edit tab link at the top of the tab to open the view properties page, in which you must check the Display in the view list option under the Display section.
See also Views overview (page 477)
Configuration page
How to access the Configuration page in document Manager? Click the Setup link at the top of any page.
This page provides you with access to your personal settings (you can navigate in Personal setup items both from the right-most and from the left-most list): ! ! Modify personal settings: change your name, your address, your local settings, favorite transport etc. Modify my profile (administrators only): allows administrators to edit their own profile. This quick link is especially useful when the administrator has mistakenly removed the Profiles tab from his own interface; he can click this link and access his own profile to grant himself access to the Profiles tab again. Configure personal cover pages: add cover pages for faxes. 41
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! !
Restore default settings: This option clears the recently-used items in the application and sets back the default settings. Enter your periods of absence and list of alternate validators: let other users validate documents for you when you plan to be out of your office for a relatively long period.
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Document management overview

Document Manager offers many features for managing incoming and outgoing documents.
Send documents
Document Manager provides you with the opportunity to send any type of document using virtually any type of delivery method (fax, email, mail, etc.). Documents are sent using submission forms, which are a set of fields that you must fill in and submit. Esker platform then converts this form into a real delivery method and sends it. Administrators can design submission forms for their users to match their exact needs. However, we provide common submission forms for customary delivery methods . These forms are used to: ! ! ! ! ! Send a fax Send an email Send an SMS Send mail Send an email with a link to a web site
When a document is submitted, it creates a job and a set of messages (one for each recipient in the job). See What are jobs and messages? for more information. See Sending documents overview to learn more about sending documents using Document Manager.
Track your documents

Once you have submitted a job, you can track it using Document Manager. You can see the job status, display and print the documents in the job or cancel a job for example. Depending on your rights, you can also view jobs submitted by other users and obtain a more general view of documents that have been submitted through Document Manager. Document Manager also offers access to archives for managing older messages. See Tracking documents overview for more information
Receive documents
Document Manager can also manage incoming messages. In this case, the user will be able to view them directly using the Document Manager interface. See Receiving documents overview for more information.
Validate documents
When jobs are submitted by users, administrators may require them to be validated by another user before their are finally sent. Users who have validation rights will receive these jobs so they can go through the validation process and eventually authorize the messages to be sent. See Document validation overview (page 175) for more information.
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Create reports
Using the Document Manager, administrators can generate server-statistical reports to provide a detailed history of the server's load, statistics about that load, and cost information. Users can also create reports to organize and print key business information, for example synthetic views of mass mailing performed or views of product sales intended to be presented to others in the organization. See Reports overview for more information. See also Document Manager overview
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Sending documents with Document Manager

Document manager allows you to submit documents using various delivery methods (fax, mail, email, SMS, etc.). The delivery methods available depend on your rights and it is thus probable that not every method will be described in this documentation.
How does it work?

In the Home tab you will find links to submission forms under the Send a document section. These are forms you will need to complete with the required parameters (which depend on the chosen delivery method) in order to submit a job that will then be processed by a server which will send your documents according to the parameters that you have set. We provide some basic forms that allow you to send generic faxes, mailings, SMS messages, or emails. Alternatively, your administrator can create his own submission forms and make them available to you. This way, he can offer you customized forms that better suit your day-to-day needs through the addition of new delivery methods or more specialized fields in the form. See Custom submission forms overview.
Default delivery methods overview

The default submission forms we provide contain every basic field required to send a document via the chosen delivery method. The documentation on these methods contains a lot of information you might need when using custom submission forms that your administrator has designed. These forms are used to: ! ! ! ! ! ! Send faxes: send messages by faxes and attach files to the faxes. Send mail: Send paper documents all around the world in a few clicks. Send SMS messages: Send SMS messages to multiple recipients using a computer keyboard. Send emails: attach files to your emails and let Esker platform convert them to portable document formats. Send messages using the recipients' preferred delivery method: send messages of any type (fax, mail, SMS or email) according to the recipient's preferences. Send emails with a link to a Web site: publish files on a Web site and notify users the file has been published.
See also What are jobs and messages in Document Manager? (page 147) Tracking documents overview (page 147)
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Sending faxes with Document Manager

Document Manager allows you to: ! ! ! Select recipients directly from the address book and to use specific views to make customized selections. Defer the date and time of transmission, and prepare your faxes in advance Track and manage the faxes you have sent.
Submission
1. 2. 3. 4. Click Send an fax in the Home tab. Fill in the fax parameters (recipients, subject,etc.) Click Preview to check your fax and the potential attachments. Click Send.
Troubleshooting If you obtain an error of type Internet Explorer cannot display the web page, check that Adobe Acrobat Reader is installed on your machine and check with your system administrator that it is also installed on the server hosting the Esker Document Manager, as required.
Tracking
Once you have submitted your fax(es), you have two options for tracking them in Document Manager: ! ! To track the job, open the Jobs tab which will display the global status of your submission. To track each fax individually (one fax for each recipient), open the Messages tab which will give you more detailed information.
See also What are jobs and messages in Document Manager? (page 147) Sending documents with Document Manager (page 45)
Cover pages overview

Cover pages are templates that can be added to the first page of a fax. This allows you to combine static information (such as your company address and logo) with dynamic fields that will be automatically completed according to the fax content (such as the fax subject or the date and time of transmission). This is an easy way to customize your faxes, particularly when sending fax mailings, as the information displayed on the cover page will depend to some extent on the recipient. You can use the following file formats when designing your cover pages:
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! !
Rich text format (RTF files) Microsoft Word (DOC files) and Word 2007 (DOCX files) formats About Microsoft Word cover pages In order to be able to use DOC or DOCX files as cover pages, you must : 1. Install Microsoft Office on your Esker Platform server: ! ! 2. If you wish to use only DOC files as cover pages, you can install either Microsoft Office 2003 or Microsoft Office 2007. If you wish to use DOCX files and/or DOC files as cover pages, you must install Microsoft Office 2007.
In Esker Administrator check if the Microsoft Word to HTML/TIFF/PDF/Printer converter (found under the Server > Converters node) is enabled. If it is not, enable it.
Click here to see an example of what can be done Consider the following RTF file:
There are two distinct element to consider: ! ! Normal text: this text will be displayed as is. <field_name>: these fields, identified by angle brackets, will be replaced by their current value.
When you recipient receives the fax, the first page will look like:
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How to add an existing cover page to a fax

This feature is only made available by clicking the Send a fax link in the Home tab. You will then be able to select a particular cover page in the fax parameters page.
Managing cover pages

You can create and use your own cover pages when sending faxes. You will need to create a RTF template file and then import it in Document Manager. ! ! Create a cover page: there are many ways to customize the look of your cover pages. Please refer to Creating cover pages for details about this procedure. Publish your cover page: Once created, you need to upload your cover pages in Document Manager to be able to use them when submitting faxes. This is done via the Setup page. Please refer to Configuring personal cover pages for more information.
See also Sending faxes with Document Manager (page 46)
Creating cover pages

A fax cover page is a template document in RTF format that contains fields. These fields correspond to variable information, for example the recipient fax number. The fields are replaced with data from the fax when it is sent.
Default cover page

A cover page template named Default is available by default on the server. Click the following link to download the default cover page. This is an RTF file (default.rtf) that you can use to create your own cover page. We also provide an additional cover page sample to help you build your own.
Creating a cover page

To create your own cover page template in RTF format for your fax jobs, consult the list below which describes fields that you can include in your template. Note You must put the name inside angle brackets to designate it as a field. For example, to specify the message subject, use <Subject>. To add a label before the subject value, type the label as constant text, for example, "Subject:" without brackets.
Message values
Value <Subject> Definition Subject of the message
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<Message> <CurDate> <CurTime> <Pages> <Date> <MSN> <DocID> <JobID>
Text of the message Current date Current time Current page number in the fax Date the message was composed Message sequence number Document identifier (example: 64) Job identifier (example: MDSE54)
The same values are used for either FromValueName or ToValueName, depending on whether you want to specify the sender or the recipient information. For example, to specify the recipient fax number, use <ToFax>, and to specify the sender fax number, use <FromFax>.
Sender values
Value <FromName> <FromCompany> <FromDept> <FromMail> <FromCountry> <FromPostal> <FromSUB> <FromVoice> <FromFax> <FromEmail> <FromAccount> <FromUser1> <FromUser2> <FromUser3> Definition Sender's name Sender's company name Sender's department Sender's street address, including city and state Sender's country Sender's postal or zip code Additional information about the sender's street address (name of the building, etc.) Sender's voice telephone number Sender's fax number Sender's email address Sender's account number User defined field User defined field User defined field
Recipient values
Value <ToName> Definition Recipient's name
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<ToCompany> <ToDept> <ToMail> <ToCountry> <ToPostal> <ToSUB> <ToVoice> <ToFax> <ToEmail> <ToAccount> <ToUser1> <ToUser2> <ToUser3>
Recipient's company name Recipient's department Recipient's street address, including city and state Recipient's country Recipient's postal or zip code Additional information about the recipient's street address (name of the building, etc.) Recipient's voice telephone number Recipient's fax number Recipient's email address Recipient's account number User defined field User defined field User defined field
Creating logo image files

You can embed a graphic in your RTF file to add the logo of your company for example. Remember faxes are sent in black and white, so use black and white pictures in your document to ensure the best presentation of your document. See also Cover pages overview (page 46) Configuring personal cover pages in Document Manager (page 50)
Configuring personal cover pages in Document Manager

How to access the personal cover pages configuration page Click the Setup link at the top of any page, then click Configure personal cover pages. This page displays your list of cover pages . If you haven't set a cover page yet, only the Select a file field is visible.
How to add a new cover page

Once your RTF document is ready on your drive, click the Browse... button. In the window that opens, find your file on your drive and click Open. The file you selected appears in the Select a file field. Click Add to add the file to the list of cover pages. See Creating cover pages for more information on the possible content of the fax cover pages .
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How to manage the existing cover pages

For each defined cover page, the table displays its name and its size. From this table, you can: ! ! Delete a cover page: click the Delete link in the action column of the cover page of your choice. You will be prompted for confirmation. View the contents of a cover page: click the View link in the action column of the cover page of your choice. You will be prompted to save the cover page of your choice on your local drive. You can then open it in your editor to check its contents. Example of a cover page:
Rename a cover page: click the Rename link in the action column of the cover page of your choice. Type the new name of the cover page in the field that appears in the File name column. Click Validate to confirm renaming or Cancel to discard it in the action column of the corresponding file.
See also Cover pages overview (page 46) Creating cover pages (page 48)
Fax options
How to access fax parametersClick the Home tab at the top left of the interface, then click Send a fax. This page is a form you must fill in to set the parameters of the fax you want to send. Once you have finished , you can click the Preview button to view how your fax will appear to recipients once all the parameters have been taken into account. If you are not satisfied with the preview, you can change some parameters and preview it again. This process can be repeated until it corresponds to your needs. Once you are sure you want to send the fax, click the Send button to validate the submission. You will then be redirected to the Jobs tab in order to track the fax you have just sent. You can cancel the submission by clicking the Cancel button. In this case, nothing will be saved and you will go back to the Home tab.
Recipients
Here you can either enter a recipient's fax number manually or select contacts in your address book. ! Manually entering a recipient: type the fax number and the name (not required) of the recipient in the Fax number and the Name fields. 51
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! ! !
Adding recipients from the address book: click the Address book... link to add one or more recipients to the list of recipients. Please refer to Selecting recipients in your address book for more information. Adding a new recipient: click the New recipient to add a new entry to the list of recipients. Removing a recipient: click Delete on the corresponding line (you will not be prompted for confirmation)
You can also add lists of recipients at the same time in CSV format by clicking the New list... link, which is particularly useful if you already have a list of recipients in another software program and do not wish to import them into your address book. For more details on adding recipients using the Document Manager interface please refer to Adding recipients.
Properties
Cover page Select a cover page for your fax if you wish to use one. A cover page is a customizable template on which the information entered on this page will appear once the fax has been sent. For example, you can place the subject, message and current date next to your company's logo. See Cover pages overview to learn how to create and manage cover pages for your faxes. Remember that by clicking the Preview button you will see the cover page as if the fax was sent. Subject Enter the subject of your fax. This name will help you track your messages in the Jobs tab. Message Enter the content of your message. The message appears on cover pages for jobs with cover pages that include the <Message> field. If no cover page is selected and a message is entered, the message is printed on a blank page added as the first page of the fax. Send date By default your fax(es) will be sent immediately. However, you can choose to defer the transmission to a later date and time. Select the date and if you wish the time at which the fax(es) should be sent in the drop-down lists. By selecting -customize-, you will have access to a complete calendar allowing you to select a precise date. Please refer to Selecting a deferring date for more details. Sender notification This option allows you to decide if, and in which case, you should be notified. You can choose from amongst the following options: ! ! ! ! On failure Never Always On success
You will be notified by email, via the address provided in your Personal information page. Attachments ! You can only attach files of the following type: PDF, DOC, DOCX, DOCM, XLS, XLSX, XLSM, PPT, PPTX, PPS, PPSX, TXT, TIF. If you attach a file of any of these types, it will be converted to TIFF so it can be sent using fax technology. Any other file format won't be accepted. You can attach up to 5 files with a maximum volume of 10MB each. To add an attachment, type the local path of the file in the Select a file field and then click the Add button. You can use the Browse button to help you find your file on your disk. Once you have added at least one attachment, it will be displayed in a list above. To remove an attachment: Click the Delete link in the Action column of the corresponding line. You will not be prompted for confirmation.
! !
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To modify the order of the attachments: Use the Up and Down links in the Action column of an attachment to move it up or down in the list. The top attachment in the list will correspond to the first attachment for your recipients.
Adding recipients
When you send a message, you need to provide at least one recipient. This topic will guide you through this process. The list of recipients is displayed in a table, each line corresponding to one recipient or to a list of recipients that were selected at the same time. In this example, a fax will be transmitted to three recipients (Jackson Rose, Bailt Richard and Bujeaud Eric) plus the recipients contained in the Inserted list:
Adding recipients
If you are entering the first recipient, just type the required information in the field (e.g. the fax number). If you want to add more recipients, click the Add button to add a new line to the table. You can then fill this line with recipient information. You can use the address book to select recipients instead of manually typing in the information. Click the Address book link to do so. It will open a new page providing tools for selecting one or more recipients. Please refer to Selecting recipients in the address books for more information. None of the recipients that appear will be validated before you click the Send button at the bottom of the page. This means you can at any time manually modify any field in the table if necessary (for example, if you need to correct a misspelled name or a wrong number).
Removing recipients
To remove a recipient from the table (i.e. removing a line), click the Delete link on the left of the corresponding line. You will not be prompted for any confirmation at this time.
Adding lists of recipients

You can add a list of recipients in the table. The major advantage to this action is that you can paste the contents of a file, a CSV file for example, that already contains a list of recipients you wish to include. To add a list, click the New list link at the bottom of the table and type or paste the list of recipients to be added. Please see below for important information on the formatting of the list. Click Insert to add the contents to the current recipients.
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Once you have added a list, it will appear (such as shown in the example above) as a link: "+ Inserted List". Click the + to expand the list of contents in the table. List samples These sample are based on email recipients, the same structure applies to any other media. Sample 1 smith@company.com;SMITH barabara@none.com tony@super.net;BORG Sample 2 "smith@company.com";"SMITH" barabara@none.com tony@super.net;"BORG" Sample 3 smith@company.com;SMITH barabara@none.com,JACKSON tony@super.net;BORG The sample above is not valid because there are two different types of separator used (the comma and the semi-colon). Here what should have been written: smith@company.com;SMITH barabara@none.com;JACKSON tony@super.net;BORG
Format requirements
! ! ! ! Column headers: If you are copying the contents of a CSV file in this field, you must not copy the column headers, as they would be considered recipients. Separators: Accepted separators are the comma, the semi-colon and tabulation. You must use the same separator throughout the list. The separator used will be detected automatically. Lines: Each line is considered to be a new recipient, even if not every field is present. Empty lines will be ignored. Fields format: fields can be included between double quotes or not, as the case may be. Depending on which format you use, respect the following requirements to create a valid CSV: ! Double quotes: double quotes allow you to write anything as a field, especially line breaks. If your field contains a double quote, it must be escaped with a double quote. For example, the following are valid fields: ! ! ! "Jacky O Connors" would be imported as Jacky O Connors "Jacky ""O"" Connors" would be imported as Jacky "O" Connors
No quotes: if you do not use double quotes, you are not permitted to have any line breaks in your fields. The escape character becomes '\'. For example, the following are valid fields: ! ! Jacky O Connors would be imported as Jacky O Connors Jacky \"O\" Connors would be imported as Jacky "O" Connors
! !
You can mix any of these types of fields as long as you keep the separator constant. Extra spaces at the beginning of a field are taken into account.
See also Mail options (page 68) Sending mail with Document Manager (page 58)
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Selecting recipients
To access this page When you send a document (e.g. by clicking on the Send a fax, SMS, email etc. links in the Home tab), click the Address book button under the recipient address or number field. This page allows you to select one or more contacts in your address books. To do so, select a view in the drop-down list at the top of the page to update the list of contacts accordingly (even though you can select any view, you should usually select a view under the Contact node in the drop-down list because you can also send messages to users). Once you have selected a view, you can navigate through the displayed list to find the user(s) of your choice, or you can use the search function to narrow down the list.
Browsing the contacts

If you have more than one page of contacts, you can browse through the table using the First Page, Previous page and Next Page links at the top and the bottom of the table. See the notes below for more information on the impact browsing may have on your selection.
Searching for contacts

In the Search text box, type an expression, then click Go. The search function will match each currently displayed user field that contains the expression you typed. For example, if your current view displays the name, the email address and the fax number of a user in the table, each of these fields will be compared to the expression you entered. Note If you didn't find the contact you were looking for, try changing the view because your contact might be filtered by the view and the search is performed within the current view only.
How to select one contact

Click the Select link on the line corresponding to the contact of your choice. The contact will then be automatically added to your selection of contacts (as a new recipient if you are sending a document or as a new list member if you are creating a contacts list). If your views display more than one page of contacts, you can browse them using the First Page, Previous Page and Next page links next to the table.
How to select multiple contacts

On the left of each line corresponding to a contact, a user, a folder or a list, you will find a checkbox. Check each one you wish to add to the selection, then click the Select button to validate. If your views display more than one page of contacts, you can browse them using the First Page, Previous Page and Next page links next to the table (see the note for more information on the impact browsing may have on the selection). The selection may differ depending on the types of item you checked in the list : ! ! ! User: the single user will be added to the selection. Contact: the single contact will be added to the selection. List: every contact in the list will be added to the selection. When your are making a selection to send a document, the contact will be ignored if the required fields for the contact have not been filled in (such as Email address when sending an email).
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Folder: every contact in the folder will be included into the selection. If there are subfolders, every contact within these subfolders will also be included.
You can also use the Select all / Unselect all links to select or unselect the entire page displayed. If you wish to select every single contact in the view, use the Select view button, and all contacts will be added to your selection. Note Important things you need to know when you select multiple contacts: ! ! ! If the required information is not specified for a contact (such as an email address when sending emails or a fax number when sending faxes), the contact will be ignored. If you have selected the same contact several times (for example, if you have selected the contact alone as well as a folder that contains him ), the contact will be taken into account only once. If you change pages while browsing the contacts, any selection you made on the previous page will not be taken into account.
See also Adding recipients (page 133) Contacts overview (page 455)
Fax number format

The recipient fax numbers submitted must respect the telecommunication rules applied in the country the fax is submitted from.
Telephone company settings

Submitted fax numbers are formatted for dialing according to the telephone company setting on the server. Those settings are what allow Esker Platform to determine how to process a fax number, for example, when to add 00 or 011 for international numbers. These configurations depend on the fax sender's country. Esker Platform offers telephone configurations for the following countries: ! ! ! ! United States United Kingdom France Australia Note If no Telco settings exists for the fax sender's country on Esker Platform, the fax numbers are dialed exactly as submitted by the user. ! ! If your country does not appear in the list above, you must always submit fax numbers in the standard international form. If your country appears in the above list, you do not need to use international prefixes except when you want to send faxes abroad.
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Examples of international numbers

Destination country France England Germany Italy Spain Australia Example +33 (0) 4 72 83 46 40 +44 (0) 1332 54 8160 +49 (0) 89 700 887 70 +39 02 57 51 18 96 +34 (0) 91 433 55 41 +61 2 8596 5175
Fax addressing
For more readability, you can include the following characters or blank characters in your fax numbers. These will be ignored by Esker Platform when dialing the number. ! ! ! ! ! () . , *
The following is accepted at the first position: ! ! ! A digit An opening parenthesis (the corresponding closing parenthesis should follow) A + sign (for international numbers)
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Sending mail with Document Manager

Document manager provides a simple way to submit mail to one or more recipient. You can send mail to one or more recipients at the same time and all you'll need to provide is a street address for each recipient (using the address book) and some attached documents that will be printed and sent for you. Submitting a document to be mailed implies three steps: 1. 2. 3. Preparing the document to be sent. Submitting the document with specific send options. Tracking the document from the messages and jobs tab.
Preparation
When you submit documents to be sent by mail, they are printed on an external platform. This is why they need to comply with certain specific requirements, to ensure they are processed correctly. These requirements relate to: ! ! Document format: printable formats, supported fonts, images, etc. Page setup constraint: paper format, margins, reserved areas (e.g. for printing the recipient's address)
To help you to prepare your documents, we provide some easy to use samples. Please refer to Template documents for mail submission to download them.
Submission
1. 2. 3. 4. Click Send mail in the Home tab. Fill in the Mail parameters (recipients, subject,etc.) Click Preview to check your mail and the attachments. We strongly recommend that you preview your mail before you click Send. Click Send.
Tracking
Once you have submitted your mail, you have two options for tracking it in Document Manager: ! ! To track the job, open the Jobs tab which will display the global status of your submission. To track each item of mail individually, open the Messages tab which will give you more detailed information.
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SENDING MAIL WITH DOCUMENT MANAGER
Preparing the documents to be sent by mail

When sending mail via Document Manager, your document must comply with some constraints so that they can be correctly printed, folded, put into an envelop and sent using the mailing service of your choice. These constraints concern different parts of the document, so please read each of them carefully before submitting mail.
Page setup constraint

Before your document is printed, some areas on it will be blanked out before they are filled in with important information. These areas are required by the printing service and you should not write anything in these areas as they will be completely erased. For more information on these constraints and certain document templates that you can use to submit your own mail, please refer to Page setup constraint for mail.
Document format
Formats supported for the documents to be mailed include: ! ! ! ! ! ! PDF (.pdf) (from version 1.1 to version 1.4) Microsoft Word (.doc, .docx, .docm) (version 2003 and 2007) Microsoft Excel (.xls, .xlsx, .xlsm) (version 2003 and 2007) Microsoft Powerpoint (.ppt, .pptx, .pps, .ppsx) (version 2003 and 2007) Text (.txt) TIFF (.tif)
You must choose the Letter paper size for the United States and the A4 paper size for Europe and Australia. The maximum number of pages you can send by mail depends on the size of the envelope selected. See Envelope size. All image file formats are supported provided the image is embedded in the document. By default, images are printed in 300 dpi (dot per inch). The maximum number of pages you can send by mail depends on the size of the envelope selected. Refer to Mail parameters for more information. Note for Mac users Mac users must manually add file extensions to the uploaded files (.pdf for PDF documents, .doc for Microsoft Word document, .xls for Microsoft Excel documents,etc.).
Font constraint
As your documents are printed on an external platform, only a given set of font is available. Click here to see the list of available fonts. However, it is possible to use sets of fonts different from the ones provided on the server. If you are using a font that is NOT available on the server: ! If your document is a PDF document, embed the font when you generate the PDF. To see the fonts embedded in a PDF file, open the file in Adobe Reader, then click the File > Document Properties menu and select Policies. If your document is in a PDF format and the font is not embedded in the PDF file, the font will be changed automatically to the closest one. If your document is not in a PDF format, the font will be changed automatically to the closest one.
! !
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See also Page setup constraint for mail (page 60)
Page setup constraint for mail

This section guides you through the page setup constraints that must be observed when sending mail.
Reserved areas
Your document must contain at least: ! ! ! ! A reserved area for the recipient street address on the first page if you are not using an address page. If you are, then you can use this reserved area for your own content. A reserved area for the printing of the sender street address on the first page (US mail only). A reserved area for the printing of the bar code on the first page or all pages depending on your country. The bar code is used to monitor the mail. Specific minimum margins on all edges.
If these constraints aren't observed, any other printed content within the reserved areas or margins will be deleted. Required page setup constraints depend on the country from which you submit mail.
Word templates and document samples.

To view the exact location of the required reserved areas and margins for your country, you can download our templates consistent with the page set up constraints. You can use these templates directly from Microsoft Word to write your letters. It will allow you to properly position the address blocks on your letters. Refer to Templates for mail submission.
Margins and specific areas

Here you will find information about paper size, margin size and the specific areas in your documents. Depending on the country from which you submit your mail, click the corresponding link below: Margins and specific areas - USA
Page setup
The page format must be Letter (8.5 x 11 inches - 215.9 x 279.4 mm), with 0.157 inches (4 mm) minimum of clear margin on all edges to print the bar codes.
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Reserved area for recipient address and sender addresses on first page
Reserved area 1 (address block) x y width height origin value (inches) 0 0 4.764 3.268 left-top value (mm) 0 0 121 83 left-top
Available area for your own sender address on first page

Use the following area on the first page of your document if you wish to insert your own information (name, company, address, etc.) and images (company logo). These coordinates represent the area which is visible even if the paper moves in the envelope. We do not advise to go over the edges of this area: Reserved area 2 (sender address) x y width height origin value (inches) 0.433 0.236 3.366 1.114 left-top value (mm) 11 6 85.5 28.3 left-top
Reserved area for bar code on all pages

The bar code is read by the machine used to fold and insert mail into envelopes, and limits the risk of mixing up documents. This area must be left blank for all pages: Reserved area 3 (bar code) x y width height origin value (inches) 8 0 0.512 3.504 right-top value (mm) 203.2 0 13 89 right-top
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Preview of the reserved areas

The reserved areas on the first page of your document should look as follows:
Margins and specific areas - Europe
Page setup
The page format must be A4 (210 x 297 mm - 8.26 x 11.69 inches), with 4 mm (0.157 inches) minimum of clear margin on all edges to print the bar codes.
Reserved area for recipient address on first page

Reserved area 1 (recipient address) x y width height origin value (mm) 104 43 96 33 left-top value (inches) 4.094 1.693 3.78 1.3 left-top
Specific area for the sender address on first page

This only concerns documents sent in envelopes with double windows. Use the following area on the first page of your document if you wish to insert your own information (name, company, address, etc.) and images (company logo). We do not advise to go over the edge of this area:
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Reserved area 2 (sender address) x y width height origin
value (mm) 1 3 97 37 left-top
value (inches) 0.039 0.118 3.818 1.456 left-top
Here are the coordinates of a larger area including the preceding one. Content in this area may be visible through the envelope depending on the way the paper moves in the envelope. Reserved area 2 bis (double-windowed envelope) x y width height origin value (mm) value (inches)
17 9 64 25 left-top
0.669 0.354 2.519 0.984 left-top
Reserved area for bar code on all pages (first-side pages)

The bar code is read by the machine used to fold and insert mail into envelopes, and limits the risk of mixing up documents. This area must be left blank for all pages: Reserved area 3 (bar code) x y width height origin value (mm) 0 180 9 35 left-bottom approx. value (inches) 0 7.086 0.354 1.378 left-bottom

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Margins and specific areas - Australia
Page setup
The page format must be A4 (210 x 297 mm - 8.26 x 11.69 inches), with 4 mm (0.157 inches) minimum of clear margin on all edges to print the mailing bar codes and sequence numbers.
Reserved area for recipient address on first page

Reserved area 1 (recipient address) x y width height origin value (mm) 26 42 95 38 left-top value (inches) 1.024 1.654 3.74 1.496 left-top
Reserved area for the bar code on first page

The bar code is read by the machine used to fold and insert mail into envelopes, and limits the risk of mixing up documents. This area must be left blank for all pages: Reserved area 2 (bar code) x value (mm) value (inches)
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y width height origin
37 15 52 left-top
1.457 0.591 2.047 left-top

See also Address formats (page 72) Envelope size (page 99)
List of available fonts

Here is the list of fonts that are available on the server: Font names Arial Unicode MS Arial Arial Black Arial Bold
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Arial Bold Italic Arial Italic Arial Narrow Arial Narrow Bold Arial Narrow Bold Italic Arial Narrow Italic Arial Unicode MS Book Antiqua Book Antiqua Bold Book Antiqua Bold Italic Book Antiqua Italic Bookman Old Style Bookman Old Style Bold Bookman Old Style Bold Italic Bookman Old Style Italic Bookshelf Symbol 7 Century Gothic Century Gothic Bold Century Gothic Bold Italic Century Gothic Italic Comic Sans MS Comic Sans MS Bold Courier New Courier New Bold Courier New Bold Italic Courier New Italic Estrangelo Edessa Franklin Gothic Medium Franklin Gothic Medium Italic Garamond Garamond Bold Garamond Italic Gautami Georgia Georgia Bold Georgia Bold Italic Georgia Italic
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Impact Latha Lucida Console Lucida Sans Unicode Mangal Microsoft Sans Serif Monotype Corsiva MS Reference Sans Serif MS Reference Specialty MV Boli Palatino Linotype Palatino Linotype Bold Palatino Linotype Bold Italic Palatino Linotype Italic Raavi Shruti Sylfaen Symbol Tahoma Tahoma Bold Times New Roman Times New Roman Bold Times New Roman Bold Italic Times New Roman Italic Trebuchet MS Trebuchet MS Bold Trebuchet MS Bold Italic Trebuchet MS Italic Tunga Verdana Verdana Bold Verdana Bold Italic Verdana Italic Webdings Wingdings Wingdings 2 Wingdings 3
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Templates for mail submission

We provide template documents in Word format that you can download and use directly with Mail on Demand. The purpose of these documents is to help you locate the recipient's and the sender's address blocks.
How to use the standard templates?

All you need to do is to download the template onto your local disk, and then open it with Microsoft Word. You will see one area defined on the document at the precise location of the recipient address block and another one for the sender's address block if you are sending documents from the US. Download the appropriate templates here, depending on your location and the type of envelope you wish to use: ! ! ! ! ! Word template with page setup constraints for the United States (simple-windowed envelope) Word template with page setup constraints for the United States (double-windowed envelope) Word template with page setup constraints for Australia Word template with page setup constraints for Europe (simple-windowed envelope) Word template with page setup constraints for Europe (double-windowed envelope)
I don't want to use templates, how can I make sure my document will be printed correctly?
In this case, you must make sure your document complies with certain constraints. Refer to Page setup constraint for mail for all the details concerning these constraints. We provide template documents in Word format to help you insure that your documents look great when your recipients get them. See also Manually inserting the sender address Page setup constraint for mail (page 60)
Mail options
How to access the mail parameters page Click the Home tab at the top left of the interface, then click Send mail. This page is a form that must be filled in order to set the parameters for the mail you wish to send. Once you have finished, you can click the Preview button to view what your mail will look like to recipients once all parameters have been taken into account. If you are not satisfied with the preview, you can change some parameters and preview it again until it matches your needs. Once you are sure you want to send the mail, click the Send button to validate the submission. You will then be redirected to the Jobs tab to track the mail you have just sent. You can cancel the submission by clicking the Cancel button. In this case, nothing will be saved and you will go back to the Home tab.
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Recipients
Recipients Here, you can either enter a recipient's address manually or select contacts in your address book. ! ! ! ! Manually entering a recipient: type the name and the address of the recipient in the Address field according to the Street address formats requirements. Adding recipients from the address book: click the Address book... link to add one or more recipients to the list of recipients. Please refer to Selecting recipients from the list of contacts for more information. Adding a new recipient: click the New recipient to add a new entry to the list of recipients. Removing a recipient: click Delete on the corresponding line (you will not be prompted for confirmation)
For more details about adding recipients using the Document Manager interface please refer to Adding recipients.
Properties
Subject Enter a name for your job. This name will help you track you messages in the Jobs tab. Mailing service Select the mailing service to be used. Click here for more information on mailing services available in your country. Envelope size Choose the envelope format to be used to send your documents. Click here for details about the available formats. Insertion of the sender address Select this option so Document Manager inserts the sender's address on your document for you. If you are using double windowed envelopes, this address will then appear in the sender window of the envelope. If you use a double windowed envelope and an address page, this option is necessarily selected. Unselect this option if you wish to insert your own information in the sender address zone. See Inserting the sender address for more information. Sender block address By default, if you have checked the Insertion of the sender address option above, this box contains your name and address extracted from your personal information. You can modify the information if it is not correct. Address page Used to insert a blank page containing the address alone at the beginning of your document. This spares you having to worry about page setup constraints in your document. Click here to learn more about inserting an address page. Duplex printing The duplex printing option is used to print documents on both sides of the pages. Click here to learn more about Duplex printing. Color By selecting this option, your whole document will be printed in color. Click here for more information about printing your document in color If you choose the color printing option for your mail, all pages of the package will be treated in color, which means that if the address page option is selected, this page will be invoiced at the same price as the subsequent color pages. Warning If your logo is in color and the rest of your document is in black and white, you must select the color printing option. Send date 69
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By default your mails will be sent as soon as possible. However, you can choose to defer the transmission to a later date. In the Send date drop-down list, select the date at which your mail should be sent. By selecting -customize-, you will have access to a complete calendar allowing you to select a precise date. Please refer to Selecting a deferring date for more details. Sender notification This option lets you decide if, and in which case, you should be notified. You can choose between the following options: ! ! ! ! Never Always On success On Failure
You will be notified by email via the address provided in your Personal information page. Undelivered mail notification Check this box if you wish to be notified in the event of undelivered mail. Click here for details about undelivered mail notification This option is only available in some countries. Undeliverable mail: Mail return occurs when the postal service (USPS, French La Poste, Australia Post) has not been able to deliver your mail. A common reason for mail return is that the letter carrier has not found the recipient name at the specified street address. Tracking undeliverable mail: To find out if mail has been returned, consult the Status column in the Messages tab in Document Manager. Mail that has been successfully sent has the Success status. When the mail is returned, its status becomes NPAI. Attachments ! ! ! You can attach the following file types: PDF, DOC, DOCX, DOCM, XLS, XLSX, XLSM, PPT, PPTX, PPS, PPSX, TXT, TIF. See Documents format for mail fore more information. You can attach up to 5 files containing a maximum volume of 10MB each. To add an attachment, type the local path of the file in the Select a file field and then click the Add button. You can use the Browse button to help you find your file on your disk. Once you've added at least one attachment, it will be displayed in a list above. To remove an attachment: Click the Delete link in the Action column of the corresponding line. You will not be prompted for confirmation. To modify the order of the attachments: Use the Up and Down links in the Action column of an attachment to move it up or down in the list. The top attachment in the list will correspond to the first attachment for your recipients.
! !
See Also Sending mail with Document Manager (page 58) What are jobs and messages in Document Manager? (page 147)
To access this page When you send a document (e.g. by clicking on the Send a fax, SMS, email etc. links in the Home tab), click the Address book button under the recipient address or number field. This page allows you to select one or more contacts in your address books. To do so, select a view in the drop-down list at the top of the page to update the list of contacts accordingly (even though you can select any view, you should
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usually select a view under the Contact node in the drop-down list because you can also send messages to users). Once you have selected a view, you can navigate through the displayed list to find the user(s) of your choice, or you can use the search function to narrow down the list.




On the left of each line corresponding to a contact, a user, a folder or a list, you will find a checkbox. Check each one you wish to add to the selection, then click the Select button to validate. If your views display more than one page of contacts, you can browse them using the First Page, Previous Page and Next page links next to the table (see the note for more information on the impact browsing may have on the selection). The selection may differ depending on the types of item you checked in the list : ! ! ! User: the single user will be added to the selection. Contact: the single contact will be added to the selection. List: every contact in the list will be added to the selection. When your are making a selection to send a document, the contact will be ignored if the required fields for the contact have not been filled in (such as Email address when sending an email). Folder: every contact in the folder will be included into the selection. If there are subfolders, every contact within these subfolders will also be included.
You can also use the Select all / Unselect all links to select or unselect the entire page displayed. If you wish to select every single contact in the view, use the Select view button, and all contacts will be added to your selection. Note Important things you need to know when you select multiple contacts: ! If the required information is not specified for a contact (such as an email address when sending emails or a fax number when sending faxes), the contact will be ignored.
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! !
If you have selected the same contact several times (for example, if you have selected the contact alone as well as a folder that contains him ), the contact will be taken into account only once. If you change pages while browsing the contacts, any selection you made on the previous page will not be taken into account.
Address formats
A mail address is always composed of three parts: ! ! ! Recipient identification Town identification Country identification
The postal service (USPS, French La Poste, Australia Post) uses these different items in the reverse order (1. country, 2. town, and 3. person) to put the letter in the appropriate mailbox. The recipient address of your mail must be correctly formatted to be delivered successfully.
General rules
Follow these rules so your addresses fit properly on the envelopes: ! ! Addresses must contain no more than 7 lines Each line must contain no more than 38 characters
Mail address check

The server systematically checks mail addresses destined for the countries where an Esker mail room can be found (i.e. France, USA, and Australia). An error is returned in case of an incorrect, incomplete, or too long address. However, international mail addresses are not checked--that's why you must be careful and always follow destination countries mail addressing standards. Refer to one of the topics below to see which address formats are supported by the server, for France, USA, and Australia. ! ! ! USA address formats French address formats Australian address formats Note For other country addresses, the system only checks the country name. You must always isolate the country name on the last line. Country names must be in English if mail is sent from the United States or from Australia and in french if mail is sent from France. Refer to Country names for the United States and Australia and Country names for Europe to learn what is accepted as country name value. You must be careful and follow destination country mail addressing standards for the recipient and town identification. 72
Street address formats for the USA

Like all mail addresses, USA addresses have three parts: ! ! ! Recipient identification Town identification Country identification
Recipient identification
This part typically indicates the name of a person and/or the name of a company, and the street address. This part of the address is not checked by the server. Be careful to enter clear information so that the letter carrier can easily find the appropriate person or company in town.
Town identification
This part indicates the destination town or city, the American state, and the ZIP Code. The server checks this part of the address. For the US city line, the following formats are accepted (you can use the state abbreviation or the full state name, digit codes can be 5-digit ZIP or ZIP+4): 1. town ST nnnnn-nnnn 2. town ST nnnnn 3. town state nnnnn-nnnn 4. town state nnnnn
Do not put spaces between ZIP digits Examples of 5-digit ZIP and ZIP+4 digit codes: OSHKOSH WI 54901 NEW YORK NY 10025-7799 Note If the system finds 0000 after a 5-digit ZIP, it removes 0000 from the ZIP code. In the same way, if 9999 is found after a 5-digit ZIP, it is removed. Click here for the list of American states and abbreviations AL AK AS AZ AR AA AE AP CA CO CT Alabama Alaska American Samoa Arizona Arkansas Armed Forces Americas Armed Forces Europe Armed Forces Pacific California Colorado Connecticut IN IA KS KY LA ME MH MD MA MI MN Indiana Iowa Kansas Kentucky Louisiana Maine Marshall Islands Maryland Massachusetts Michigan Minnesota ND OH OK OR PW PA PR RI SC SD TN North Dakota Ohio Oklahoma Oregon Palau Pennsylvania Puerto Rico Rhode Island South Carolina South Dakota Tennessee
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DE DC FM FL GA GU HI NH ID IL
Delaware District of Columbia Federated Micronesia Florida Georgia Guam Hawaii New Hampshire Idaho Illinois
MS MO MT MP NE NV NJ NM NY NC
Mississippi Missouri Montana Northern Mariana Islands Nebraska Nevada New Jersey New Mexico New York North Carolina
TX UT VT VI VA WA WV WI WY
Texas Utah Vermont Virgin Islands Virginia Washington West Virginia Wisconsin Wyoming
Country identification
For the list of supported country names, refer to Country names for the United States and Australia.
Example
JOHN DOE ACME INC STE 12 123 MAIN ST NW NEW-YORK NY 12345 UNITED STATES
Military and diplomatic sites

Military addresses use APO (Army or Air Force Post Office) or FPO (Fleet Post Office for the Navy, Marine Corps, or Coast Guard) instead of the city name, and then the "state" name is AA (for Americas), AE (for Europe), or AP (for Pacific), e.g.: SGT NICK FURY HEADQUARTERS COMPANY 7TH ARMY TRAINING CENTER ATTN: AETT-AG UNIT 28130 APO AE 09114 APO addressing is also used for certain diplomatic sites, e.g.: CUSTOMS ATTACHE AMERICAN EMBASSY CARACAS UNIT 4964APO AA 34037
Street address formats for Europe

Like all mail addresses, French addresses have three parts: ! ! Recipient identification Town identification
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This part typically indicates the recipient name and street address. This part of the address is not checked by the server. Be careful to enter clear and sufficient information so that the letter carrier can easily find the appropriate person or company in town.
Town identification
This part indicates the postal code and the city or town. The server checks this part of the address. Write French city lines as follows: postal-code city French postal codes are 4 or 5 digits. 4-digit postal codes are supported. If the server detects a 4-digit, it adds a 0 at first position. Spaces are supported between the department number and the end of the postal code. You can use one of the following syntaxes: 1. nnnnn 2. nn nnn For example: 69006 69 006
For the list of supported country names, refer to Country names for Europe. Example Socit DUPONT Mademoiselle Lucie MARTIN Rsidence le Capucines 56 RUE EMILE ZOLA BP 90432 MONTFERRIER SUR LEZ 34092 MONTPELLIER CEDEX 5 FRANCE
Street address formats for Australia

Like all mail addresses, Australian addresses have three parts: ! ! ! Recipient identification Town identification Country identification
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This part typically indicates the recipient name and street address. This part of the address is not checked by the server. Be careful to enter clear information so that the letter carrier can easily find the appropriate person or company in town.
Town identification
This part indicates the destination town or city, the Australian state, and the postal code. The server checks this part of the address. For the Australian city line, the following formats are accepted (you can use the state abbreviation or the full state name, you can put the town name on a separate line or have the town, state and ZIP on one line): 1. town ST nnnn 2. town ST nnnn 3. town state nnnn 4. town state nnnn Do not put spaces between ZIP digits. Examples: CANBERRA ACT 2614 SYDNEY NSW 2000 NEWTOWN NSW 2042 Australia has 4-digit numeric postal codes and the following states, always abbreviated in caps as follows: Abbrev ACT NSW NT QLD SA TAS VIC WA Full Name Australian Capital Territory New South Wales Northern Territory Queensland South Australia Tasmania Victoria Western Australia Postboxes Large Users Street Addresses 0200-0299 1000-1999 0900-0999 9000-9999 5800-5999 7800-7999 8000-8999 6800-6999 2600-2639 2000-2599, 2640-2914 0800-0899 4000-4999 5000-5799 7000-7499 3000-3999 6000-6799
For the list of supported country names, refer to Country names for the United States and Australia.
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Example
Mr. Roger Lewis International Publishing Pty.Ltd. 166 Kent Street, Level 9 GPO Box 3542 SYDNEY NSW 2001 AUSTRALIA
Country names for the USA and Australia

Alias US US US US US GB GB GB GB GB GB GB AF AL DZ AS AD AO AI AQ AG AR AM Country names USA UNITED STATES U.S.A. US U.S. UNITED KINGDOM UK ENGLAND WALES SCOTLAND NORTHERN IRELAND CHANNEL ISLANDS AFGHANISTAN ALBANIA ALGERIA AMERICAN SAMOA ANDORRA ANGOLA ANGUILLA ANTARCTICA ANTIGUA AND BARBUDA ARGENTINA ARMENIA
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DOCUMENT MANAGER
AW AU AT AZ BS BH BD BB BY BE BZ BJ BM BT BO BA BW BV BR IO BN BG BF BI KH CM CA CV KY CF TD CL CN
ARUBA AUSTRALIA AUSTRIA AZERBAIJAN BAHAMAS BAHRAIN BANGLADESH BARBADOS BELARUS BELGIUM BELIZE BENIN BERMUDA BHUTAN BOLIVIA BOSNIA AND HERZEGOVINA BOTSWANA BOUVET ISLAND BRAZIL BRITISH INDIAN OCEAN TERRITORY BRUNEI DARUSSALAM BULGARIA BURKINA FASO BURUNDI CAMBODIA CAMEROON CANADA CAPE VERDE CAYMAN ISLANDS CENTRAL AFRICAN REPUBLIC CHAD CHILE CHINA
78
CX CC CO KM CG CD CD CK CR CI HR CU CY CZ DK DJ DM DO EC EG SV GQ ER EE ET FK FO FJ FI FR GF PF TF
CHRISTMAS ISLAND COCOS (KEELING) ISLANDS COLOMBIA COMOROS CONGO CONGO, THE DEMOCRATIC REPUBLIC OF THE THE DEMOCRATIC REPUBLIC OF THE CONGO COOK ISLANDS COSTA RICA IVORY COAST CROATIA CUBA CYPRUS CZECH REPUBLIC DENMARK DJIBOUTI DOMINICA DOMINICAN REPUBLIC ECUADOR EGYPT EL SALVADOR EQUATORIAL GUINEA ERITREA ESTONIA ETHIOPIA FALKLAND ISLANDS (MALVINAS) FAROE ISLANDS FIJI FINLAND FRANCE FRENCH GUIANA FRENCH POLYNESIA FRENCH SOUTHERN TERRITORIES
79
DOCUMENT MANAGER
GA GM GE DE GH GI GR GL GD GP GU GT GN GW GY HT HM VA HN HK HU IS IN ID IR IR IQ IE IL IT JM JP JO
GABON GAMBIA GEORGIA GERMANY GHANA GIBRALTAR GREECE GREENLAND GRENADA GUADELOUPE GUAM GUATEMALA GUINEA GUINEA-BISSAU GUYANA HAITI HEARD ISLAND AND MCDONALD ISLANDS HOLY SEE (VATICAN CITY STATE) HONDURAS HONG KONG HUNGARY ICELAND INDIA INDONESIA IRAN, ISLAMIC REPUBLIC OF ISLAMIC REPUBLIC OF IRAN IRAQ IRELAND ISRAEL ITALY JAMAICA JAPAN JORDAN
80
KZ KE KI KP KP KR KR KW KG LA LV LB LS LR LY LI LT LU MO MK MK MG MW MY MV ML MT MH MQ MR MU YT MX
KAZAKHSTAN KENYA KIRIBATI KOREA, DEMOCRATIC PEOPLE'S REPUBLIC OF DEMOCRATIC PEOPLE'S REPUBLIC OF KOREA KOREA, REPUBLIC OF REPUBLIC OF KOREA KUWAIT KYRGYZSTAN LAO PEOPLE'S DEMOCRATIC REPUBLIC LATVIA LEBANON LESOTHO LIBERIA LIBYAN ARAB JAMAHIRIYA LIECHTENSTEIN LITHUANIA LUXEMBOURG MACAO MACEDONIA, THE FORMER YUGOSLAV REPUBLIC OF THE FORMER YUGOSLAV REPUBLIC OF MACEDONIA MADAGASCAR MALAWI MALAYSIA MALDIVES MALI MALTA MARSHALL ISLANDS MARTINIQUE MAURITANIA MAURITIUS MAYOTTE MEXICO
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DOCUMENT MANAGER
FM FM MD MD MC MN MS MA MZ MM NA NR NP NL AN NC NZ NI NE NG NU NF MP NO OM PK PW PS PS PA PG PY PE
MICRONESIA, FEDERATED STATES OF FEDERATED STATES OF MICRONESIA MOLDOVA, REPUBLIC OF REPUBLIC OF MOLDOVA MONACO MONGOLIA MONTSERRAT MOROCCO MOZAMBIQUE MYANMAR NAMIBIA NAURU NEPAL NETHERLANDS NETHERLANDS ANTILLES NEW CALEDONIA NEW ZEALAND NICARAGUA NIGER NIGERIA NIUE NORFOLK ISLAND NORTHERN MARIANA ISLANDS NORWAY OMAN PAKISTAN PALAU PALESTINIAN TERRITORY, OCCUPIED OCCUPIED PALESTINIAN TERRITORY PANAMA PAPUA NEW GUINEA PARAGUAY PERU
82
PH PN PL PT PR QA RE RO RU RU RW SH KN LC PM VC WS SM ST SA SN SC SL SG SK SI SB SO ZA GS ES LK SD
PHILIPPINES PITCAIRN POLAND PORTUGAL PUERTO RICO QATAR REUNION ROMANIA RUSSIAN FEDERATION RUSSIA RWANDA SAINT HELENA SAINT KITTS AND NEVIS SAINT LUCIA SAINT PIERRE AND MIQUELON SAINT VINCENT AND THE GRENADINES SAMOA SAN MARINO SAO TOME AND PRINCIPE SAUDI ARABIA SENEGAL SEYCHELLES SIERRA LEONE SINGAPORE SLOVAKIA SLOVENIA SOLOMON ISLANDS SOMALIA SOUTH AFRICA SOUTH GEORGIA AND THE SOUTH SANDWICH ISLANDS SPAIN SRI LANKA SUDAN
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DOCUMENT MANAGER
SR SJ SZ SE CH SY TW TW TW TJ TZ TZ TH TL TG TK TO TT TN TR TM TC TV UG UA AE UM UY UZ VU VE VN VG
SURINAME SVALBARD AND JAN MAYEN SWAZILAND SWEDEN SWITZERLAND SYRIAN ARAB REPUBLIC TAIWAN, PROVINCE OF CHINA PROVINCE OF CHINA TAIWAN TAIWAN TAJIKISTAN TANZANIA, UNITED REPUBLIC OF UNITED REPUBLIC OF TANZANIA THAILAND TIMOR-LESTE TOGO TOKELAU TONGA TRINIDAD AND TOBAGO TUNISIA TURKEY TURKMENISTAN TURKS AND CAICOS ISLANDS TUVALU UGANDA UKRAINE UNITED ARAB EMIRATES UNITED STATES MINOR OUTLYING ISLANDS URUGUAY UZBEKISTAN VANUATU VENEZUELA VIET NAM VIRGIN ISLANDS, BRITISH
84
VG VI VI WF EH YE YU ZM ZW AX IM GG JE ME RS VA VA ZR TP DE NL NL AE AG AN AS AZ BA BF BH BN BU BY
BRITISH VIRGIN ISLANDS VIRGIN ISLANDS, U.S. U.S. VIRGIN ISLANDS WALLIS AND FUTUNA WESTERN SAHARA YEMEN YUGOSLAVIA ZAMBIA ZIMBABWE ALAND ISLANDS ISLE OF MAN GUERNSEY JERSEY MONTENEGRO SERBIA HOLY SEE VATICAN CITY STATE ZAIRE ORIENTAL TIMOR DEUTSCHLAND THE NETHERLANDS NETHERLANDS, THE UTD.ARAB.EMIR. ANTIGUA/BARBADS DUTCH ANTILLES SAMOA,AMERICAN ASERBAIDJAN BOSNIA-HERZ. BURKINA-FASO BHARAIN BRUNEI DAR-ES-S BURMA WHITE RUSSIA
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DOCUMENT MANAGER
CC CF CV CX CZ DO EH FK FM GB GF GQ GS HM IO IR KG KM KN KP KR LA LC LY MD MH MK MO MP PF PG PM PN
COCONUT ISLANDS CENTRAL AFR.REP CAPE VERDE IS. CHRISTMAS ISLND TSCHECHIEN DOMINICAN REP. WEST SAHARA FALKLAND ISLNDS MICRONESIA GREAT BRITAIN FRENCH GUINEA EQUATORIAL GUI. STH SANDWICH IS HEARD/MCDON.ISL BRIT.IND.OC.TER IRAN KIRGHIZSTAN COMORO IS. ST.CHR.,NEVIS NORTH KOREA SOUTH KOREA LAOS ST. LUCIA LIBYA MOLDAVIA MARSHALL ISLAND MACEDONIA MACAU NORTH MARIANA FREN.POLYNESIA PAPUA NW GUINEA ST.PIER,MIQUEL. PITCAIRN ISLNDS
86
RU RW SH SJ SK ST SY TC TJ TK TP TT TZ UM VA VC VE VG VI WF WS YD YE
RUSSIAN FED. RUANDA ST. HELENA SVALBARD SLOWAKEI S.TOME,PRINCIPE SYRIA TURKS&CAICOS IS TADJIKISTAN TOKELAU ISLANDS EAST TIMOR TRINIDAD,TOBAGO TANZANIA MINOR OUTL.INS. VATIKANSTADT ST. VINCENT VENZUELA BRIT.VIRGIN IS. US VIRGIN IS. WALLIS,FUTUNA WESTERN SAMOA SOUTH YEMEN NORTH YEMEN
Country names for Europe

Alias AF ZA AL DZ DE Country names AFGHANISTAN AFRIQUE DU SUD ALBANIE ALGERIE ALLEMAGNE
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DOCUMENT MANAGER
AD AO AI AQ AG AN SA AR AM AW AU AT AZ BS BH BD BB BY BE BZ BJ BM BT BO BA BW BV BR BN BG BF BI KY
ANDORRE ANGOLA ANGUILLA ANTARCTIQUE ANTIGUA ET BARBUDA ANTILLES NEERLANDAISES ARABIE SAOUDITE ARGENTINE ARMENIE ARUBA AUSTRALIE AUTRICHE AZERBAIDJAN BAHAMAS BAHREIN BANGLADESH BARBADE BELARUS BELGIQUE BELIZE BENIN BERMUDES BHOUTAN BOLIVIE BOSNIE-HERZEGOVINE BOTSWANA BOUVET BRESIL BRUNEI DARUSSALAM BULGARIE BURKINA FASO BURUNDI CAIMANS
88
KH CM CA CV CF CF CL CN CX CY CC CO KM CG CD CK CK KR KR KP KP CR CI HR CU DK DJ DM EG SV AE EC ER
CAMBODGE CAMEROUN CANADA CAP-VERT CENTRAFRIQUE REPUBLIQUE CENTRAFRIQUE CHILI CHINE CHRISTMAS CHYPRE COCOS COLOMBIE COMORES CONGO REPUBLIQUE DEMOCRATIQUE DU CONGO COOK ILES COOK COREE REPUBLIQUE DE COREE COREE POPULAIRE REPUBLIQUE DEMOCRATIQUE POPULAIRE DE COREE POPULAIRE COSTA RICA COTE D'IVOIRE CROATIE CUBA DANEMARK DJIBOUTI DOMINIQUE EGYPTE EL SALVADOR EMIRATS ARABES UNIS EQUATEUR ERYTHREE
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DOCUMENT MANAGER
ES EE US ET FK FO FJ FI FR GA GM GE GH GI GR GD GL GP GU GT GN GW GQ GY GF HT HM HN HK HU UM VG VI
ESPAGNE ESTONIE ETATS-UNIS ETHIOPIE FALKLAND FEROE FIDJI FINLANDE FRANCE GABON GAMBIE GEORGIE GHANA GIBRALTAR GRECE GRENADE GROENLAND GUADELOUPE GUAM GUATEMALA GUINEE GUINEE-BISSAU GUINEE EQUATORIALE GUYANA GUYANE FRANCAISE HAITI HEARD ET MC DONALD HONDURAS HONG-KONG HONGRIE ILES MINEURES DES ETATS-UNIS ILES VIERGES BRITANNIQUES ILES VIERGES DES ETATS-UNIS
90
IN ID IR IQ IE IS IL IT JM JP JO KZ KE KG KI KW LA LS LV LB LR LY LI LT LU MO MG MY MW MV ML MT MP
INDE INDONESIE IRAN IRAK IRLANDE ISLANDE ISRAEL ITALIE JAMAIQUE JAPON JORDANIE KAZAKHSTAN KENYA KIRGHIZISTAN KIRIBATI KOWEIT LAOS LESOTHO LETTONIE LIBAN LIBERIA LIBYE LIECHTENSTEIN LITUANIE LUXEMBOURG MACAO MADAGASCAR MALAISIE MALAWI MALDIVES MALI MALTE MARIANNES SEPTENTRIONALES
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DOCUMENT MANAGER
MA MH MQ MU MR YT MX FM MD MC MN MS MZ MM NA NR NP NI NE NG NU NF NO NC NZ IO OM UG UZ PK PW PA PG
MAROC MARSHALL MARTINIQUE MAURICE MAURITANIE MAYOTTE MEXIQUE MICRONESIE MOLDAVIE MONACO MONGOLIE MONTSERRAT MOZAMBIQUE MYANMAR NAMIBIE NAURU NEPAL NICARAGUA NIGER NIGERIA NIOUE NORFOLK NORVEGE NOUVELLE-CALEDONIE NOUVELLE-ZELANDE OCEAN INDIEN OMAN OUGANDA OUZBEKISTAN PAKISTAN PALAU PANAMA PAPOUASIE-NOUVELLE-GUINEE
92
PY NL NL PE PH PN PL PF PR PT QA SK CZ DO RE RO GB GB GB GB GB GB RU RW EH KN SM PM VC SH LC SB WS
PARAGUAY PAYS-BAS PAYS BAS PEROU PHILIPPINES PITCAIRN POLOGNE POLYNESIE FRANCAISE PORTO RICO PORTUGAL QATAR REPUBLIQUE SLOVAQUE REPUBLIQUE TCHEQUE REPUBLIQUE DOMINICAINE REUNION ROUMANIE ROYAUME-UNI GRANDE BRETAGNE ANGLETERRE PAYS DE GALLES ECOSSE IRLANDE DU NORD RUSSIE RWANDA SAHARA OCCIDENTAL SAINT-KITTS-ET-NEVIS SAINT-MARIN SAINT-PIERRE-ET-MIQUELON SAINT-VINCENT-ET-LES-GRENADINES SAINTE-HELENE SAINTE-LUCIE SALOMON SAMOA
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DOCUMENT MANAGER
AS ST SN SC SL SG SI SO SD LK SE CH SR SJ SZ SY TJ TW TZ TD TF TH TP TG TK TO TT TN TM TC TR TV UA
SAMOA AMERICAINES SAO TOME-ET-PRINCIPE SENEGAL SEYCHELLES SIERRA LEONE SINGAPOUR SLOVENIE SOMALIE SOUDAN SRI LANKA SUEDE SUISSE SURINAME SVALBARD ET ILE JAN MAYEN SWAZILAND SYRIE TADJIKISTAN TAIWAN TANZANIE TCHAD TERRES AUSTRALES FRANCAISES THAILANDE TIMOR ORIENTAL TOGO TOKELAOU TONGA TRINITE-ET-TOBAGO TUNISIE TURKMENISTAN TURKS ET CAIQUES TURQUIE TUVALU UKRAINE
94
UY VU VA VE VN WF YE YU ZR ZM ZW AX AX GG JE IM IM GS ME RS MK MK NU PS TL BV CC CC CF CX FK FK FM
URUGUAY VANUATU VATICAN VENEZUELA VIETNAM WALLIS ET FUTUNA YEMEN YOUGOSLAVIE ZAIRE ZAMBIE ZIMBABWE ALAND ILES ALAND GUERNESEY JERSEY MAN ILE DE MAN GEORGIE DU SUD ET LES ILES SANDWICH DU SUD MONTENEGRO SERBIE MACEDOINE L'EX-REPUBLIQUE YOUGOSLAVE DE MACEDOINE NIUE TERRITOIRE PALESTINIEN OCCUPE TIMOR-LESTE ILE BOUVET ILES COCOS ILES COCOS (KEELING) REPUBLIQUE CENTRAFRICAINE ILE CHRISTMAS ILES FALKLAND ILES FALKLAND (MALVINAS) ETATS FEDERES DE MICRONESIE
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DOCUMENT MANAGER
FO HM IO IQ IR KY LA MD MH MP MP MP NF PW RU SB SK SY TC TC TC TK TZ UM VA VA AE AG AN AS BA BB BN
ILES FEROE ILE HEARD ET ILES MCDONALD TERRITOIRE BRITANNIQUE DE L'OCEAN INDIEN IRAQ REPUBLIQUE ISLAMIQUE D'IRAN ILES CAIMANS REPUBLIQUE DEMOCRATIQUE POPULAIRE LAO REPUBLIQUE DE MOLDAVIE ILES MARSHALL ILES MARIANNES DU NORD MARIANNES DU NORD ILES MARIANNES SEPTENTRIONALES ILE NORFOLK PALAOS FEDERATION DE RUSSIE ILES SALOMON SLOVAQUIE REPUBLIQUE ARABE SYRIENNE ILES TURKS ET CAIQUES TURQUES ET CAIQUES ILES TURQUES ET CAIQUES TOKELAU REPUBLIQUE-UNIE DE TANZANIE ILES MINEURES ELOIGNEES DES ETATS-UNIS SAINT-SIEGE ETAT DE LA CITE DU VATICAN EMIR.ARAB.UNIS ANTIGUA/BARBUDA ANTILLES NEERL. SAMOA, AMERIC. BOSNIE-HERZEG. BARBADES BRUNEI DARUSSAL
96
BU BV BY CF CX CZ DM DO EH FK GQ GS GW GY HK IN KG KN KP KR LC MP MU NC NF NU NZ PF PG PM PW RU SJ
BIRMANIE ILES BOUVET BIELORUSSIE REP. CENTRAFR. CHRISTMAS I. REP. TCHEQUE LA DOMINIQUE REP.DOMINICAINE SAHARA OCC. MALOUINES GUINEE EQUATOR. IL. SANDWICH S. GUINEE-BISSAO GUYANE HONG KONG INDE + SIKKIM KIRGHIZTAN ST.CHR.,NEVIS COREE DU NORD COREE DU SUD ST. LUCIE I. MARIANNES N. ILE MAURICE N.CALEDONIE ILES NORFOLK ILES NIUE N. ZELANDE POLYNESIE FRAN. PAP.NOUV.GUINEE ST.PIERRE,MIQU. PALAUAN FED. RUSSE SVALBARD
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DOCUMENT MANAGER
ST TC TF TH TT UM US VC VG VI WF WS YE YD
S.TOME-ET-PRINC TURKS & CAICOS TERR.MERID. FR. THAILAND TRINIDAD,TOBAGO ILES MINOR OUTL USA ST. VINCENT I. VIERGES BRIT I. VIERGES AMER WALLIS,FUTUNA SAMOA OCCIDENT. YEMEN DU NORD YEMEN DU SUD
Mailing services
When submitting documents to be mailed, you can choose among different mailing services (i.e., stamp types). The choices available depend on the country from where you submit mail. Here are the mailing services available for each country or area, together with the maximum package weight and information about delivery time. Country/A rea United States Rate First-Class Mail (default value) Description Normal postage rate, normal service. Max. weight: 13 ounces (standard letters). Priority Mail (default value) First-Class Mail Normal postage rate, normal service Economic postage rate, slow service (i.e. "Ecopli" French postal rate). Maximum weight: 250g Secured registered mail Secured registered mail with an acknowledgement of receipt Normal service, normal postage rate
France
Registered mail * Registered with acknowledgement of receipt * Australia First-Class Mail (default value)
* For these French Registered mail stamp types:
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! ! !
The acknowledgement of receipt is sent to the sender address. The sender address is checked before the letter is sent. See Address formats for France for details on accepted address formats. The reference number of the registered mail is returned in the job status field in the queues. When it comes to registered mail, you may choose between R1, R2 and R3 rates, depending on how you wish to insure your mail.
For more information on the French Registered mail items, visit http://laposte.fr. Note For additional stamp types, such as Post Impact and Ecopli en nombre, contact us for more information. See also Address formats (page 72) Envelope size (page 99)
Envelope size
Test Here are the envelope sizes available depending on the country from where you submit mail, together with the maximum number of sheets these envelopes can contain. Country/Area Envelope size Max. nb. of sheets per envelope
USA
#10 (1-10 sheets) Two windows Documents are tri folded 4.25"x9"
10
6x9 in (1-13 sheets) Two windows Documents are bi folded 6"x9"
13
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DOCUMENT MANAGER
9x12 in (1-70 sheets) One big window (for sender and recipient) Documents are not folded 9"x12"
70
France
Small (tri folded) One window Documents are tri folded C6/C5 format (114x229 mm)
Small with two windows (tri folded) Two windows Documents are tri folded 114x229 mm
Flat One window Documents are not folded C4 format (229x324 mm)
99
Australia
Small (tri folded) One window Documents are tri folded Format (120x235)
100
Flat One window Documents are not folded C4 format (230x322 mm)
60
Warning Be aware that a bigger format than the one specified at submission may eventually be used if the document exceeds the maximum number of sheets that the specified envelope can contain. For example, if you submit a PDF document of seven sheets from France while asking for a small envelope with two windows to be used (containing only 6 sheet), a large envelope with only one window will be used instead. See also Mailing services (page 98)
Manually inserting the sender address

When you send mail, you can choose to: ! ! Let Document Manager automatically insert your address at the top of the first page of your document. Insert your own information directly on your document.
Automatic insertion of the sender address

By default, the sender address is inserted automatically as the Print sender address box checked in the mail options page. Document Manager computes the sender's address from the data found in your personal information (its content is visible underneath this option in the Sender Address text box where you can modify it if needed). The address will be formatted, and the zone in which the address will be printed is cleared before the operation, meaning you shouldn't write anything in this area. The recipient address will also be inserted the same way. The example below is based on the document template we provide.
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DOCUMENT MANAGER
Manual insertion of the sender's address

To use this option, uncheck the Print sender address in the mail options page. Even if automatic insertion of the sender address lets you focus on the document content, you may want to write the sender's address by yourself and avoid it being overwritten. By doing so, you can use your company logo which will appear in the top window of the envelope instead of a basic formatting of your address. The example below is based on the document template we provide.
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Important 1 If you use envelopes with double windows in Europe, remember that above 6 pages, a large envelope will automatically be used, and the large envelopes do not have two windows. Important 2 Remember that you cannot customize the sender address block when using an address page. See also Templates for mail submission (page 68) Mail options (page 68)
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DOCUMENT MANAGER
Inserting an address page

When sending mail, select the Address page option to add a blank sheet on which the address of the recipient and the address of the sender (if you are using envelopes with double windows) will be printed. This page will be invoiced in addition to the other pages. This page is useful if you don't want to use reserved areas on the first page of your document. You can avoid using this option by: ! Reserving the required areas on the first page of your documents to allow for printing the addresses directly on this page. The reserved areas to define depend on the country from where you submit mail. For details, refer to Page setup constraints for mail. Adding a page to your document on which you create reserved areas for the addresses (like an introduction letter for example).
See also Sending mail with Document Manager Mail parameters
Duplex printing
The duplex printing option allows printing documents on both sides.
What you need to know to use the duplex printing option

The duplex printing option is applied on a per-letter basis. All sheets of paper in the letter will be printed on both sides, even if the package contains several documents. If you attach several documents to the letter, the paper will be printed on both sides from the first page of the first document attached to the last page of the last document attached, with no blank page between documents. For example, if you attach two documents containing one page, the second document will be printed on the back side of the first document. If you are interested in the duplex printed option, you have to take this element into consideration when creating your documents. You have to insert blank pages where needed when preparing your documents. If you want the first page of a given document to be printed on the first side of a sheet and not on the back side of the previous sheet, you may need to insert a blank page at the end of the preceding document.
Advanced
Printing documents on both sides is done by flipping the page on the long edge of the paper, like a book:
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Portrait:
Landscape:
If you want to read the landscape pages by flipping the page on the short edge (for example, to make up a threesided document in landscape, i.e. folded in three), you must rotate the page in the source document (if in PDF or image format), so that the page is printed in the proper side for reading. Flip the second page in your source document:
Once printed, you can read it by flipping the page on the short edge:
See also Mail options Sending mail with Document Manager
Deferring the delivery

When you submit a message, you can choose to defer the date of transmission in the Send date field. By default, the value of this field is Immediately, meaning the message will be processed as soon as possible. However, you can defer the date by selecting different values in the Send date drop-down list. Note Deferring a message does not guarantee it will be sent at the exact time you chose. This will usually be the case, although times may vary slightly depending on the load of the sending platform at the chosen date and time.
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DOCUMENT MANAGER
Common deferring times

We provide the following frequently used deferring times: which are Today, Tomorrow, In two days and Next Week. Selecting this option will display a second drop-down list next to the first enabling you to select the time at which the message will be processed (in steps of half an hour). For example, you can choose to send an email tomorrow at 7.
Custom deferring
If the common deferring dates and time we provide do not match your needs, you can specify the precise date at which your message should be sent. To do so, select the Customize option in the Send date drop-down list. In the window that pops up containing a calendar, click the date of your choice. You can change the month by clicking on the left and right arrows at the top of the calendar. Once you have selected your date, click OK to validate your choice, or click Cancel. Then select the time at which your message should be processed in the drop-down list next to the Send date list. Note When deferring mail submission, the time you set corresponds to the time at which your mail will be printed and put in an envelope. It will then be sent as soon as possible using standard mail services. See also Fax options (page 51) Mail options (page 68) Email options (page 116) SMS message options (page 110)
Mail preview
Before submitting a document to be mailed, you can check that this document will be correctly printed according to your needs: For this, click Preview on the Mail parameters page. If necessary, change your transmission options configuration and source document page setup until you to get the desired printed document preview. Troubleshooting If you obtain an error of type Internet Explorer cannot display the web page, check that Adobe Acrobat Reader is installed on your machine and check with your system administrator that it is also installed on the server hosting the Esker Document Manager, as required.
What you can check in the mail preview

The mail preview lets you see your documents as they will be physically printed and sent to the postal service. If you have selected the Address page option, this page is displayed as the first page of the document. In the preview, you can: ! ! Check that the reserved areas (recipient's address and bar code) do not overwrite your document Check the margins and the global page setup of the whole document. If you have specified several documents and asked for duplex printing, check the final document presentation. If you want to separate the different documents attached with a blank page, you need to add blank pages where needed in your source documents and to resubmit them. Check the number of pages
106
Adding recipients
Adding recipients
Removing recipients

You can add a list of recipients in the table. The major advantage to this action is that you can paste the contents of a file, a CSV file for example, that already contains a list of recipients you wish to include. To add a list, click the New list link at the bottom of the table and type or paste the list of recipients to be added. Please see below for important information on the formatting of the list. Click Insert to add the contents to the current recipients.
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DOCUMENT MANAGER
Once you have added a list, it will appear (such as shown in the example above) as a link: "+ Inserted List". Click the + to expand the list of contents in the table. List samples These sample are based on email recipients, the same structure applies to any other media. Sample 1 smith@company.com;SMITH barabara@none.com tony@super.net;BORG Sample 2 "smith@company.com";"SMITH" barabara@none.com tony@super.net;"BORG" Sample 3 smith@company.com;SMITH barabara@none.com,JACKSON tony@super.net;BORG The sample above is not valid because there are two different types of separator used (the comma and the semi-colon). Here what should have been written: smith@company.com;SMITH barabara@none.com;JACKSON tony@super.net;BORG
Format requirements
! !
108


Custom deferring
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DOCUMENT MANAGER
Sending SMS messages with Document Manager

Document Manager can be used to: ! ! ! Select recipients directly from the address book, and to use views to make custom selections. Defer the date and time of transmission of your SMS messages and prepare your submissions in advance Track and manage the SMS messages you have sent.
To submit SMS messages

1. 2. 3. Click Send an SMS in the Home tab. Fill in the SMS parameters (recipients, subject,etc.) Click Send.
To track SMS messages you sent

Once you submitted your SMS messages, you have two options for tracking them in Document Manager: ! ! To track the job, open the Jobs tab which will display the global status of your submission. To track each SMS individually , open the Messages tab which will give you more detailed information on each SMS you have sent.
See also What are jobs and messages in Document Manager? (page 147)
SMS message options

How to access SMS parameters page Click the Home tab at the top left of the interface, then click Send an SMS. This page is a form you must complete in order to set the parameters of the SMS you wish to send. Once you are sure you want to send the SMS, click the Send button to send the SMS. You will then be redirected to the Jobs tab to track the SMS you have just sent. You can cancel the submission by clicking the Cancel button. In this case, nothing will be saved and you will go back to the Home tab.
Recipients
Here you can either manually enter a recipient's phone number or select contacts in your address book.
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! ! ! !
Manually entering a recipient: type the phone number and the name (not required) of the SMS recipient in the Mobile phone number and the Name fields. Adding recipients from the address book: click the Address book... link to add one or more recipients to the list of recipients. Please refer to Selecting recipients in your address book for more information. Adding a recipient: click the New recipient to add a new entry to the list of recipients. Removing a recipient: click Delete on the corresponding line (you will not be prompted for confirmation)
You can also add lists of recipients at the same time in CSV format by clicking the New list... link, which is particularly useful if you already have a list of recipients in another software program and do not want to import them into your address book. For more details on adding recipients using the Document Manager's interface please refer to Adding recipients.
Properties
Subject Enter the Subject of your SMS. This name will help you track your messages in the Jobs tab. Message Enter the content of your SMS message. This field is limited to 160 characters. Send date By default your messages will be sent immediately. However, you can choose to defer the transmission to a later date and time. Select the date and, if you wish, the time at which the SMS messages should be sent in the dropdown lists. By selecting -customize-, you will have access to a complete calendar allowing you to select a precise date. Please refer to Selecting a deferring date for more details. Sender notification This option lets you decide if, and in which case, you should be notified. You can choose between the following options: ! ! ! ! On failure Never Always On success
You will be notified by email via the address provided in your Personal information page.
Adding recipients
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Adding recipients
Removing recipients

You can add a list of recipients in the table. The major advantage to this action is that you can paste the contents of a file, a CSV file for example, that already contains a list of recipients you wish to include. To add a list, click the New list link at the bottom of the table and type or paste the list of recipients to be added. Please see below for important information on the formatting of the list. Click Insert to add the contents to the current recipients. Once you have added a list, it will appear (such as shown in the example above) as a link: "+ Inserted List". Click the + to expand the list of contents in the table. List samples These sample are based on email recipients, the same structure applies to any other media. Sample 1 smith@company.com;SMITH barabara@none.com tony@super.net;BORG Sample 2 "smith@company.com";"SMITH" barabara@none.com tony@super.net;"BORG" Sample 3
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smith@company.com;SMITH barabara@none.com,JACKSON tony@super.net;BORG The sample above is not valid because there are two different types of separator used (the comma and the semi-colon). Here what should have been written: smith@company.com;SMITH barabara@none.com;JACKSON tony@super.net;BORG
Format requirements
! !
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Custom deferring
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Sending emails with Document Manager

Document Manager lets you: ! ! ! ! Select recipients directly from the address book, and use views to make custom selections. Defer the date and time of transmission, and prepare your mailings in advance Convert your attachments to PDF or HTML format to increase your message compatibility with other systems. Track and manage the emails you have sent.
To submit emails
1. 2. 3. Click Send an email in the Home tab. Fill the email parameters (recipients, subject,etc.) Click Send.
To track emails
Once you have submitted your email(s), you have two options for tracking them in Document Manager: ! ! To track the job, open the Jobs tab which will display the global status of your submission. To track each email individually, open the Messages tab which will give you more detailed information.
Email options
How to access the email parameters page Click the Home tab at the top left of the interface, then click Send an email (to one or more recipients). This page is a form you must fill in order to set the parameters of the email you want to send. Once you have filled in all the fields, click the Send button to validate the submission. You will then be redirected to the Jobs tab to track the email you have just sent. You can cancel the submission by clicking the Cancel button. In this case, nothing will be saved, and you will go back to the Home tab.
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Recipients
Recipients Here, you can either manually enter a recipient's email or select contacts in your address book. ! ! ! ! Manually entering a recipient: type the email and the name (not required) of the recipient in the Email and the Name fields. Adding recipients from the address book: click the Address book... link to add one or more recipients to the list of recipients. Please refer to Selecting recipients in your address book for more information. Adding a new recipient: click the New recipient to add a new entry to the list of recipients. Removing a recipient: click Delete on the corresponding line (you will not be prompted for confirmation)
You can also add lists of recipients in CSV format by clicking the New list... link, which is particularly useful if you already have a list of recipients in another software program and do not wish to import them into your address book. For more details on adding recipients using the Document Manager interface please refer to Adding recipients.
Properties
Subject Enter the subject of your email. This name will help you track you messages in the Jobs tab. This field will appear as the subject of your email. Message Enter the content of your message. Send date By default your email(s) will be sent immediately. However, you can choose to defer the transmission to a later date and time. Select the date and, if you wish, the time at which the email(s) should be sent in the drop-down lists. By selecting -customize-, you will have access to a complete calendar allowing you to select a precise date. Please refer to Selecting a deferring date for more details. Sender notification This option lets you decide if, and in which case, you should be notified. You can choose between the following options: ! ! ! ! On failure Never Always On success
You will be notified by email, via the address provided in your Personal information page.
Attachment formats This option lets you decide whether your attachments should be converted, and in this case in which format. Choose between No conversion, Convert to PDF format and Convert to HTML format depending on what you want to do. Please read the Attachment conversion for email topic for more information on available formats. Managing attachments ! Attachments are any kind of file that will be transmitted with the email to your recipients. You can attach up to 5 files with a maximum volume of 10MB each. Only the following formats are accepted: PDF, DOC, DOCX, DOCM, XLS, XLSX, XLSM, PPT, PPTX, PPS, PPSX, TXT, TIF.
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To add an attachment, type the local path of the file in the Select a file field and then click the Add button. You can use the Browse button to help you find your file on your disk. Once you have added at least one attachment, it will be displayed in a list above. To remove an attachment: Click the Delete link in the Action column of the corresponding line. You will not be prompted for confirmation. To modify the order of the attachments: Use the Up and Down links in the Action column of an attachment to move it up or down in the list. The top attachment in the list will correspond to the first attachment for your recipients.
! !
Adding recipients
Adding recipients
Removing recipients
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You can add a list of recipients in the table. The major advantage to this action is that you can paste the contents of a file, a CSV file for example, that already contains a list of recipients you wish to include. To add a list, click the New list link at the bottom of the table and type or paste the list of recipients to be added. Please see below for important information on the formatting of the list. Click Insert to add the contents to the current recipients. Once you have added a list, it will appear (such as shown in the example above) as a link: "+ Inserted List". Click the + to expand the list of contents in the table. List samples These sample are based on email recipients, the same structure applies to any other media. Sample 1 smith@company.com;SMITH barabara@none.com tony@super.net;BORG Sample 2 "smith@company.com";"SMITH" barabara@none.com tony@super.net;"BORG" Sample 3 smith@company.com;SMITH barabara@none.com,JACKSON tony@super.net;BORG The sample above is not valid because there are two different types of separator used (the comma and the semi-colon). Here what should have been written: smith@company.com;SMITH barabara@none.com;JACKSON tony@super.net;BORG
Format requirements
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! !




On the left of each line corresponding to a contact, a user, a folder or a list, you will find a checkbox. Check each one you wish to add to the selection, then click the Select button to validate. If your views display more than one page of
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contacts, you can browse them using the First Page, Previous Page and Next page links next to the table (see the note for more information on the impact browsing may have on the selection). The selection may differ depending on the types of item you checked in the list : ! ! ! User: the single user will be added to the selection. Contact: the single contact will be added to the selection. List: every contact in the list will be added to the selection. When your are making a selection to send a document, the contact will be ignored if the required fields for the contact have not been filled in (such as Email address when sending an email). Folder: every contact in the folder will be included into the selection. If there are subfolders, every contact within these subfolders will also be included.


Custom deferring
If the common deferring dates and time we provide do not match your needs, you can specify the precise date at which your message should be sent. To do so, select the Customize option in the Send date drop-down list. In the window that pops up containing a calendar, click the date of your choice. You can change the month by clicking on
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the left and right arrows at the top of the calendar. Once you have selected your date, click OK to validate your choice, or click Cancel. Then select the time at which your message should be processed in the drop-down list next to the Send date list. Note When deferring mail submission, the time you set corresponds to the time at which your mail will be printed and put in an envelope. It will then be sent as soon as possible using standard mail services. See also Fax options (page 51) Mail options (page 68) Email options (page 116) SMS message options (page 110)
Converting email attachments

When sending an email, you can convert your attachments into PDF or HTML formats. If some of your attachments cannot be converted because the associated converter is not configured on the server then they will be sent as is.
Converting attachments into PDF format

PDF is a highly portable file format that guarantees you that your recipients will be able to read the document. Select the Convert to PDF format option to convert your attachments into PDF format. The following formats can be converted into PDF: ! .DOC: Microsoft Word document (.doc, .docx, .docm). This requires Microsoft Word or at least Microsoft Word viewers to be installed on the server. (To convert Word 2007 documents especially, Microsoft Word 2007 is required on the server). Administrators can find more information in Microsoft Word to HTML/TIFF/PDF/Printer in the Administration documentation in the administration guide. .XLS: Microsoft Excel document (.xls, .xlsx, .xlsm). This requires Microsoft Excel or at least Microsoft Excel viewers to be installed on the server. (To convert Excel 2007 documents especially, Microsoft Excel 2007 is required on the server). Administrators can find more information in Microsoft Excel to HTML/TIFF/PDF/Printer in the Administration documentation in the administration guide. .PPT: Microsoft Powerpoint document (.ppt, .pptx, .pps, .ppsx). This requires that Microsoft Powerpoint is installed on the server and that the Windows Application converter is configured to convert Powerpoint files. Administrators can find more information Windows application to TIFF/PDF/Printer converter in the Administration documentation in the administration guide. .TXT: Raw text .TIF: Tagged Image File Format
! !
Converting attachments into HTML format

HTML format is also highly portable, but you must be very careful when converting documents to HTML as formatting depends on the original format and is thus not always correctly interpreted. We advise you use the Preview button at the bottom of the page to check if the result matches your requirements. Select the Convert to HTML format option to convert your attachments into HTML format. The following file formats can be converted into HTML format: ! .PDF: Portable Document Format
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.DOC: Microsoft Word document (.doc, .docx, .docm). See Converting Word documents into HTML format for tips and a sample. This requires Microsoft Word or at least Microsoft Word viewers to be installed on the server. (To convert Word 2007 documents especially, Microsoft Word 2007 is required on the server). Administrators can find more information in Microsoft Word to HTML/TIFF/PDF/Printer in the Administration documentation in the administration guide. .XLS: Microsoft Excel document (.xls, .xlsx, .xlsm). This requires Microsoft Excel or at least Microsoft Excel viewers to be installed on the server. (To convert Excel 2007 documents especially, Microsoft Excel 2007 is required on the server). Administrators can find more information in Microsoft Excel to HTML/TIFF/PDF/Printer in the Administration documentation in the administration guide. .PPT: Microsoft Powerpoint document (.ppt, .pptx, .pps, .ppsx). This requires that Microsoft Powerpoint is installed on the server and that the Windows Application converter is configured to convert Powerpoint files. Administrators can find more information Windows application to TIFF/PDF/Printer converter in the Administration documentation in the administration guide. .TXT: Raw text .TIF: Tagged Image File Format
! !
See also Email options (page 116)
Converting Word documents into HTML format

When converting attached files from Word format into HTML format, the result is not always equivalent or close to what is displayed in Microsoft Word because conversion of a Word file into the HTML format does not necessarily preserve the layout of the original document.
View your Word file in HTML

To ensure that the email in HTML format built from a Word file is correct, do the following: ! ! In Microsoft Word, save the Word file in HTML format. To do so, click File > Save as, select Web Page from the Save as type drop-down box, then click Save. Open the document you have just saved in your usual web browser to check whether the result matches your objectives. Note The HTML email appearance may differ depending on the email system used to read the email.
Formatting tips
The following tricks will help you to produce a correct HTML email that keeps its original appearance: ! ! ! ! Avoid using Microsoft Word styles. Apply the font, size or attributes directly to the text. Use standard fonts Use arrays to structure your document. Do not use tabs. To insert pictures, select the Insert > Picture > From File option
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! ! !
Do not resize pictures Use the Format > Paragraph option to define spaces between text parts. Do not insert blank lines and do not use cell alignment Define a background color to ensure that the final email color will be the one you have chosen whatever the email system configuration is
You can download a sample Microsoft Word 97-2003 Document that can be used to send HTML emails. This sample follows the tips listed above.
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SENDING MESSAGES USING THE RECIPIENTS' PREFERRED DELIVERY METHOD WITH DOCUMENT MANAGER
Sending messages using the recipients' preferred delivery method with Document Manager
Document Manager lets you send a document to recipients using their preferred delivery method. In this case, your original message will be automatically converted to a fax message, an email message, an SMS message or a printed document depending on each recipient's preference. This way, you don't have to worry about the format in which you want to send the message, and the recipient will receive your message via his own preferred delivery method. There are four delivery methods available: fax, email, SMS and mail. This submission form lets you define parameters for each of them. These parameters will then be applied when the documents are sent. Example: John has created a subscription list to which 50 contacts have subscribed. When they subscribed, they chose a preferred delivery method. 20 of them chose email as preferred delivery method, 10 of them mail, and the final 20 fax. John wants to send a document to the contacts on this subscription list. To do so, he clicks Send a message using the recipients' favorite delivery method in the home page. He opens the address book and selects the corresponding subscription list in his contacts address book. They are then added to the list of recipients. In the Email specific properties he selects Convert to PDF, and in the Fax specific properties section he selects the default cover page. He leaves the rest as is. Here is what will happen when he clicks the Send button: The 20 contacts who have chosen email as preferred delivery method will receive the document converted to PDF format by email. The 10 contacts who have chosen mail as preferred delivery method will receive the document by standard mail. The 20 contacts who have chosen fax as preferred delivery method will receive the document by fax with the default cover page. Note If the recipient to whom your are sending a document via this submission form does not have any preferred delivery method defined in his properties, then he will be removed from the list of recipients, and you will be warned after trying to select him. If some recipients have selected SMS as their preferred delivery method, only the message will be sent and not the attachments. If the message is empty, then the first text attachment will be sent. If no message is found, or if any of the found message is longer than 160 characters, the message will not be sent.
Submission
To send a message using the recipient's favorite delivery method: 1. 2. 3. Click Send a message using the recipients' favorite delivery method in the Home tab. If this link does not appear, ask your administrator to add it in your profile. Fill the message parameters (recipients, subject,etc.) Click Send.
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Tracking
Once you have clicked Send, Document Manager will create the requested messages for you (fax, email, SMS, mail) and send them. This will create one job and as many messages as there are recipients. ! ! To track the job, open the Jobs tab which will display the global status of your submission. To track each message individually (one for each recipient), open the Messages tab which will provide you with more detailed information.
Preferred form
How to access the Message parameters (using the recipients' preferred delivery method)parameters pageClick the Home tab at the top left of the interface, then click Send a message using the recipients' favorite delivery method. This page is a form you must fill in to set the parameters of the messages you wish to send using the preferred delivery method of the recipients. Once you have filled in all the fields, click the Send button to validate the submission. You will then be redirected to the Jobs tab to track the messages you have just sent. You can cancel the submission by clicking the Cancel button. In this case, nothing will be saved, and you will go back to the Home tab.
Recipients
Recipients You must select the recipients in the address book. ! ! ! Adding recipients from the address book: click the Address book... link to add one or more recipients to the list of recipients. Please refer to Selecting recipients in your address book for more information. Adding a new recipient: click the New recipient to add a new entry to the list of recipients. Removing a recipient: click Delete on the corresponding line (you will not be prompted for confirmation)
You can also add lists of recipients in CSV format by clicking the New list... link, which is particularly useful if you already have a list of recipients in another software program and do not wish to import them into your address book. For more details about adding recipients using Document Manager's interface please refer to Adding recipients.
Properties
Subject Enter a name for your job. This name will help you track you messages in the Jobs tab. This field will appear as the subject of your email. Message Enter the content of your message. Send date By default your email(s) will be sent immediately. However, you can choose to defer the transmission to a later date and time. Select the date and, if you wish,the time at which the email(s) should be sent in the drop-down lists. By 126
selecting -customize-, you will have access to a complete calendar allowing you to select a precise date. Please refer to Selecting a deferring date for more details. Sender notification This option lets you decide if, and in which case, you should be notified. You can choose between the following options: ! ! ! ! On failure Never Always On success
You will be notified by email, via the address provided in your Personal information page. Managing attachments ! ! Attachments are any kind of file that will be transmitted with the email to your recipients. You can attach up to 5 files with a maximum volume of 10MB each. To add an attachment, type the local path of the file in the Select a file field and then click the Add button. You can use the Browse button to help you find your file on your disk. Once you have added at least one attachment, it will be displayed in a list above. To remove an attachment: Click the Delete link in the Action column of the corresponding line. You will not be prompted for confirmation. To modify the order of the attachments: Use the Up and Down links in the Action column of an attachment to move it up or down in the list. The top attachment in the list will correspond to the first attachment for your recipients.
! !
Email specific properties

This section only concerns the messages that will be sent to recipients who have chosen email as preferred delivery method. Refer to Email options for more information on the available options.
Attachment formats This option lets you decide whether your attachments should be converted, and in this case into which format. Choose between No conversion, Convert to PDF format and Convert to HTML format depending on what you want to do. Please read the Attachment conversion for email topic for more information on available formats Only the attachments in the following formats will be converted: PDF, DOC, DOCX, DOCM, XLS, XLSX, XLSM, PPT, PPTX, PPS, PPSX, TXT, TIF. Any other file format will be ignored by the converter (they will still be sent in their original format though).
Fax specific properties

This section only concerns the messages that will be sent to recipients who have chosen fax as preferred delivery method. Refer to Fax options for more information on the available options. Cover page Select a cover page for your fax if you want to use one. A cover page is a customizable template on which the information you enter on this page will appear when the fax is sent. For example, you can place the subject, the message and the current date to appear next to the logo of your company. See Cover pages overview to learn how to create and manage cover pages for your faxes.
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Mail specific properties

You need to define the options that will be applied to documents sent by mail. Refer to Mail options for more information on the available options. Envelope size Choose the envelope format to be used when sending your document. Refer to Envelope size for more information. Address page Used to insert a blank page containing the address alone at the beginning of your document. This feature means that you do not have to worry about page setup constraint in your document. Click here to learn more about inserting an address page Select the Address page option to add a blank sheet on which the address of the recipient will be printed. This page will be invoiced in addition to the other pages. This page is useful if you don't want to use reserved areas on the first page of your document. You can avoid using this option by: ! reserving the required areas on the first page of your documents to allow for printing the addresses directly on this page. The reserved areas to define depend on the country from where you submit mail. For details, refer to Page setup constraints for mail. adding a page to your document on which you create a reserved area for the address (like an introduction letter for example).
Duplex printing The duplex printing option is used to print documents on both sides of the pages. Click here to learn more about Duplex printing. Color By selecting this option, your whole document will be printed in color. Click here for more information about printing your document in color If you choose the color printing option for your mail, all pages of the package will be treated in color, which means that if the address page option is selected, this page will be invoiced at the same price as the subsequent color pages. Warning If your logo is in color and the rest of your document is in black and white, you must select the color printing option.
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Custom deferring

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! !

HTML format is also highly portable, but you must be very careful when converting documents to HTML as formatting depends on the original format and is thus not always correctly interpreted. We advise you use the Preview button at the bottom of the page to check if the result matches your requirements. Select the Convert to HTML format option to convert your attachments into HTML format. The following file formats can be converted into HTML format: ! ! .PDF: Portable Document Format .DOC: Microsoft Word document (.doc, .docx, .docm). See Converting Word documents into HTML format for tips and a sample. This requires Microsoft Word or at least Microsoft Word viewers to be installed on the server. (To convert Word 2007 documents especially, Microsoft Word 2007 is required on the server). Administrators can find more information in Microsoft Word to HTML/TIFF/PDF/Printer in the Administration documentation in the administration guide. .XLS: Microsoft Excel document (.xls, .xlsx, .xlsm). This requires Microsoft Excel or at least Microsoft Excel viewers to be installed on the server. (To convert Excel 2007 documents especially, Microsoft Excel 2007 is required on the server). Administrators can find more information in Microsoft Excel to HTML/TIFF/PDF/Printer in the Administration documentation in the administration guide. .PPT: Microsoft Powerpoint document (.ppt, .pptx, .pps, .ppsx). This requires that Microsoft Powerpoint is installed on the server and that the Windows Application converter is configured to convert Powerpoint files. Administrators can find more information Windows application to TIFF/PDF/Printer converter in the Administration documentation in the administration guide. .TXT: Raw text .TIF: Tagged Image File Format
! !
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Custom submission forms overview

How to access custom submission formsClick the Home tab at the top left of the interface. In the Send document section, click any link which is not provided by default. (See Sending documents overview for a list of default forms) A custom submission form is a submission form that has been created by an administrator. It allows the administrator to offer his users a completely customized submission page in which only relevant fields will appear. Any type of delivery method (mail, email, SMS, etc.) as well as any type of field (text, date, etc.) may be available on this type of form since the administrator is completely free to design it as he sees fit. Here is an example of a custom submission form used to request discounts on orders:
The most common fields and buttons that may appear in custom submission forms are:
Recipients
This field lets you add recipients manually or from your address books. See Adding recipients for more details.
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Common buttons
At the bottom of the page it is most likely you will find the Send and the Cancel button, respectively allowing you to validate your submission and be redirected to the Jobs tab or to cancel it and redirect you to the Home tab. You may also see a Preview button that allows you to check the request that you are about to submit.
Job name/Subject
Enter a name for your job, so that you can track it more easily in the Jobs tab and the Messages tab.
Message
This field is used to enter a short message associated with your job.
Attachments
! ! Your administrator is responsible for choosing the attachment file format, the maximum size for each attachment and the maximum number of attachments. To add an attachment, type the local path of the file in the Select a file field and then click the Add button. You can use the Browse button to help you find your file on your disk. Once you have added at least one attachment, it will be displayed in a list above. To remove an attachment: Click the Delete link in the Action column of the corresponding line. You will not be prompted for confirmation. To modify the order of the attachments: Use the Up and Down links in the Action column of an attachment to move it up or down in the list. The top attachment in the list will correspond to the first attachment for your recipients.
! !
Adding recipients
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Adding recipients
Removing recipients

You can add a list of recipients in the table. The major advantage to this action is that you can paste the contents of a file, a CSV file for example, that already contains a list of recipients you wish to include. To add a list, click the New list link at the bottom of the table and type or paste the list of recipients to be added. Please see below for important information on the formatting of the list. Click Insert to add the contents to the current recipients. Once you have added a list, it will appear (such as shown in the example above) as a link: "+ Inserted List". Click the + to expand the list of contents in the table. List samples These sample are based on email recipients, the same structure applies to any other media. Sample 1 smith@company.com;SMITH barabara@none.com tony@super.net;BORG Sample 2 "smith@company.com";"SMITH" barabara@none.com tony@super.net;"BORG" Sample 3 smith@company.com;SMITH barabara@none.com,JACKSON tony@super.net;BORG The sample above is not valid because there are two different types of separator used (the comma and the semi-colon). Here what should have been written:
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smith@company.com;SMITH barabara@none.com;JACKSON tony@super.net;BORG
Format requirements
! !

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Send an email with a link to a web site overview

Document Manager can help you publish files on a web site and let the recipients know that the file(s) has (have) been published. You will simply need to select the recipients, the web site and the files, converting them to portable formats if you wish. Esker Platform administrator will need to configure the Web Publishing connector so that user can publish files on web sites using Document Manager.
To submit an email with a link to a Web site

1. 2. 3. Click Send an email with a link to a Web site in the Home tab. Fill the Email with a link to a Web site parameters (recipients, subject,etc.) Click Send.
To track emails
Once you have submitted your file on a web site, the recipients you selected will each receive an email concerning this file. You then have two options for tracking the emails in Document Manager: ! ! To track the job, open the Jobs tab which will display the global status of your submission. To track each email individually, open the Messages tab which will give you more detailed information.
See also Send an email with a link to a Web site - parameters (page 137)
Send an email with a link to a Web site parameters

How to access the email with a link to a Web site parameters pageClick the Home tab at the top left of the interface, then click Send an email with a link to a Web site. This page is a form you must fill in order to set the parameters of the email you want to send and the file you want to publish on your Web site. Once you have finished, you can click the Preview button to view what your email will look like to recipients once all parameters have been taken into account. If you are not satisfied with the preview, you can change some parameters and preview them again until they match your needs. Once you are sure you want to send the email, click the Send button to validate the submission. You will then be redirected to the Jobs tab to track the email you have just sent. You can cancel the submission by clicking the Cancel button. In this case, nothing will be saved, and you will go back to the Home tab.
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Send an email with a link to a Web site

Recipients Here you can either enter a recipient's email manually or select contacts in your address book. ! ! ! ! Manually entering a recipient: type the email and the name (not required) of the recipient in the Email and the Name fields. Adding recipients from the address book: click the Address book... link to add one or more recipients to the list of recipients. Please refer to Selecting recipients in your address book for more information. Adding a new recipient: click the New recipient to add a new entry to the list of recipients. Removing a recipient: click Delete on the corresponding line (you will not be prompted for confirmation)
You can also add lists of recipients in CSV format by clicking the New list... link, which is particularly useful if you already have a list of recipients in another software program and do not wish to import them into your address book. For more details on adding recipients using the Document Manager interface please refer to Adding recipients. Subject Enter a name for your job. This name will help you track your messages in the Jobs tab. This field will appear as the subject of your email. Message The content of the message is already filled in with a sample text. You can modify this text, and use %u to replace the name of your Web site. The result will look exactly the same, but it saves you the effort of typing in the site, and potentially to making a mistake in it, thus braking the link. Send date By default your email(s) will be sent immediately. However, you can choose to defer the transmission to a later date and time. Select the date and, if you wish, the time at which the email(s) should be sent in the drop-down lists. By selecting -customize-, you will have access to a complete calendar allowing you to select a precise date. Please refer to Selecting a deferring date for more details. Sender notification This option lets you decide if, and in which case, you should be notified. You can choose between the following options: ! ! ! ! On failure Never Always On success
You will be notified via your Preferred transport, that you can define in your Personal information page. Web site Select the web site on which you want to publish the attached files (see below to attach files).
Attachment formats This option lets you decide whether your attachments should be converted, and in this case into which format. Choose between No conversion, Convert to PDF format and Convert to HTML format depending on what you want to do. Please read the Attachment conversion for email topic for more information about available formats Only the attachments in the following formats will be converted: PDF, DOC, DOCX, DOCM, XLS, XLSX, XLSM, PPT, PPTX, PPS, PPSX, TXT, TIF. Any other file format will be ignored by the converter (they will still be published in their original format though). Managing attachments ! Attachments are any kind of file that will be transmitted with the email to your recipients. You can attach up to 5 files with a maximum volume of 10MB each.
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To add an attachment, type the local path of the file in the Select a file field and then click the Add button. You can use the Browse button to help you find your file on your disk. Once you've added at least one attachment, it will appear in a list above. To remove an attachment: Click the Delete link in the Action column of the corresponding line. You will not be prompted for confirmation. To modify the order of the attachments: Use the Up and Down links in the Action column of an attachment to move it up or down in the list. The top attachment in the list will correspond to the first attachment for your recipients.
! !
See also Send an email with a link to a web site overview (page 137) Sending documents with Document Manager (page 45)



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Custom deferring


! !

HTML format is also highly portable, but you must be very careful when converting documents to HTML as formatting depends on the original format and is thus not always correctly interpreted. We advise you use the Preview button at
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the bottom of the page to check if the result matches your requirements. Select the Convert to HTML format option to convert your attachments into HTML format. The following file formats can be converted into HTML format: ! ! .PDF: Portable Document Format .DOC: Microsoft Word document (.doc, .docx, .docm). See Converting Word documents into HTML format for tips and a sample. This requires Microsoft Word or at least Microsoft Word viewers to be installed on the server. (To convert Word 2007 documents especially, Microsoft Word 2007 is required on the server). Administrators can find more information in Microsoft Word to HTML/TIFF/PDF/Printer in the Administration documentation in the administration guide. .XLS: Microsoft Excel document (.xls, .xlsx, .xlsm). This requires Microsoft Excel or at least Microsoft Excel viewers to be installed on the server. (To convert Excel 2007 documents especially, Microsoft Excel 2007 is required on the server). Administrators can find more information in Microsoft Excel to HTML/TIFF/PDF/Printer in the Administration documentation in the administration guide. .PPT: Microsoft Powerpoint document (.ppt, .pptx, .pps, .ppsx). This requires that Microsoft Powerpoint is installed on the server and that the Windows Application converter is configured to convert Powerpoint files. Administrators can find more information Windows application to TIFF/PDF/Printer converter in the Administration documentation in the administration guide. .TXT: Raw text .TIF: Tagged Image File Format
! !
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Receiving documents with Document Manager

Document Manager can be used to receive documents through its interface. These documents can be of any type, including emails, faxes , etc. You can access messages of which you are the recipient in the The Inbound tab. By clicking on a message in the list, you can view more information about it. Note If you want to receive documents in Document Manager, you will need to check that Preferred transport is set to Inbound messages for Document Manager in your personal settings. See also Inbound message properties
Inbound message properties

How to access inbound message propertiesClick a message in the Inbound tab. This page gives details on incoming messages. The message content can be read in the Transmission details section, and if the message has an attachment, it can be viewed by clicking the View button at the top of the page. You can use the Audit trail button at the top of the page at any time to view the whole process of your document's creation and delivery. See Viewing audit trail in Document Manager for more information.
General information
Identifier (MSN): unique identifier of your message. You can use it to find a particular message for example. User name: name of the user who owns the message. By clicking his name, you will access more information about him. Status: gives you the current status of the message.
Sender
Sender name: Name of the user who transmitted the document to you. Sender company: Name of the company of the sender Document size: When relevant, size of the document that was transmitted.
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Transmission detail
Content of the message
Contents
This section displays the files attached to the message, if any. Click a file in the File name column to view the attachments' contents.
History
This section provides important dates and times relating to the message. These are: ! ! ! ! Submitted: Date and time the message was received by the server. Parsed by the server: Date and time the message was read by the server before document conversion. Validated: Date and time the message was validated. Finished: Date and time when the message was finished being processed and was sent to you.
See also Receiving documents with Document Manager (page 143) Document management overview (page 43)
Inbound fax properties

How to access inbound fax propertiesClick a fax message in the Inbound tab. This page gives details about an incoming fax. The message content can be read in the Details section, and if the message has an attachment, it can be viewed by clicking the View button at the top of the page. At any time, you can use the Audit trail button at the top of the page to view the whole process of your document's creation and delivery. See Viewing audit trail in Document Manager for more information.
General information
Message ID: unique identifier of your message. You can use it to find a particular message for example. User name: name of the user who owns the message. By clicking his name, you will access more information about him. Rules configuration: Name of the Rules configuration that was used to process the fax. Applied rules: Name of the rule used to process the fax..
Details
This section displays detailed information concerning your fax, such as the caller's fax number.
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Contents
This section displays the files attached to the message, if any. Click a file in the File name column to view the attachments' contents.
History
This section provides important dates and times that are relative to the message. These are: ! ! ! ! Submitted: Date and time the message was received by the server. Parsed by the server: Date and time the message was read by the server before document conversion. Validated: Date and time the message was validated. Finished: Date and time when the message was finished being processed and was sent to you.
Inbound email properties

How to access inbound email propertiesClick an email message in the Inbound tab. This page gives details about an incoming email. The message content can be read in the Details section, and if the message has an attachment, it can be viewed by clicking the View button at the top of the page. At any time, you can use the Audit trail button at the top of the page to view the whole process of your document's creation and delivery. See Viewing audit trail in Document Manager for more information.
General information
Message ID: unique identifier of your message. You can use it to find a particular message for example. Recipient address: address of the recipient of the email Subject: subject of the email. User name: name of the user who owns the message. By clicking his name, you will access more information about him. Rules configuration: Name of the Rules configuration that was used to process the fax. Applied rules: Name of the rule used to process the fax.. Status: gives you the current status of the message.
Details
This section displays detailed information concerning your email, such as the sender's email address.
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Contents
This section displays the files attached to the message, if any. Click a file in the File name column to view the attachments content.
History
This section provides important dates and times that are relative to the message. These are: ! ! ! ! Submitted: Date and time the message was received by the server. Parsed by the server: Date and time the message was read by the server before document conversion. Validated: Date and time the message was validated. Finished: Date and time when the message was finished being processed and was sent to you.
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Tracking documents overview

Once you have submitted jobs and messages, you can use Document Manager to track them. You can view jobs' and messages' statuses, display and print the documents you sent and cancel or resubmit jobs and messages. To access them, there are two tabs: ! ! The Jobs tab displays all the jobs you created. It will generate only one job irrespective of whether you submitted a message to one or more recipients. See Tracking jobs in Document Manager for more details. The Messages tab displays every message you submitted. If you send a document to 10 recipients, it will generate 10 messages (but only one job). See Tracking messages in Document Manager for more details.
See also What are jobs and messages in Document Manager? (page 147) Viewing audit trail in Document Manager (page 168)
What are jobs and messages in Document Manager?

A job corresponds to a mass or single submission. A job produces as many messages as there are recipients for the job. A message corresponds to a single message that has been sent to a recipient. For example, if you send an email to a single contact, you will have one job and one message. If you send an email to 10 contacts, you will have one job and 10 messages.
Jobs and Messages tabs

The Jobs tab lets you find jobs quickly. You can sort and filter jobs using standard and custom list views. This tab also allows you to display the job properties and the list of the messages related to this job. The Messages tab lets you find messages. You can sort and filter messages using standard and custom list views. This tab also allows you to display the message properties.
Searching for jobs and messages

The search function available in all pages is used to search through messages and jobs. See Searching in Document Manager for more information about using the search tool. Note The search tool is not available when in full screen mode. You can change this parameter in your personal settings.
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Tracking jobs in Document Manager

Open the Jobs tab to display the list of jobs that has been submitted. It also provides tools to manage your jobs. There you will find all the details on the interface and how to use it in the Jobs tab overview, Every time a message (with one or more recipients) is submitted, a job is automatically created as a container for these messages. It contains some information relative to the job itself as well as the list of individual messages that were generated (one for each recipient). See What are jobs and messages? for details. Important note The actions you can perform on jobs depends on the current view and on your rights, thus not every action may be available to you.
Finding jobs
First of all, you can sort the list of jobs according to any column in the table. Simply click the column header to sort the list in ascending order in relation to this column . By clicking the same column a second time, the list will be sorted in descending order. Please refer to Fields list columns for details about the columns available and their meanings. They are many ways to find jobs in the list: ! ! Manually: browse the list of jobs using the First Page, Previous Page and Next Page links above the table, until you find the job you are looking for. Using quick filters: In addition to the sorting of the list, some links to quick filters are updated accordingly (e.g. if you are sorting on a date format column, the quick links will display shortcuts to date and time periods). Use these links to filter the list of jobs accordingly (e.g. by clicking Yesterday, you would only display jobs submitted yesterday. See Using predefined filters for more details. Using views: Views are the most powerful tools for displaying the list of jobs. They work the same way as quick filters (see above), but you can define your own filter as well as multiple filters at the same time on the basis of any criteria you wish. For example, you can create a view that will display only failed jobs submitted by a user during the last week or only successful faxes. Views are available at the top of the page in the Display drop-down list. See Views overview for more information.
You can also combine any of these three methods at the same time.
Managing jobs
Now that you are able to find the jobs you want in the list, you can perform actions on them. The buttons at the top of the tab allow you to perform actions on a selection of jobs, while the links in the Action column of the table are only used on individual jobs (see jobs tab overview for more information). From the Jobs tab, you can: ! ! ! ! ! View job properties: access to information on the job, including information on the list of messages generated by the job. Delete jobs. Export lists of jobs to CSV files (see below). View the audit trail of a job: view which process has created the job, and what has been generated by the job. Refresh the list to view new jobs.
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Please refer to Jobs tab overview for details on how to access these features.
Exporting jobs
You can export a list of jobs by clicking the Export link above the table. You will then be prompted for a filename to save the exported list. When you export a list, it matches your current display exactly, meaning that if you are using a view and/or a quick filter the exported file content will match them. The list will be exported in the same order as it is displayed, particularly if you sorted the list by clicking a column header. And lastly, if your current views displays the list on more than one page, the entire list will be exported, not only the current page. See also Job properties (page 149) Tracking documents overview (page 147) Document management overview (page 43)
Job properties
How to access a job properties Click a job in list in the Jobs tab. This page gives your further information about a job. This information concerns the job itself, as well as the list of messages that make up the job. Click the Audit trail button at the top of the tab to access the Audit trail page concerning this job.
General information
Identifier (MSN): Unique identifier automatically generated for each job. Job name: Contains the job name or subject entered by the user to describe its job Application name: Name of the application used to send the message. Transport: Details on the submission type (Fax, Mail, Email, SMS,etc.) User name: Name of the users who submitted the job Status: Status of the job. Click here for available job statuses Status Pending Waiting for suppression Success Success (%) Description Being processed by the server The user asked for job deletion All the messages related to this job have been successfully sent Some of the messages related to this job have been successfully sent, some have not been sent. The rate indicates the percentage of messages that have been successfully sent. For example, Success 50% means that half of the messages have been sent
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Failed
None of the messages related to this job has been sent
Messages: Number of messages related to the job. This field corresponds to the number of recipients for this job. Sent: Number of sent messages (for which the status is Success or Deleted) Failed: Number of messages that cannot be sent (for which the status is Failed) Pending:Number of pending messages (for which the status is Pending)
Messages
This is the list of messages contained by the job. From this list, you can: ! ! ! ! Display details on a message: click a message in the list and it will open the Message properties page. Display the message content: click the View link on the left of the corresponding line of the table to display the message content. Navigate through the messages: Click Next Page or Previous Page to go to the next or previous set of messages. Sort the list of messages according to a specific column header: click the column header of your choice to sort the list in ascending order in relation to the column. Click it a second time to sort in descending order. A small arrow is next to the column header, indicating which column is currently used for the sorting, and in which order. Filter the displayed list : Click a link above the table to filter the messages. The filters displayed depend on the column in which the sorting is based. Note The message list may be empty if the job has not yet been processed by the server, or if the messages have been deleted.
History
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Tracking messages overview

Open the Messages tab to display the list of messages that have been submitted. It also provides tools to manage your messages. You will find all the details relating to the interface, and how to use it in the Messages tab overview. Every time a document is submitted, a message is created for each recipient, so you can track the messages individually, allowing one to fail while the others will succeed for example. See What are jobs and messages? for details. Important note The actions you may perform on messages depends on the current view and on your rights, thus not every action may be available to you.
Finding messages
First of all, you can sort the list of messages according to any column in the table. Simply click the column header to sort the list relating to this column in ascending order. By clicking the same column a second time, the list will be sorted in descending order. Please refer to Fields list for details about available columns and their meaning. They are many ways to find messages in the list: ! ! Manually: browse the list of messages using the First Page, Previous Page and Next Page links above the table, until you find the message(s) you are looking for. Using quick filters: In addition to the sorting of the list, some links to quick filters are updated accordingly (e.g. if you are sorting on a date format column, the quick links will display shortcuts to date and time periods). Use these links to filter the list of messages accordingly (e.g. by clicking Yesterday, you would only display messages submitted yesterday. Using views: Views are the most powerful tools to display the list of messages. They work the same way as the quick filter (see above), but you can define your own filters, as well as multiple filters at the same time for any criteria you wish. For example, you can create a view that will display only failed messages submitted by a user during the last week or only successful individual faxes. Views are available at the top of the page in the Display drop-down list. See Views overview for more information.
Managing messages
Now that you are able to find the messages you want in the list, you can execute actions on them. The buttons at the top of the tab let you perform actions on a selection of messages, while the links in the Action column of the table are only used on individual messages (see Messages tab overview for more information). From the Messages tab, you can: ! ! ! ! ! View a message's properties: Click a message in the table to open the message's properties page. View a message's content: By clicking on the View link in the Action column, it will open a new page containing the document content as it has been transmitted to the recipients. Delete messages. See Deleting jobs or messages (page 170). Export lists of messages to CSV files (see below). Validate messages that require a validation before being sent. See Validating a message (page 172).
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! !
View the audit trail of a message: view which process has created the job, and what has been generated by the job. Refresh the list to view new messages.
Please refer to Messages tab overview for details on how to access these features.
Exporting messages
You can export a list of messages by clicking the Export link above the table. You will then be prompted for a filename to save the exported list. When you export a list, it matches your current display exactly, meaning that if you are using a view and/or a quick filter the exported file content will match them. The list will be exported in the same order that it is displayed in, particularly if you sorted the list by clicking a column header. And lastly, if your current views displays the list on more than one page, the entire list will be exported, not only the current page. See also Job properties (page 149) Tracking documents overview (page 147) Document management overview (page 43)
Message properties
How to access message properties In the Messages tab, click any message to open this page. You can also open the Jobs tab, click a job to access its properties, and then click any message contained in the job. Please note that for some transports, a specific properties page will be displayed instead of this one. This page provides you with further information on messages. This information summarizes the message. Click the Audit trail to view the complete history of the message. See Viewing audit trail in Document Manager. Note This page may display an error message: The message no longer exists (or you may not have permission to view it) in case you are trying to view a message that doesn't belongs to you. If you think you should be able to view this message, please contact your administrator so that he defines a policy allowing you to view this type of messages. Refer to Policies overview in the Administration documentation for more information.
General information
Identifier (MSN) : Unique identifier automatically generated for each message. Recipient address : information about the address of the recipient, depending on the type of message. Subject: Contains the job name or subject the user entered to describe the job. User name : Name of the user who submitted the message. Status : Status of the message. Click here for available messages statuses Intermediate Status Pending Deletion request Deferred Printed (mail only) Description The server is processing the message The user asked for the message's deletion Message transmission is deferred The mail is printed
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Intermediate Status Folded (mail only) Stamped (mail only) Final Status Success Failed Undelivered mail
Description The mail is folded The mail is stamped Description
The message have been successfully sent An error occurred during the message transmission The mail has not been delivered, because the address is invalid or the recipient no longer lives at this address
Details
Recipient name : name of the recipient of the message. Recipient company : recipient's company name. Sender name: name of the sender of the message. Sender address: address of the sender. The content of this field will depend on the type of message you received. Message: Content of the message, if any. Message weight (in bytes): Total quantity of information that has been transmitted.
History
This section provides important dates and time that are relative to the message. These are: ! ! ! ! Submitted : Date and time the message was received by the server. Parsed by the server : Date and time the message was read by the server before document conversion. Checked : Date and time the message was checked via a web form. Finished : Date and time when the message was finished being processed and was sent to you.
Outbound fax properties

How to access outbound fax properties In the Messages tab, click any message with a Fax Transport to open this page. You can also open the Jobs tab, click a fax job to access its properties, and then click any message contained in the job in the Messages section.
This page lets you view outbound fax properties. From this form you can: ! ! ! Resend the message by clicking the Resend button. Send a new message by clicking the Send a new message button. View the content of the message by clicking the View button.
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View how the message was created and which steps were followed with the audit trail by clicking the Audit trail button.
General information
Message ID: Unique identifier automatically generated for each message. Remote Msn (for administrators): Msn of the job that was created on the remote server, if connector is delegated. Fax number: Fax number of the recipient. Subject: Subject of the fax. User name: user who submitted the SMS message. Origin: Parent object. Lets you know how the original message was created. See Viewing audit trail in Document Manager for more information. By clicking the link, you will be redirected to the parent object. Status: Status of the message. Click here for available messages statuses Intermediate Status Pending Deletion request Deferred Description The server is processing the message The user asked for the message's deletion The message transmission is deferred
Final Status Success Failed
Description The message have been successfully sent An error occurred during the message transmission
Details
Recipient name: name of the recipient of the message. Recipient company: recipient's company name. Sender name: name of the sender of the message. Sender address: address of the sender. The content of this field will depend on the type of message you received. Message: Content of the message, if any. Document size: Size of the message that was transmitted. Cover page: name of the cover page file that was used to send the fax, if any. See Cover pages overview for more information about cover pages. Detailed status for the user: If the fax submission has failed, then this field displays a short error description. Detailed Status (administrators): In case of error, it displays a more detailed description of the error. As well, this field will display an error code. Please refer to Fax error codes for details about these codes.
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Transmission
Sent pages: number of pages that where transmitted. Number of tries: Total number of attempts before the fax reached its final status (success or failed) Duration (seconds): Duration of the transmission. Speed (bit/s): speed at which the fax was transmitted, if it succeeded.
History
This section provides important dates and times relating to the message. These are: ! ! ! ! Submitted: Date and time the message was received by the server. Accepted by the server: Date and time the message was read by the server before document conversion. Checked: Date and time the message was checked via a web form. Completed: Date and time when the message was finished being processed and was sent to you.
See also Tracking documents overview (page 147) Tracking messages overview (page 151) Sending faxes with Document Manager (page 46)
Outbound email properties

How to access outbound email properties In the Messages tab, click any message with an Email Transport to open this page. You can also open the Jobs tab, click a email job to access its properties, and then click any message contained in the job in the Messages section.
This page lets you view outbound email properties. From this form you can: ! ! ! Resend the message by clicking the Resend button. Send a new message by clicking the Send a new message button. View how the message was created and which steps were followed with the audit trail by clicking the Audit trail button.
General information
Message ID: Unique identifier automatically generated for each message. Email address: Email address of the recipient of the email. Subject: Subject of the email. User name: user who submitted the email. Origin: Parent object. Lets you know how the original message was created. See Viewing audit trail in Document Manager for more information. By clicking the link, you will be redirected to the parent object.
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Status: Status of the message. Click here for available messages statuses Intermediate Status Pending Deletion request Deferred Description The server is processing the message The user asked for the message's deletion The message transmission is deferred
Details
Recipient name: name of the recipient of the message. Recipient company: recipient's company name. Sender name: name of the sender of the message. Sender address: address of the sender. Message: Content of the message, if any. Document size: Size of the message that was transmitted. Number of pages: Number of pages that were printed. Detailed status for the user: details on the status of the email. This field will only appear if the message encountered a problem during the transmission. Detailed status (administrators only): more details on the status of the email. This field will only appear if the message encountered a problem during the transmission.
Content
This table contains general information about the attachments of the email: File name: name of the attachment Document size: size of the sent attachment (unit is specified next to it).
History
This section provides important dates and times relating to the message. These are: ! ! ! ! Submitted: Date and time the message was received by the server. Accepted by the server: Date and time the message was read by the server before document conversion. Checked: Date and time the message was checked via a web form. Completed: Date and time when the message was finished being processed and was sent to you.
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See also Tracking documents overview (page 147) Tracking messages overview (page 151) Sending emails with Document Manager (page 116)
Outbound mail properties

How to access outbound mail properties In the Messages tab, click any message with a Mail Transport to open this page. You can also open the Jobs tab, click a mail job to access its properties, and then click any message contained in the job in the Messages section.
This page lets you view outbound mail properties. From this form you can: ! ! ! ! Resend the message by clicking the Resend button. Send a new message by clicking the Send a new message button. View the content of the message by clicking the View button. The attached files of the message are accessible by clicking the View button. View how the message was created and which steps were followed with the audit trail by clicking the Audit trail button.
General information
Message ID: Unique identifier automatically generated for each message. Remote Msn (for administrator): Msn of the job that was created on the remote server, if connector is delegated. Mailing address: Address of the recipient. Subject: Subject of the mail. User name: user who submitted the mail. Origin: Parent object. Lets you know how the original message was created. See Viewing audit trail in Document Manager for more information. By clicking the link, you will be redirected to the parent object. Status: Status of the message. Click here for available messages statuses Intermediate Status Pending Deletion request Deferred Description The server is processing the message The user asked for the message's deletion The message transmission is deferred
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Send parameters
Those information recalls the parameters the sender has set when submitting the mail. See Mail parameters for more details. Mailing service: mailing service used to stamp the mail. Envelope size: size of the envelope used to send the mail. Print an address page: if checked, an address page has been used. Duplex printing: if checked, pages were printed on both sides. Color printing: if checked, the document was printed in color.
Details
Recipient name: name of the recipient of the message. Recipient company: recipient's company name. Sender name: name of the sender of the message. Sender address: address of the sender. Detailed status for the user: details on the status of the mail. This field will only appear if the mail encountered a problem during the transmission. Detailed status (administrators only): more details on the status of the mail. This field will only appear if the mail encountered a problem during the transmission.
History
This section provides important dates and time that are relative to the message. These are: ! ! ! ! Submitted: Date and time the message was received by the server. Parsed by the server: Date and time the message was read by the server before document conversion. Checked: Date and time the message was checked via a web form. Finished: Date and time when the message was finished being processed and has was sent to you.
See also Tracking documents overview (page 147) Tracking messages overview (page 151) Sending mail with Document Manager (page 58)
Outbound SMS message properties

How to access outbound SMS properties In the Messages tab, click any message with an SMS Transport to open this page. You can also open the Jobs tab, click a fax job to access its properties, and then click any message contained in the job in the Messages section.
This page lets you view outbound SMS message properties.
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From this form you can: ! ! ! Resend the message by clicking the Resend button. Send a new message by clicking the Send a new message button. View how the message was created and which steps were followed with the audit trail by clicking the Audit trail button.
General information
! ! ! ! ! ! ! Message ID: Unique identifier automatically generated for each message. Remote Msn (for administrator): Msn of the job that was created on the remote server, if connector is delegated. SMS number: mobile number of the recipient. Subject: Subject of the SMS message. User name: user who submitted the SMS message. Origin: Parent object. Lets you know how the original message was created. See Viewing audit trail in Document Manager for more information. By clicking the link, you will be redirected to the parent object. Status: Status of the message. Click here for available messages statuses Description The server is processing the message The user asked for the message's deletion The message transmission is deferred
Intermediate Status Pending Deletion request Deferred
Details
! ! ! ! ! ! ! Recipient name: name of the recipient of the message. Recipient company: recipient's company name. Sender name: name of the sender of the message. Message: content of the SMS message that was submitted. Number of characters in the message: length of the submitted SMS message. Detailed status for the user: details on the status of the SMS message. This field will only appear if the message encountered a problem during the transmission. Detailed status (administrators only): more details on the status of the SMS message. This field will only appear if the message encountered a problem during the transmission.
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History
This section provides important dates and time that are relative to the message. These are: ! ! ! ! Submitted: Date and time the message was received by the server. Accepted by the server: Date and time the message was read by the server before document conversion. Checked: Date and time the message was checked via a web form. Completed: Date and time when the message was finished being processed and was sent to you.
See also Tracking documents overview (page 147) Tracking messages overview (page 151) Sending SMS messages with Document Manager (page 110)
Outbound email with a link to a Web site properties

How to access outbound email with a link to a Web site properties In the Messages tab, click any message with a Web publishing Transport to open this page. You can also open the Jobs tab, click a Web publishing job to access its properties, and then click any message contained in the job in the Messages section.
This page lets you view outbound email with a link to a Web site properties. From this form you can: ! ! ! ! Resend the message by clicking the Resend button. Send a new message by clicking the Send a new message button. View how the message was created and which steps were followed with the audit trail by clicking the Audit trail button. View the content of the message by clicking the View button.
General information
Message ID: Unique identifier automatically generated for each message. Http site: Site on which the documents which the documents were published. Subject: Subject of the message. User name: user who submitted the SMS message. Origin: Parent object. Lets you know how the original message was created. See Viewing audit trail in Document Manager for more information. By clicking the link, you will be redirected to the parent object. Status: Status of the message. Click here for available messages statuses Intermediate Status Pending Deletion request Description The server is processing the message The user asked for the message's deletion
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Deferred
The message transmission is deferred
Details
Recipient name: name of the recipient of the message. Recipient company: recipient's company name. Sender name: name of the sender of the message. Sender address: address of the sender. The content of this field will depend on the type of message you received. Message: Content of the message, if any. Document size: Size of the message that has been transmitted.
History
This section provides important dates and time that are relative to the message. These are: ! ! ! ! Submitted: Date and time the message was received by the server. Parsed by the server: Date and time the message was read by the server before document conversion. Checked: Date and time the message was checked via a web form. Finished: Date and time when the message was finished being processed and was sent to you.
See also Tracking documents overview (page 147) Tracking messages overview (page 151) Send an email with a link to a web site overview (page 137)
Outbound command line properties

How to access outbound command line properties In the Messages tab, click any message with an Email Transport to open this page. You can also open the Jobs tab, click an email job to access its properties, and then click any message contained in the job in the Messages section.
This page lets you view outbound command line properties. You can view how the message was created and which steps were followed with the audit trail by clicking the Audit trail button.
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General information
Message ID: Unique identifier automatically generated for each message. Command line name: name of the command line used to submit the job as defined on the server. Command line parameters: parameters of the command line. Subject: Subject of the email. User name: user who submitted the command line. Status: Status of the message. Click here for available messages statuses Intermediate Status Pending Deletion request Deferred Description The server is processing the message The user asked for the message's deletion The message transmission is deferred
Details
Recipient name: name of the recipient of the message. Recipient company: recipient's company name. Sender name: name of the sender of the message. Sender address: address of the sender. The content of this field will depend on the type of message you received. Message: Content of the message, if any. Detailed status for the user: details on the status of the SMS message. This field will only appear if the message encountered a problem during the transmission. Detailed status (administrators only): more details on the status of the SMS message. This field will only appear if the message encountered a problem during the transmission.
History
This section provides important dates and time that are relative to the message. These are: ! ! ! ! Submitted: Date and time the message was received by the server. Accepted by the server: Date and time the message was read by the server before document conversion. Checked: Date and time the message was checked via a web form. Completed: Date and time when the message was finished being processed and was sent to you.
See also Tracking documents overview (page 147) Tracking messages overview (page 151)
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Fax error codes

You will find in this table the list of error codes you might encounter when a fax that has been submitted has failed to be transmitted. The errors that are displayed in red are the one that will be invoiced by our service. Short status Blocked Busy Details This phone number has been blocked because we tried to call it 3 times and got a voice answer Busy : User busy Busy : No channel available Destination does not support fax Destination out of order Destination temporarily unreachable Destination unreachable Destination does not support fax / destination is incompatible with fax protocol Destination out of order (detected by ISDN layer) Destination temporarily unreachable (detected by ISDN layer) Destination unreachable : Fax connection not successful (remote station is not a FAX G3 machine) Destination unreachable : No route to destination Destination unreachable : Call rejected Destination unreachable : Connection was closed cleanly by ISDN layer / reason not known Destination unreachable : Switching equipment congestion Destination unreachable : Requested channel not available Destination unreachable : Resources unavailable Destination unreachable : Invalid message Destination unreachable : Unspecified interworking error Error during fax transmission Error during fax transmission : Fax connection not successful (training error) Error during fax transmission : Fax disconnection during transfer (remote abort) Error during fax transmission : Fax disconnection during transfer (remote procedure error, e.g. Error during fax transmission : Fax disconnection during transfer (local abort) Error during fax transmission : Fax disconnection during transfer (illegal parameter coding, e.g Fax number has changed No Answer Invalid number format Fax number has changed (detected by ISDN layer) Invalid fax number format No answer : Normal clearing No answer : No user responding Phone network out of order Probably not a fax number Phone network out of order (detected by ISDN layer) Fax connection not successful (remote station is not a FAX G3 machine, or answer can be voice)
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Unallocated number Voice answer
Unallocated number (detected by ISDN layer) Voice answer: Fax connection not successful
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Archives overview
Archives are created by your administrator and allow you to store messages and documents, as well as indexing them by custom fields. You can then use these fields to find the documents that you are looking for in the archive. Open the Archive tab to display the list of archive messages that has been submitted. It also provides tools to manage these messages. You will find all the details on the interface, and how to use it in the Archive tab overview. Important note The actions that you can perform on jobs depends on the current view and on your rights, thus every actions may not be available to you.
Finding archives
First of all, you can sort the list of archives according to any column in the table. Simply click the column header to sort the list relating to this column in ascending order. By clicking the same column a second time, the list will be sorted in descending order. Depending on the selected view, you can display fields defined in an archive as column header in the table, enabling you to sort the table accordingly to this field. They are many ways to find archived messages in the list: ! ! Manually: browse the list of messages using the First Page, Previous Page and Next Page links above the table, until you find the message you are looking for. Using quick filters: In addition to the sorting of the list, some links to quick filters are updated accordingly (e.g. if you are sorting on a date format column, the quick links will displays shortcuts to date and time periods). Use these links to filter the list of messages accordingly (e.g. by clicking Yesterday, you would only display archived messages submitted yesterday). Using views: Views are the most powerful tools for displaying the list of messages. They work the same way as quick filters (see above), but you can define your own filter, as well as multiple filters at the same time on the basis of any criteria you wish. For example, you can create a view that will display only failed jobs submitted by a user during the previous week, or only successful faxes, or even a fax that matches a custom defined field relative to the archive. Views are available at the top of the page in the Display drop-down list. See Views overview for more information.
Managing archives
Now that you are able to find the archived messages you want in the list, you can execute actions on them. The buttons at the top of the tab let you execute actions on a selection of archived messages, while the links in the Action column of the table are only used on individual messages (see Archive tab overview for more information). From the Archives tab, you can: ! ! View a job properties: access to information relating to the job, including to the list of messages generated by the job. Export lists of messages to CSV files (see below)
Please refer to Jobs tab overview for details on how to access these features.
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Exporting jobs
You can export a list of jobs by clicking the Export link above the table. You will then be prompted for a filename to save the exported list. When you export a list, it matches your current display exactly, meaning that if you are using a view and/or a quick filter the exported file content will match them. The list will be exported in the same order as it is displayed, particularly if you sorted the list by clicking a column header. And lastly, if your current views display the list on more than one page, the entire list will be exported, not only the current page. See also Job properties (page 149) Tracking documents overview (page 147) Document management overview (page 43)
Archive properties
How to access archives message properties In the Archives tab, click any message. This page lets you view archived message properties. The content of the archive is accessible by clicking the View button. From here you can Send a new message from the archived message.
General information
Identifier (MSN): Unique identifier automatically generated for each message. Remote Msn (for administrator): Msn of the job that was created on the remote server, if connector is delegated. User name: Name of the user who submitted the message. Status: Status of the message. Click here for available messages statuses Intermediate Status Pending Deletion request Deferred Description The server is processing the message The user asked for the message's deletion The message transmission is deferred
Object: Object of the message.
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Archive Details
This section displays every field defined for the archive, and next to it, the value of this field.
Contents
This section displays the list of the documents attached to the archived message. Click any document in the list to view its contents.
Audit trail
This section displays the list of audit events that were generated during the archived message's processing. For each audit event, you will be able to know: ! ! ! ! ! ! Date/time generated: The date and time at which the event was generated and logged. Event user Identifier: The user whose action triggered this specific event (for example, the user who forwarded a web form in the case of a Forward event). Event type: The type of the event. For a list of event types, refer to the Event type field documentation. Source transport: The transport that was handling the audited message when the audit event was triggered. Subject: The message's subject. Source identifier: Complete identifier of the document that generated the event.
For more information about these values, refer to the Audit connector fields documentation. Note Depending on your user profile, you might not be able to see all the events associated to the archived message. For example, if some audit messages are generated by actions of a another user, if you cannot view this user's messages, you will not be able to see these audit messages. In order to be able to see all the audit messages of a workflow, you must make sure that your user profile grants you the required permissions.
History
See also Tracking documents overview (page 147) Tracking messages overview (page 151) Archives overview (page 165) Viewing audit trail in Document Manager
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Sending a new message

This option allows you to copy an existing message and create a new one from it. The difference with message resend option is that you can forward an existing message to other users or contacts with a different delivery method. This option is available provided that the files attached to the message have not been purged from the server database. If the attached files have been purged, the button is grayed on the Messages tab. The Send a new message option gives you access to a usual submission form pre-filled with all the information of the already sent message so you can create new messages based on existing ones. To use this option: 1. 2. 3. 4. 5. From the Messages tab, click a message in the table to open the message's properties page. Click the Send a new message button on the bottom or on the top of the page. You will be redirected to the Send a new message page. From the Send a new message page, select the delivery method you wish to use for the operation from the list. This list depends on your profile and rights; it is the same as the one that appears on your home page. Click OK. The next page is the usual submission form. The fields of the submission form are pre-filled with the values of the existing message. Refer to the appropriate link below for more information: ! ! ! ! Fax parameters Mail options SMS message options Email options Note The original message attachments will be displayed in the attachments list by default. Add or remove attachments according to your needs before you send the document. Note At the opposite of the message resend option, you cannot create a new message on multiple messages at once. See also Sending documents with Document Manager (page 45) Tracking documents overview (page 147) Tracking messages overview (page 151)
Viewing audit trail in Document Manager

Document Manager can be used to follow-up on any document transiting through the Esker Platform. From the properties of any message/job/web form in Document Manager, you can access the complete audit trail. The audit trail is a view of the whole process that a document goes through. This is particularly useful for documents included within a validation workflow.
Displaying the audit trail related to any job, message or web form
Starting from any job/message or validation form in the Document Manager, it is possible to see:
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! ! ! !
Who has been involved in the workflow. Which validation forms have been involved in the workflow. The status of the validation form (approved, rejected, forwarded by whom and when, transferred by the administrator, split) or the status of the job/document. The date at which each validation form has been validated.
To view this information, click on any job/message/validation form from the Document Manager message tabs (Jobs, Messages, Validation or Archives tabs), and click the Audit trail button available on the related properties page that opens:
The Audit trail button opens a web page that displays the complete audit trail in which the selected message/job/form is included. The selected message/job/form appears in bold. Parent messages/jobs/forms appear above the selected message and child messages/jobs/forms, if any, appear below the selected message. In the example below, a submission form job has generated a validation form assigned to The Validator. The Validator has forwarded her form to The Supervisor. A new validation has been created assigned to The Supervisor. The Supervisor has approved the form and the final email has been sent:
The children messages are the messages that are issued from the selected queue item in the audit trail (in the above example, the selected email message has no child messages). When displaying the audit trail on a validation form that has generated, for example, one email message and one printed document, the email and the print messages are displayed below the selected form on the Audit trail page. The parent messages are the messages that were created and processed before the creation of the selected message. In the above example, these are the source job (i.e., a submission form), the validation form assigned to The Validator and forwarded to The Supervisor and the validation form assigned to The Supervisor.
Clicking on any value in the audit trail table opens the corresponding message property page. Note The number of messages displayed is limited. When this number is exceeded, a line appears with a ... link. Click this link to access the complete message list (this opens the property page of the parent job from which you can access the complete list of child messages). See also Document validation overview (page 175)
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Deleting jobs or messages

You can delete a job or a message if it is not being processed by the server. If the deletion order is accepted by the server, the transmission status becomes Waiting for suppression, and then changes to Deleted. The deletion order can be rejected if the message is being sent and its transmission status has not yet been updated in the queues list. To delete a job or a message: 1. 2. 3. In the Actions columns, select the checkbox next to the item you are deleting. To delete several items at the same time, select each corresponding checkbox. Click the Delete button above the list. If you are deleting only one job, click Del next to the checkbox.
Resending messages
You can resend any message listed in the Messages tab provided that the attached files have not been purged from the DeliveryWare database. If the files attached to the message have already been purged, the Resend button is grayed on the Messages tab. If the message to resend has already been sent (successfully or not), then it is sent a second time. If it has not yet been processed on the server, then a copy of the messages is sent. Note If a notification was requested on the original message it will be kept in copy thus sending a new notification for the resubmitted message. When resubmitting only one message, you can change the sending options (recipients, subject and message content) of this message before sending it again. When resubmitting multiple messages in one shot, you cannot change their sending options: they are resent to the same recipients and with the same sending options as when they were sent for the first time. To resubmit messages: 1. 2. 3. 4. 5. Open the Messages tab. Select the message(s) you want to resubmit, and click the Resend button at the top of the page. When prompted to resend the selected messages, click Yes. When resending only one messages, the submission form of the selected message appears. Fill it with new information or leave it as it and click Send. Resubmitted messages are now listed in the messages list. See Messages tab overview for more information.
See also Tracking documents overview (page 147) Deleting jobs or messages (page 170)
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Message resubmission options

How to access the Message options page This options page appears when you resubmit a message from Document Manager and no specific submission form is associated to this type of message (for example, document printing). Select a message on the Messages tab, and click Resend. This page is a form you fill in to change the parameters of the message you wish to resend. Once you have filled in all the fields, click the Send button to validate the resubmission. You will then be redirected to the Jobs tab to track the message you have just sent. You can cancel the submission by clicking the Cancel button. In this case, nothing will be saved, and you will go back to the Home tab.
Recipients
You must select the recipients in the address book. For more details about adding recipients using Document Manager's interface please refer to Adding recipients.
Properties
Subject Enter a new name for the job. This name will help you track the new message in the Jobs tab. Message Change the message content if needed.
Sending a new message

This option allows you to copy an existing message and create a new one from it. The difference with message resend option is that you can forward an existing message to other users or contacts with a different delivery method. This option is available provided that the files attached to the message have not been purged from the server database. If the attached files have been purged, the button is grayed on the Messages tab. The Send a new message option gives you access to a usual submission form pre-filled with all the information of the already sent message so you can create new messages based on existing ones. To use this option: 1. 2. 3. 4. 5. From the Messages tab, click a message in the table to open the message's properties page. Click the Send a new message button on the bottom or on the top of the page. You will be redirected to the Send a new message page. From the Send a new message page, select the delivery method you wish to use for the operation from the list. This list depends on your profile and rights; it is the same as the one that appears on your home page. Click OK. The next page is the usual submission form. The fields of the submission form are pre-filled with the values of the existing message. Refer to the appropriate link below for more information: ! Fax parameters
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! ! !
Mail options SMS message options Email options Note The original message attachments will be displayed in the attachments list by default. Add or remove attachments according to your needs before you send the document.
Note At the opposite of the message resend option, you cannot create a new message on multiple messages at once. See also Sending documents with Document Manager (page 45) Tracking documents overview (page 147) Tracking messages overview (page 151)
Validating a message
Some messages can require your validation before being sent (by email, fax, etc.). Your administrator has configured the document workflow so that your validation is needed for some messages. When you validate a message: ! ! Either you approve the message and it will be sent. The message is not sent until it is approved. Or you reject the message, then it will not be sent.
Example: Faxes sent by the account users have to be supervised by their manager before being sent. The manager logs into the Document Manager and chooses whether to approve or reject each fax issued from the account users. To approve or reject messages from Document Manager: 1. 2. 3. Log into Document Manager. Click the Messages tab. Select the Messages waiting for validation view to display only the messages to validate:
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4.
To approve or reject one message only, click Validate next to the message. or To approve or reject multiple messages in one shot, check the boxes next to the messages to validate and click the Validate button above the list. Enter your reason for accepting or rejecting the message(s) in the page that appears next, and click Approve or Reject. Click Cancel to return to the messages list without validating:
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Approved messages are sent and appear as approved messages on the Messages tab. Rejected messages are not sent and appear as rejected messages on the Messages tab. To display all the approved or rejected messages, use the Approved messages or Rejected messages views.
Note If you cannot validate messages, contact your server administrator. You may not be granted sufficient rights in the server security policies or in the Document Manager profiles. See also Document validation overview (page 175)
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Document validation overview

The validation is a step in a given document workflow that allows you to check that data captured from an image document have been correctly recognized, and to complete the document analysis by entering additional information. When you validate a document, you decide whether or not the workflow should continue for each document: ! ! If you approve (or park or post for an invoice) the validation form, the workflow continues. For example the invoice or the sales order is created in SAP. If you reject the validation form, the workflow is interrupted (the validation form appears in the rejected forms view).
To validate a form addressed to you in particular, you should learn how to: ! ! ! Start the validation Validate the document Forward the validation form to another user when you are out of the office. To do this, you must enter periods of absence and alternate users in Document Manager.
To validate a form addressed to a group of users, you should learn how to: ! ! Start the validation of a form addressed to a group of users. Validate the document.
After the validation, you can see the list of approved, rejected, failed, etc.forms by selecting the corresponding view in the View combo box in the Validation tab. View the interface
During the validation, a splitting step can be added to the document workflow to split a document into several documents before validating each of them. It is necessary for example, when many purchase orders are received in a single fax. See Splitting documents in Document Manager (page 346). You can choose to forward the validation form to another user for cross-checking purposes. See Forwarding the validation form to another validator. Afterwards, you can view the audit trail in Document Manager to know who has been involved in the validation, which validation forms have been involved in the workflow and the status of the validation, etc. You can also display the history of corrections done during the validation in the Web form properties. To improve the data recognition, some dedicated users are in charge of improving the data extraction process. See Teaching in Document Manager (page 363). See also Validating a message (page 172)
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Starting the validation

To start validating documents you should: 1. 2. Log into Document Manager. Once logged, click the You have documents to validate link available on the Home page. You are redirected to the Validation page. or Click directly on the Validation tab. Click the Start validating button at the top. This opens the first free form from the list. Once you have validated the first form, the next free form is opened and so on. Refer to Validating a document (page 178) to continue the validation.
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Notes If no form opens , this may be because all the forms are currently being validated by other users. Do not select a form in the list before clicking the Start validating button.
Other methods
You can access validation pages in Document Manager using one of the following ways: When validating documents addressed to a group of users, we recommend that you use the method described above (use the Start validating button on the Validation tab). This avoids simultaneous access to the same form. Note that it only works if at least one free form is available. See Starting the validation of a form addressed to a group of users (page 177) . ! You can use the direct HTTP links in the validation notifications that you receive each time a validation form is produced on the server and is waiting for your validation. The delivery method used to send this alert (email, SMS, etc.) depends on your preferred transport. Here is an example of validation notification: A web form is waiting for validation. Please use the following link to validate it: %[ValidationUrl]. Once logged, click the You have documents to validate link available on the Home page of Document Manager which offers a direct link to the Validation page, or click directly on the Validation tab. From the Validation tab, click Validate next to the form you want to validate in the table. To validate multiple messages at once, check the boxes next to the messages to be validated, and click the Validate button above the list. Once logged, click the You have documents to validate link available on the Home page of Document Manager which offers a direct link to the Validation page, or click directly on the Validation tab. From the Validation tab, click on the subject of the web form in the list. The Validate button is available from the validation form properties page that displays. Note If you cannot validate forms, contact your server administrator. You may not be granted sufficient rights or the server may not be configured to produce validation forms yet. See also Validating a document (page 178)
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Starting the validation of a form addressed to a group of users

Document Manager allows you to validate forms that are addressed to you in particular and/or forms that are addressed to all members of the group/organization that you belong to in the user address book. To validate a form addressed to a group of users, we recommend that you: 1. 2. Log into Document Manager. Once logged, click the You have documents to validate link available on the Home page. You are redirected to the Validation page. or Click directly on the Validation tab. Click the Start validating button at the top. This opens the first free form from the list and avoids simultaneous access to the same form. You become the owner of this form. Once you have validated the first form, the next free form is opened and so on. Note that the button only works if at least one free web form is available. Refer to Validating a document (page 178) to continue the validation.
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Notes If no form opens , this may be because all the forms are currently being validated by other users. Do not select a form in the list before clicking the Start validating button. In the validation form list on the Validation tab, you can see whether a validation form is currently being validated by someone else (Validated by column) and if so, by whom and since when (Date/time of validation starting column). View the interface
When you decide to open a validation form that has been addressed to your group/organization, there are several cases: ! ! The validation form is free and the workflow continues or stops depending on your decision (approval or rejection of the form). The Validated by column is empty. Iif you have stopped validating the form during a certain period of time, an error message displays and other users of your group can validate the form.
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The validation form has been held by someone else for a certain period of time and you wish to take hold of it yourself to validate it. In this case, when opening the form, a message will prompt you that the form is currently being validated by someone else and asks whether you really want to validate it yourself. Click Validate to take hold of the form. Click No to let the other user validate the web form and return to the Validation tab.Troubleshooting If for a particular form, you always get this same message, even when clicking Yes to proceed with the validation page, this means that the form is inappropriately locked and cannot be unlocked. Contact your administrator. The workaround to unlock this form is to restart manually the Esker Output Connector Manager service on the server. You take hold of the web form and by the time you click Approve/Reject/forward or Save on the form, another validator has already validated the form on his side. In this case, an error message displays and you must cancel the validation. The validation form has already been approved/rejected in the meantime by another member of your group. If you do not refresh the web form list and click Validate next to the already-validated form, the form opens in read-only mode with a message saying that it has already been approved or rejected and by whom and when: Example of a warning message:
See also Validating a document (page 178) Document validation overview (page 175) Forwarding the validation form to another user (page 339) Entering periods of absence and alternate users responsible for validation (page 341) Workflow management overview in the Administration documentation
Validating a document
How to access a validation formClick the Start validating button available in the Validation tab. See Starting the validation. Document Manager allows you to validate forms to allow the document workflow to continue.
Validation form interface

A form validation page allows you to modify/enter/remove field values (area ) and fields value that come from a and ) using the display of the original table (area ) . You can verify and capture the field values (areas document when available (area ). You can manage your document (save/reject/post,etc.) with the toolbar on the bottom of the page (area ):
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To get started with the validation, you must learn how to: 1. 2. 3. 4. 5. Use the document display to locate a captured value, or to select a value to update fields content.( ) Use the form fields Validate a table Use the document display toolbar Use the toolbar on the bottom which contains options to manage the whole document. You can access these options using keyboard shortcuts. and
Using the document display

When a document is displayed next to the validation form, you can use it to locate a captured value on the document display, or to select a value that appears on the document display.
Locating a captured value on the document display

To locate a captured value on the document display: ! ! Click a field on the form. This field is distinguished by a different background color. If the field value is captured from the document, the document page from which it has been captured is displayed, and the value is highlighted. A tooltip displays the field name and the captured value. Click on the
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tooltip to remove it. In the following example, the Invoice number field is selected and the S14620089 value is highlighted:
3.
Checking values captured in the document

You may notice that sometimes fields boxes are framed by a red or a green line. Red lines indicate that there is a warning related to the field. Click the field content to display a tooltip above the field with information about the warning cause. Most usually it is because the confidence level of the extracted value is low or the extracted value is incorrect, for example the due date is too far. You should therefore check in the document display ( ) that the field content is correct before validating the form:
Once you just click the content of a red framed field (if the confidence level is low), or you modify the field content (if the field value is incorrect), the frame becomes green, meaning that you have manually approved or fixed the content of the field. When you click an existing green framed field, a tooltip displays the original warning information that is now considered to be approved.
Also, fields that have been captured manually (see below for more information about capturing fields in the document) are displayed with a green frame. This let you know that the field content is captured in the document instead of simply manually entered. In this case, it will display:
Notes To avoid errors, the form can't be approved until every red surrounded field has been manually approved. Your administrator can customize the information displayed in tooltips.
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Selecting a value directly on the document display

You can select a value directly on the document display using different methods: ! ! ! Display the page of the document containing the data you want to capture. Modify the zoom level if necessary. Click in the form field that will receive the selected value. The field background color must be different. Use the mouse to frame the area that contains data directly on the document display Click in the area to assign data contained in the area to the field displayed on the left.
or Use the mouse to frame the area that contains data directly on the document display. Click the Copy link that appears on top of the area to confirm your selection. Right-click in the field displayed on the left in which you want to assign data and click Paste. or Move the cursor over the value on the document display. Wait for a second to highlight the value located under the mouse pointer. If you wait for another second, a tooltip displays the captured value in order to ease comparison between captured data and real data. Click on the tooltip to remove it. Click in the highlighted area to assign the captured value to the field displayed on the left.
These selection methods are also available when teaching a document. For more information about teaching, refer to Automatic teaching overview in the Administration documentation. Note The date and price format in the form fields depends on your culture (for example, 12/28/2007.) When you move the mouse on a date, a tooltip containing the extracted date is displayed. The date format in the tooltip may be yyyy-mm-dd.
Other areas highlighted on the document display

You can see other highlighted areas than those described above: ! When you click in some fields on the form (for example a date or a price), the captured value is highlighted on the document display, but also other possible values. You can easily select another possible value by clicking the appropriate highlighted area on the document display.
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After a teaching process, when a document is processed by a supplementary rule, the identifiers which allow the recognition of this document type are highlighted on the document display:
If the supplementary rule is using the smart recognition, the matching level is displayed in a tooltip. For more information about teaching, refer to Automatic teaching overview in the Administration documentation. For the invoice for SAP validation or the sales order for SAP validation, when a field value is found by performing a query (fast search query or keyword search query), the values which allowed the recognition of the field value are highlighted on the document display. In the example below, the customer name is recognized because the string Computer Club Market is a company name in the customer table:
Troubleshooting If you can not see highlighted areas and you are using Internet Explorer 6.0,check your browser security settings. Open the Tools menu, then select Internet Options. Select the Security tab. Click the Custom Level button. You must enable Binary and script behaviors under the ActiveX controls and plug-ins level.
Why a captured value does not always correspond to the displayed value
If a captured value does not correspond to the document value, it can be the result of an OCR (Optical Character Recognition) error. To check the value extracted by the OCR, select the OCR view check box on top of the document display or move the cursor over the value on the document display and wait for a second to highlight the value located under the mouse pointer. If you wait for another second, a tooltip displays the value extracted by the OCR. If there is no OCR error, the value may have been automatically corrected. The automatic correction allows saving automatically the modifications that you enter in the validation form fields when saving, approving or forwarding the form. It avoids correcting the same field values over and over again. in the Rules Designer documentation
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See also For administrators. You can only correct fields for which the automatic correction has been enabled. See Using the automatic correction in the Rules Designer documentation
Using the split bar to enhance form editing and accessibility

The split bar is displayed between the form fields and the document preview area. This bar lets you choose how you want the document to be displayed, giving priority to form editing or to document display very simply. This is particularly useful when working with large tables of items. ! Resizing the document preview pane: Point the bar with your mouse until the cursor changes. When it changes, click the left button and slide the bar on the right or on the left while still holding the button. Release the click when the right and left panes dimensions are as wanted.
2. ! Hide completely the document pane: If you wish to have all the available screen space reserved for the edition of the form, double-click the split bar. The document display will collapse to the far right of the screen, and the split bar will become larger and be located on the far right of the form also as shown below:
4. 5. From there, you can:
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! !
Go back to previous layout: click the bar described above.
icon at the top of the bar to roll back to the standard split
Temporarily display the original document: click anywhere on the bar to expand the document view above the form. While you keep you mouse in this area it won't disappear, but one second after the mouse cursor isn't hovering the document anymore it will hide itself again and reveal the whole form content below.
Note By default, the split bar is displayed vertically. However, your administrator can change this layout and display the split bar horizontally instead. The main difference is that when hiding the document pane, the split bar will be located at the top of the form instead of at its right.
Using the form fields

This area lists the fields that are available for the document. You can browse through these fields and make sure the data matches your document before modifying them using the following interface: Interface Comments This is the name of the document field. A red star is displayed at the right of the field name if this field is compulsory for the document validation to succeed. Enter free data for your field, or select data from the document display pane. The data may already be there if it has been recognized by the OCR. You can modify it if necessary. Select data from the list. You cannot select any other data than the one listed. Select the box in relation to options you wish to enable. Click this box to open a new search window. This window can be: ! ! A data search window. See below for more information. A calendar window. See below for more information.
The data search window

The search window appears when clicking the button. It allows you to perform a field related search.
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To do so: 1. 2. 3. 4. Type the occurrence you are searching for in the related search boxes. Type in the maximum number of results you wish to display. Beware that the more results you select, the longer it will take to find the information. Click OK to start your search. Click the result in the list that will be your field value.
The calendar window

The calendar window appears when clicking the calendar like this one: button. It allows you to search easily for a specific date from a
Browse through the calendar the following way: ! The date currently selected is highlighted in red.
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! ! ! !
Click the arrows on the top to go to previous or next month. Click the date you want to have the calendar select this date. Click Today to have the calendar select today's date. Click Cancel to close this window without modifying the date.
Storing previous field values

To help you enter the field values, your browser can store the values you have previously entered for a field. To do so, when you validate a form, press the bottom arrow in the field or double click on the field to select a value in the list.
To store the values, you must modify your browser options: 1. 2. 3. 4. Click the Tools > Internet Options menu. In the box that opens, click the Content tab. In Internet Explorer 6.0, click the AutoComplete button. In Internet Explorer 7.0, click the Settings button in the AutoComplete section. In the box that opens, select the Forms option.
If you want to remove all the previously stored values: 1. 2. Click the Tools > Internet Options menu. In Internet Explorer 6.0: ! ! ! 3. ! ! ! In the box that opens, click the Content tab. Click the AutoComplete button. In the box that opens, click the Clear Forms button.
In Internet Explorer 7.0: In the box that opens, click the General tab. Click the Delete button. In the box that opens, click the Delete Forms button.
Validating a table
If the validation form contains a table, you can interact with its content and formatting by using the far left column of the table. A table is comprised of items grouped by the page on which they appear in the document:
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For each section of the table a menu is available by clicking the icon. Depending on the validation form design in the Rules Designer documentation, and on the table section, you can:
icon in the table header section (in gray in the example above).
! ! ! ! Select all: select all items on every pages. Unselect all: unselect any previously selected item. Delete selected lines: deletes the selected lines. Beware, no confirmation will be requested and deleted lines can't be retrieved after deletion. Add a page: adds pages section in the table.
icon in the page header section (dark blue in the example above)
! ! ! ! ! ! ! Collapse: check the box next to the Collapse menu label to hide the content of the current page. Uncheck the box to display it again. Select all: Selects all line in the current page. Unselect all: Unselect all previously selected lines in the current page. Delete selected lines: deletes the selected lines on the current page. Beware, no confirmation will be requested and deleted lines can't be retrieved after deletion. Delete: deletes the whole page, including all its lines. Beware, no confirmation will be requested and deleted pages can't be retrieved after deletion. Paste: Lets you paste a previously copied line. The pasted line will be added as the last line in the page. To paste line somewhere else use the Paste command on the line above the one you want to create. Add a line: Adds a empty line at the bottom row of the page. To add line somewhere else use the Add a line command on the line above the one you want to create.
and
! ! ! ! !
icons on a line item
Delete: deletes the current line. Beware, no confirmation will be requested and deleted lines can't be retrieved after deletion. Cut: Copies the current line in your clipboard and removes the current line. Use the Paste command on a line item or a page header section to paste the cut line. You can also use the icon to move lines (see below). Copy: Copies the current line in your clipboard. Use the Paste command on a line item or a page header section to paste the copied line. Paste: Inserts a previously copied line just below the current one. Add a line: Inserts an empty line just below the current one.
When you click icon on a line item, the line becomes a floating line, allow you to move it inside the current page or even to another page. When the mouse cursor changes, click the icon to grab the line. While keeping the left button pressed, move the line to the place you want it to be.
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Using the document display toolbar

Above the document display pane, a toolbar allows you to zoom in and out a page, to rotate a page, to display the next, previous, first, last page or a specific document page, to display a printable view of the document and to display the OCR extracted text. Use these buttons accordingly: Button Comments Use this option to zoom in and out the current page. You can select one of these values: ! ! ! A percentage of zoom from 25%, 50%, 75%, 100%, 150%, 175%, 200%, 250%, 300%, 400%. Page width: Select this to ensure the page width will fit on the screen. Page height: Select this to ensure the page height will fit on the screen.
Use this option to rotate the page in the document display. Beware that this option appears only if you are working with a TIFF file, and that a rotated view will not be saved. It only helps you analyze your document. Administrators, refer to Web.config file reference for more information on how to activate this option. Change the page currently displayed using the following buttons: ! ! ! ! ! Display the Display the Display the Display the first page of the document. last page of the document. previous page of the document. next page of the document.
Select a page in the document from the drop down list . For example, select 2/5 if you wish to display the second page of your 5 pages document.
Select this option to view all areas recognized by the OCR. These recognized areas will then be highlighted. This is an example of a word recognized by the OCR: Use this option to open the whole document with Acrobat Reader. You will then be able to print it easily.
Using the toolbar

The toolbar on the bottom contains options to manage the whole document. Different buttons are available on the form validation page depending on your Document Manager profile and depending on the form design on the server. As a dedicated user responsible for the validation of a document, you are in charge of deciding whether or not the workflow should continue for each document. You can perform actions on your whole document at any time using the toolbar on the bottom right of the page: Button Definition If captured data is not correct, because you validate a new document type (for example you receive an invoice from a new supplier), you can modify the data extraction process in order to avoid modifying the captured data again for this document type. The modification of the data extraction process for a particular document variation during the validation step is called teaching. Refer to Teaching overview in the Administration documentation for details. Click this button to split your document.
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Button
Definition If you reject the validation form, the workflow is interrupted (the validation form appears as rejected). Select the Rejected documents view from the Validation tab to see all the rejected forms. Click this button to forward the validation form to another user for cross-checking purposes. Your modifications will be saved prior to forwarding the validation form. For more information, refer to Forwarding the validation form to another validator. If you modified a field value by using the mouse to frame a new area on the document display, you may be prompted to save your modifications for the next documents of the same type. Refer to Automatic teaching overview in the Administration documentation. If available, click the Save button to close the form while saving the modifications you have made on it and return to the Validation tab. If you modified a field value by using the mouse to frame a new area on the document display, you may be prompted to save your modifications for the next documents of the same type. See Automatic teaching overview in the Administration documentation. Click Approve to continue the document processing. You must have corrected all the errors before you can continue the validation process. If an error message is displayed above a value, you must modify the value before approving the form. If a low confidence level message is displayed above a value, you must click in the fields before you can continue with the validation process. If you modified a field value by using the mouse to frame a new area on the document display, you may be prompted to save your modifications for the next documents of the same type. See Automatic teaching overview in the Administration documentation. Select the Approved documents view from the Validation tab to list all the approved forms. You can follow-up the form's child messages from the Audit trail page: click on the subject of the form you have just approved. From the form properties page that appears, click the Audit trail button. Administrators can follow-up the workflow from the Queue Manager in Esker Administrator. If available, click the Cancel button to close the form without saving the modifications you have made on it and return to the Validation tab.
Using keyboard shortcuts

You can use shortcut keys to quickly access some toolbar buttons. Here is the list of the shortcuts according to the language you can use in Document Manager: English Shortcu t Button Franais Raccourc i Bouton Deutsch Verknpfun g Schaltflch e Espaol Acces o directo Botn Italiano Scelt a rapid a ALT+ A ALT+ N ALT+ I ALT+ F ALT+ S ALT+ V ALT+ G ALT+ U Pulsante
ALT+ A ALT+ C ALT+ F ALT+ R ALT+ V ALT+ S ALT+ T ALT+ N
Approv e Cancel
ALT+ A ALT+ N
Approuver ALT+ G Annuler ALT+ A
Genehmige n Abbrechen Weiterleiten Ablehnen Speichern Teilen Lehren Nchstes Formular
ALT+ P Aprobar ALT+ Cancelar C ALT+ E Reenviar ALT+ Z Rechazar ALT+ Guardar G ALT+ V Dividir ALT+ Formar O ALT+ S Formulari o
Approva Annulla Inoltra Rifiuta Salva Dividi Insegna Modulo successiv
Forward ALT+ T Reject Save Split Teach Next form ALT+ R ALT+ S ALT+ C ALT+ P ALT+ U
Transfrer ALT+ W Rejeter ALT+ L
Enregistre ALT+ S r Dcouper ALT+ T Apprendr e Formulair e suivant ALT+ H ALT+ N
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English Shortcu t Button
Franais Raccourc i Bouton
Deutsch Verknpfun g Schaltflch e
Espaol Acces o directo Botn
Italiano Scelt a rapid a ALT+ P Pulsante
ALT+ P
Previou s form
ALT+ E
Formulair e prcdent
ALT+ V
Vorheriges formular
siguiente ALT+ T Formulari o anterior
o Modulo precedent e
See all the Shortcuts available for document splitting and validation (page 354). See the keyboard shortcuts available when splitting documents. See also Forwarding the validation form to another user (page 339) Document validation overview (page 175) Starting the validation of a form addressed to a group of users (page 177) Entering periods of absence and alternate users responsible for validation (page 341)
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VALIDATING A SALES ORDER FOR SAP
Validating a sales order for SAP

How to access this validation form Open the Validation tab, select the view called Web forms waiting for validation and click the Start validating web forms button. Otherwise, click the link in the email message you receive when a new sales order form is waiting for validation. For more information, see Starting the validation. This form only displays for SAP specific sales orders. Document Manager offers a specific validation form for sales orders linked to SAP. By validating such a form, you will request a sales order to be automatically created in your SAP system. Because this form contents must match the data required by SAP to create a sales order, the fields in this form are specific, and this help section describes how they reflect in your SAP system once the sales order has been created. Note If your administrator has set a specific SAP user corresponding to your Document Manager user name, make sure that you have set a correct password in your personal settings page. If no SAP information appears, then you are using the default configured SAP user. Contact your administrator for more information.
Basic validation operations

The interface displays standard validation form controls. These controls let you: ! ! ! Manage the original document display and how it interacts with the form. Gather information about extracted data and manage fields contents (most recently used items, standard data search windows, etc.) Use the toolbar buttons (Teach, Reject, Forward, Save, and Cancel) and use keyboard shortcuts to achieve the validation
These operations are described in the Validating a web form topic.
SAP specific validation operations

In addition to standard controls and fields information, and because this form is bound to be linked to an SAP system, this specific validation form offers additional controls and the fields in it are almost all linked to matching SAP fields. In the following topics, you will find all the necessary information to use, control and complete a validation form with all the references required to properly link the information you enter with the sales order that will eventually be created in SAP. You need to check captured information and fill required fields on the validation form before you can validate it: 1. Filling the web form: First you check that Header and Item data have been correctly captured from the original document by comparing the form's content to the original document's content, you enter extra information, you choose the options for the order creation in SAP. The fields on the form mostly match SAP sales order fields and therefore need to be properly filled to ensure the sales order is correctly created. Many fields offer a live SAP query to allow you to search for particular SAP items directly from Document Manager. Validating the web form: After filling the form, you are ready to enter the sales order document in SAP by approving the form. You may launch a simulation before launching the actual creation through approval. The simulation report allows you to check that the sales order form matches the requirements for the sales document creation in SAP.
2.
See also Document validation overview (page 175)
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Filling the Header of the SAP sales order form

When validating a sales order web form for SAP, the first step is to check the form's content and to fill the empty fields in the various sections.
Three main parts can be distinguished: 1. 2. 3. Header: Contain customer, shipping and billing-related information, separated into tabs all containing specific fields. Items: Contains the materials purchased. The item fields are grouped in a table, which displays a new line for each material found in the original order document. Options: Allows you to change options related to the sales order creation process.
On the right of the form, you have a display of the original order document received. You can use the order display to check that the data has been correctly recognized and to fill fields by drag and dropping information from the document to the web form. To learn how to fill fields on the form using the original order display and to hide and show the order display, refer to Validating a web form. Hint The sales order validation form offers a full keyboard filling mode to help you save time on validating orders. You will find the list of keyboard shortcuts to use in the description of each part of the form. The Header section of the sales order validation form for SAP contains customer, shipping and billing-related information, separated into tabs, all containing specific fields: ! ! ! ! Overview Sales Payment cards Attachments
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Dropship
Some fields in these tabs are required, meaning that without these fields being properly filled, the sales order creation in SAP will fail. Required fields are in bold and preceded with a red star ( ).
Navigating through the tabs

To quickly change tabs and focus the first field of a given tab, you can use the following keyboard shortcuts: Shortcut/Raccourci clavier CTRL CTRL CTRL CTRL CTRL + + + + + 1 2 3 4 5 Tab Overview Sales Payment cards Attachments Dropship Onglet Synthse Vente Cartes de paiement Pices jointes Livraison
Navigating through the fields

To move the focus from one field to another within a tab: ! ! ! Use the Page Up and Page Down buttons to move vertically from one field to another. Use the Up and Down arrows on a given field to browse possible values for the field (such as most recently used values or drop-down list items) Use the Space bar to select or unselect items. Pressing the space bar on an element that has the focus has the same effect as clicking that same element with your mouse.
Once you have the focus on a field, the behavior of the shortcuts depends on the type of field: Control type Available keyboard actions Free data field. By pressing the Down arrow when the cursor is in this field, it will display the list of most recently used entries for this field. Continue pressing the Down arrow and Up arrow to select the value of your choice in the list and press Enter to validate your choice and go to the next control. Press Escape to cancel the list display and go to the next control. If there is a browse button ( ) next to it, press the TAB key to focus the browse button and press Enter to open the related browse page.
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Control type
Available keyboard actions Note To avoid displaying the list of most recently used items and directly focus to element beneath the field use the Page Down key instead of the Down arrow one. Check box. Press the space bar to toggle the check box status. Free data field with a browse button. Drop down list. Press the Down arrow key to expand the list possible values and browse them. ! ! To validate an item value: press the space bar. The field focus will then be transmitted to the next field. To cancel the action: press Escape to cancel the display of the list items. The field value will not be modified and the focus will be transmitted to the next field. Hint When the combo box is expanded and the last value selected, you can use the Page Down key to exit the combo and place the focus on the next control underneath. When the combo box is expanded and the first value is selected, you can use the Page Up key to exit the combo and return to the preceding control. You can also use the right arrow and left arrow keys to navigate through possible values for the field without displaying the whole list of elements. Note that in this case the value of the field is updated each time you change the value. Use the Page Down or Page Up keys to change field.
Overview tab
The Overview tab contains information about the purchase order that has been received, the customer (on the left), and the ship to party (on the right):
PO number
This field is limited to 35 characters.
SAP Information:
Purch.order VBKDno. field BSTKD
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This number originates from the customer's order creation system. Net value VBAKfield NETWR
Total
SAP Information:
This field contains the total amount of the purchase order. This information is not transmitted to SAP, but it is useful as that Document Manager can warn you in case of a difference between this total amount and the sum of line item amounts. PO date VBKDfield BSTDK
PO date
Use the
SAP Information: button to open a calendar if you want to change the date.
Due date
SAP Information:
Sales Header tab / Req. deliv. RV45Adate field KETDAT button to open a calendar if you wish to change Sold- KUAGVto TXTPA party
Indicate here the delivery date for the products ordered. Use the the date.
Customer name
SAP Information:
If the captured customer name doesn't match, click the browse for a customer directly into your SAP system. 1. 2. 3.
button to open a browse page. This page allows to
Fill the desired fields on this page and click OK to launch the browse. Click the Customer name of your choice in the list of found results to set the Customer name field on the form. This field is limited to 255 characters. If the selected customer is associated with multiple ship to parties in SAP, you are then prompted to select a ship to within a second browse page. The selected ship to will fill the Ship to name field of the validation form. (not standard) You may also be prompted to select other partners like a bill to or a payer depending on the way the sales order package has been customized for your company.
Note If the selected customer is only associated to one ship to party in SAP, this ship to fields on the form are automatically filled in after your customer selection (without you being prompted with the second browse page). In many cases, the customer and the ship to will be identical. If the selected customer is not associated to any ship to party in SAP, you will have to specify a ship to party yourself in the Ship to name field by browsing among all customers in SAP. Be aware that the customer will then be updated according to the selected ship to. Contact your administrator if you do not want the customer to be updated upon selection or modification of the ship to (administrators must disable the forceUpdate parameter in the call of the partner browse page, see details in Customizing browse pages for SAP sales orders in the Administration documentation). If you specify no ship to name, the customer will also be the ship to.
Get more details on the Query customer list browse page
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These browse fields are not cumulative, meaning that the result list is the conjunction of all the browse filters, it lists the customers that matches all the browse filters (not only one of them). None of them is required. ! Customer name: name of the customer you are looking for. You can use the * wildcard. City: enter the city of the customer you are looking for. You can use the * wildcard. Region: enter the region of the customer you are looking for. You can use the * wildcard. Postal Code: enter the postal code of the customer you are looking for. Number of results to return: enter the maximum number of results you wish to retrieve.
Simply click the Customer name of your choice in the list of found results to set the Customer name field on the form. Note By selecting the customer using this browse page, the (Customer) Number field as well as the customer's address fields (Street, Postal code, City, etc) will also be updated accordingly.
Get more details on the Query partner list
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This page appears after your customer selection when the selected customer is associated with multiple ship to parties in SAP. It allows you to choose a ship to among the ones available for the selected customer. (If the selected customer has only one ship to, this ship to fields are automatically filled in in the form without you being prompted). The browse fields are not cumulative, meaning that the result list is the conjunction of all the browse filters, it lists the customers that matches all the browse filters (not only one of them). None of them is required. ! Customer ID: number of the customer you have previously selected and whose list of ship to parties is displayed in the result list below. City: enter the city of the ship to name you are looking for. You can use the * wildcard. Region: enter the region of the ship to name you are looking for. You can use the * wildcard. Postal Code: enter the postal code of the ship to name you are looking for.
Simply click the partner name of your choice in the list to set the Ship to name field on the form. Note By selecting the ship to using this browse page, the (Ship to) Number field as well as the address fields for the ship to (Street, Postal code, City, etc) will also be updated accordingly.
(Customer) Number
SAP Information:
Soldto party KUAGVfield KUNNR
This data is automatically filled based on the captured Customer name field value, if any. If the customer number isn't correct, then either enter it manually (as it will prevail on the Customer name even if they don't match when validating
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button next to the Customer name field to open the customer browse page. See above for the form), or click the details about this browse page.
(Customer) Street, Postal code, City, Region, Country
SAP Information:
Partners Header tab
This data is not editable. It is automatically retrieved from SAP master based on the captured Customer name field value, if any. It matches the customer's main address fields in SAP (XD03). View the SAP interface
Ship to name
SAP Information:
Shipping Header KUWEVtab / TXTPA Ship-to-
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party field This field is automatically filled based on the selected Customer name field value, if any. This field is empty if the selected customer is not associated to any ship to in SAP. In this case, to set a ship to, click the button to open a browse page. This page allows to search for a ship to name among the list of all customers in your SAP system. Fill the desired fields on this page and click OK to launch the browse. Get more details on the Query customer list browse page This page allows browsing among all the customers defined in your SAP system. These browse fields are not cumulative, meaning that the result list is the conjunction of all the browse filters, it lists the customers that matches all the browse filters (not only one of them). None of them is required. ! Customer name: name of the ship to party you are looking for. You can use the * wildcard. City: enter the city of the ship to party you are looking for. You can use the * wildcard (e.g. bos*). Region: enter the region of the ship to party you are looking for. You can use the * wildcard (e.g. 04*). Postal Code: enter the postal code of the ship to party you are looking for (e.g. 06*). Number of results to return: enter the maximum number of results you wish to retrieve.
Simply click the Customer name of your choice in the list of found results to set the Ship to name field on the form. Notes By selecting the ship to name using this browse page, the (Ship to) Number field as well as the address fields for the ship to (Street, Postal code, City, etc) will also be updated accordingly. Be aware that the Customer name field is also updated according to the selected ship to. Contact your administrator if you do not want to update the customer upon selection or modification of the ship to party. Administrators must disable the forceUpdate parameter in the call of the partner
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browse page, see details in Customizing browse pages for SAP sales orders. in the Administration documentation
(Ship to) Number

SAP Information:
Shipping Header tab / Ship-toKUWEVparty KUNNR field
This data is automatically filled based on the Ship to name field value, if any. If you don't know the ship to number, click the button next to the Ship to name field to open a browse page. By selecting a customer in this browse page, it will automatically fill the Ship to name, the ship to Number, the ship to address fields below (Street, Postal code, City, Region, Country), and update the customer fields accordingly. Contact your administrator if you do not want to update the customer upon selection or modification of the ship to party. Administrators must disable the forceUpdate parameter in the call of the partner browse page, see details in Customizing browse pages for SAP sales orders. in the Administration documentation
(Ship to) Street, Postal code, City, Region, Country
SAP Information:
Partners Header tab / Ship-to party Details
This data is not editable. It is automatically retrieved from SAP master based on the Ship to name field value, if any. It matches the address of the ship to in SAP master. This shipping address can be overridden on a per-order basis without modifying the partner's address in SAP. The partner's address remains unchanged in SAP partner function while each order is associated with a specific ship to address based on the information captured from the document. For more information, read the explanations about the Dropship tab.
Sales tab
Below are the explanations on the fields available in the Sales tab of the header:
Sales
SAP Information:
Sales
VBAKVKORG,
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area
Header VBAKtab / VTWEG, Sales VBAKSPART area field
Indicates the sales area in which the sales order will be created in SAP, among the sales areas defined in your SAP system. A SAP sales area is made of three elements: a sales organization, a distribution channel, and a division. By default, this field is set to the default sales area configured on the server. Administrators can find information on how to change the default sales area in which to create all your company's sales orders in Configuring the SAP Vendor Invoice and Sales Order module in the Administration documentation. If the required sales area is not listed, contact your administrator so that he adds values to this combo by editing the data capture rule (Administrators can find information about the sales areas drop-down customization in Capturing data with the sales order default rule in the Administration documentation). Notes This value can be overwritten at the item level. You can set a specific sales area on a particular material in the items table. See Filling the Items of the SAP sales order form (page 220). In this case, the specified customer must be present in both the header sales area and the item sales area otherwise the simulation of the sales order creation in SAP will generate an error. See Validating the sales order form > Troubleshooting. If you set multiple sales areas in a sales order validation form, materials are grouped by sales areas when you approve the form and a different order is created in SAP for each sales area set. If there is no overwriting at the item level, the item sales area matches the header sales area. If you change the header sales area, the items' sales area is also changed. Sales Header tab / Sales office VBAKfield VKBUR
Sales office
SAP Information:
Indicate the physical location (for example, a branch office) that has responsibility for the sale of the products or services ordered in the original document. To set this field, click the button to open a page where you will be able to choose the sales office you want among the ones defined in your SAP system. View the Sales office browse page
Click the Description of the Sales office of your choice to close the window and update the Sales office field contents on the validation form Sales Header tab / VBAKSales VKGRP group
Sales group
SAP Information:
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field This field is limited to 3 characters. Indicate the group of sales people who are responsible for processing sales of the products or services ordered in the original document. Available sales groups depend on the specified Sales office. To set this field, click the button to open a page where you will be able to choose the sales group you want among the ones defined in your SAP system. View the Sales group browse page
Click the Description of the Sales group of your choice to close the window and update the Sales group field contents on the validation form.
Pricing conditions
SAP Information:
Conditions Header tab
This field allows you to define specific pricing conditions for this order as you would do using the Conditions document header in SAP when creating a sales order (VA01). These are supplementary conditions that will be applied in addition to the default conditions set in SAP. For example, you may grant a special 2% discount if this is a large volume order. Note You can also set special pricing conditions at the product level, on each line item in the table of products purchased. See Pricing conditions in the item data. When the Pricing conditions field is not set either at the header or at the item level in the validation form, the system applies the default pricing procedure according to three factors: ! ! ! The sales area. The type of sales document you are creating (for example, Standard Order, OR). See the Document pricing procedure in SAP. The customer. See the Customer determination procedure in SAP.
Here is an example of default pricing procedure configured in SAP, containing three conditions: ! ! ! 1. 2. Condition type Price PR00 to browse for a customer-specific material price Condition type Disc. RB01 to browse for a price list price in a given currency Condition type Disc. RB02 to browse a price for a material If no matching condition record is found for the first condition type (in our example, no special material price for this customer), the system moves on to the next condition type (in our example, browse in the price list). If it finds a matching condition record for the second condition type, the system determines the price according to the information stored in this record. In our example, it extracts the price from the price list in the desired currency). In addition, it looks whether a pricing scale exists (for example, 100 USD from 1 item, 99 USD from 100 items, and 98 USD from 200 items), and calculates the appropriate price according to the ordered quantity). The system then moves on to the next condition if any and repeat the same process to eventually compute a final price with all the matching condition records.
3.
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Note If you want to learn about the default pricing conditions set in your SAP system, contact your SAP system administrator. When pricing conditions are set at the header level or at the item level in the validation form, these conditions are applied in addition to the default pricing conditions set on the SAP system (see the above examples). This does not modify anything in the pricing procedure configuration of your SAP system. This only impacts the current order in the way that the final price is different to what it would have been without any special pricing conditions. button next to it. This button displays a page that allows The field is read-only, it can only be set by using the defining pricing conditions based on condition types available in your SAP system. Once you have defined your pricing conditions, the field on the validation form displays the number of conditions set:
Example: When you set a discount of 2% as header pricing condition in the validation form, this discount is entered in the Conditions tab of the Header Data in SAP and removed from the total price. View the resulting order in SAP
Limitation The sales order creation simulation tool does not take into account header pricing conditions. The prices that you see in the simulation report are not the final prices since they do not take into account the supplementary header pricing conditions you have set on the validation form. However, the order will be created in SAP with the appropriate prices taking all pricing conditions into account. Get more details on the pricing conditions management page
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Use this page to configure supplementary pricing conditions for the order, from the most important to the less important. To compute the final price for the order, the system will first study the default pricing conditions set on SAP (see the above example) then your specific pricing conditions, one after the other: 1. 2. 3. 4. Click Add in the Action column to define each condition and fill in the related fields. You can find details on each field below. Click Validate to save a condition when you have set its fields. Click Delete to remove a condition line from the list or Modify to change a condition line. When you have finished setting the supplementary pricing conditions in the order you want, click OK to close the window and update the Header pricing conditions field contents on the validation form. Condition type The combo box only lists the applicable condition types, in alphabetic order. These are the condition types that are available in your SAP system and that you can use to add conditions types to the default pricing procedure. Each condition type is identified by a unique key and a description. The condition type indicates, for example, whether, during pricing, the system should apply a price, a discount, a surcharge, or other pricing elements, such as freight costs and sales taxes. The condition type you select determines the list of applicable fields that may be set in the subsequent columns. Default values or masks are retrieved from SAP and may or may not be changed (for example, when you set a percentage discount, a percent sign (%) is automatically entered in the Currency column and cannot be removed. Non applicable columns are grayed. SAP Information: (VA01) Conditions tab in header data or item data CnTy - KOMV-KSCHL Rate Condition amount or percentage. Determines how the system calculates pricing using this condition. Depending on the condition type, the rate can be a fixed amount or a percentage. If the condition includes a pricing scale , the rate displays the first line of the scale. SAP Information: (VA01) Conditions tab in header data or item data Rate - OMV-KBETR Examples: ! ! If you are creating a condition that includes prices (for example, prices for a material), enter an amount. If you are creating a condition based on percentage discounts or surcharges (for example, a customerspecific discount), enter the value of a percentage. If the condition is a discount, the system automatically enters a percent sign in the Currency field.
Currency Rate unit (currency, sales unit, or %) . The unit in which the rate of this condition type is expressed. This can be a currency (for example, USD for American dollars), a sales unit (for example, cartons), or a percentage. SAP Information: (VA01) Conditions tab in header data or item data Curr. RV45A-KOEIN
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For example, when you set a discount value, the Currency column is automatically filled with the customer's currency as retrieved from SAP customer master:
per Condition pricing unit. The quantity on which the amount or percentage is based. The quantity is expressed in sales units (for example, a number of bottles). At the item level, this field is set to the unit for the material as retrieved from your SAP material master. SAP Information: (VA01) Conditions tab in header data or item data per VBAP-KPEIN Example: You want to create a condition record for a material price of US$8 for 1 piece. You enter 8 in the Rate field, USD in the Currency field, 1 as the condition pricing unit in the per column, and select PC - pieces in the Unit of measure field:
Unit of measure Condition unit (e.g. pieces or bottles). Quantity unit to which the condition rate refers. The combo box retrieves all the units of measure available in your SAP system, in alphabetic order. At the item level, the field is automatically filled with the default unit for the current material as retrieved from SAP. SAP Information: (VA01) Conditions tab in header data or item data - UoM- VBAP-KMEIN Example: You create a condition record that gives a fixed discount of $10 to a customer who buys 1000 bottles. In this case, enter 10 in the Rate field, USD in the Currency field, 1000 in the per field and BT - Bottles in the Unit of measure field:
Important The three fields described below are only available in advanced mode. If you want to use them, contact your administrator so that he adds a key to the web.config configuration file of Document Manager. (Administrators can find information about this customization in Customizing browse pages for SAP sales orders in the Administration documentation). These three fields are not supported by the sales order simulation tool. As a consequence, when you set any of these fields, the simulation does not take into account any of the supplementary pricing conditions set at the item level in the validation form. Knowing that the simulation never takes into account header pricing conditions, none of the prices in the simulation report match the final prices when these fields are used. However, the order will be created in SAP with the appropriate prices taking all pricing conditions and condition's fields into account. Condition value The value, resulting from pricing, for a particular condition, total, or sub-total in a document. This value is used as a total for the condition in the pricing procedure. SAP Information: Conditions tab in item data - Condition value KOMV-KWERT_K Numerator
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The numerator of the conversion factor that the system uses to convert condition units into base units of measure. Many material processing functions, such as creating production requirements, may require that sales units are converted into base units. Example: You store a soft drink in gallons, but sell it in 1 pint bottles. The conversion factor looks like this: 8 Pt <=> 1 G The first number (the denominator) represents the sales units, in this case, pints. The second number (the numerator) represents the equivalent quantity of base units, in this case, gallons. SAP Information: Conditions tab in item data - NumCCo - KOMV-KUMZA Denominator Denominator for converting condition units to base units. See the example above. SAP Information: Conditions tab item data - CConDe - KOMV-KUMNE Texts Header tab
Notes
SAP Information:
This field allows you to add specific notes on this order as you would do using the Texts document header in SAP when creating a sales order (VA01). These are supplementary notes that will be accessible from the sales order created in SAP in addition to the default notes that may already exist in SAP (or in replacement of these notes if they are of the same type). Notes You can also set notes at product level, on each line item in the table of products purchased. See Item notes in the item data. When this field is not set, the sales order created in SAP simply inherits from the default header notes entered in SAP for the customer, partner or order type. Note that you cannot view these default notes in the web form. Administrators can find information about SAP default notes' inheritance in Configuring SAP default notes and userdefined notes in the Administration documentation. Example: If you find you need a specific information on all orders from a given customer for example, you should contact your administrator and ask him to add a default sales note on this customer in SAP rather than typing the same note each time in Document Manager for all orders from this customer. When this field is set,it displays the number of supplementary notes entered: Example:
The field is read-only, it can only be set by using the will be able to enter your specific note(s).
button next to it. Click this button to open a page where you
Prerequisite A text determination procedure must be defined in your SAP system to explain how to write notes for the type of order you are creating (for example, standard orders). If no procedure to write notes is defined, you are not able to use this feature: contact your administrator so that he configures text determination procedures in SAP. Get more details on the Notes management page
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When you click on , the validation form queries your SAP system and retrieves the possible languages and note types for you to write notes for this customer and this type of order. To add a note, click Add in the Action column. You are prompted to set the following fields: ! Languag e: Select a languag e among the available languag es in SAP. The custome r's languag e is selected by default (based on the Custome r Number value in Overvie w tab). If this field is empty or the custome r has no selected languag e in SAP, the Docume nt Manager
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current languag e is selected by default. ! Type : Select a type of note among the possible note types for header notes on this type of orders. Text: Enter your note text.
Click Validate to save your note or Cancel to delete the line. Click Close when you have finished entering notes. Your notes will be inserted into header text fields in the sales order document created in SAP depending on their types (Header note, Comments, etc). If a default note of the same type already exists in SAP, its content is replaced by your content. If no default note of the same type exists, your note is simply added to the corresponding header field. Example: When you add a Header note type of note in the header of a Standard Order (OR) web form, this note fills the Header note header field accessible from Header Data > Texts tab in the sales order document in SAP. If a default note of type Header note already exists in SAP for this customer, its content is replaced by your content. View an example of header note's overwriting at validation The sales order on the left has inherited from the default header note while the sales order on the right has a specific header note entered at validation stage in replacement of the default note:
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Delivery block
SAP Information:
Shipping Header tab / Delivery block VBAKLIFSK field
Enter the delivery block for the document, or click the available delivery blocks on your SAP system. Get more details on the delivery block browse page
button next to the field to display a page with the list of
Click the Description or the Delivery block number of your choice to close the window and update the Delivery block field contents on the validation form. Billing Header tab in SAP / Billing block VBAKfield FAKSK
Billing block
SAP Information:
Enter the billing block for the document, or click the available billing blocks on your SAP system. Get more details on the billing block browse page
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Click the Description or the Billing block number of your choice to close the window and update the Billing block field contents on the validation form. Shipping Header tab / Shp. VBAKCond. VSBED field
Shipping condition
SAP Information:
This field allows you to set a specific SAP shipping condition for this order. Enter the shipping condition code or click the button next to the field to display a page with the list of available shipping conditions on your SAP system.
Get more details on the Shipping condition browse page
Click the Description or the Shipping condition code of your choice to close the window and update the Shipping condition field contents on the validation form. If you set this field to As soon as possible (01), the order will be created in SAP with the Shp. Cond. field set to 01. View the resulting order in SAP
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Payment cards tab

Below are the explanations on the fields available in the Payment cards tab of the Header:
You may specify in this table the payment cards to be used for billing. For this, add lines to the table and click the button to choose among the payment cards available for the ordering customer. The sales order creation simulation tool checks that the payment card entries in the validation form match the payment cards entries in SAP and returns warning messages if a payment card is not recognized. For more information, refer to Payment card validity.
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Hint For the list of all keyboard shortcuts available for full keyboard form filling mode, refer to Navigating inside the table.
Type
SAP Information:
Payment cards Header tab / FPLTCType CCINS field
The payment card type. Possible values are MC, VISA, AMEX, ... (This is a SAP Code). Payment cards Header tab / Card number FPLTCCCNUM field
Card number
This field is limited to 25 characters. The payment card number. Numeric value.
SAP Information:
button to open a page where you will be To set the payment card if it has not been properly captured, click the able to choose among the payment cards defined in your SAP system for the specified customer. View the Card number browse page
In this example, the ordering customer is linked to two payment cards in SAP. Click on the Card number of your choice to close the window and update all the fields in the current payment card line on the validation form. Tip If the original document contains a payment card number and if your SAP environment requires that this number is hidden (blanked or blackened) on the document image that will be archived in the system, your administrator can set the option named Editable by capture on the payment card number field in the validation form of the DeliveryWare rule. For more information, administrators can refer to the description of this option in the Rules Designer documentation in the Rules Designer documentation. Payment cards Header tab / Cardholder FPLTCCCNAME field
Name of cardholder
This field is limited to 40 characters. Credit card owner name.
SAP Information:
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Expiration month
SAP Information:
Payment cards Header tab / CCDATEValid to field EXDATBI
Month when the payment card will expire. This is concatenated with the Expiration year to obtain the payment card expiration date to be entered in SAP. Payment cards Header tab / CCDATEValid to field EXDATBI
Expiration year
SAP Information:
Year when the payment card will expire. This is concatenated with the Expiration month to obtain the payment card expiration date to be entered in SAP. Payment cards Header tab / Maximum amount RV60FFAKWR field
Maximum amount
SAP Information:
The maximum amount to bill on this payment card.
Attachments tab
By default the original purchase order (the one displayed in the right pane of the form) is attached to the created SAP document, meaning it can be accessed directly from within your SAP environment. The attachments are also visible when viewing the properties of the archive of the current job. This section lets you define files that should be archived along with the current sales order.
By default, the following file formats can be attached to a sales order: ! ! ! ! PDF: Adobe Acrobat format DOC: Microsoft Word document XLS: Microsoft Excel document TIF: Tagged Image File Format
To manage your attachments:
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To add an attachment, click the Add a document link, type the local path of the file in the File name field or browse to the file and then click the Open button. Once you have added at least one attachment, it is displayed in the list. To remove an attachment: Click the Delete link in the Action column of the corresponding line. You will not be prompted for confirmation. To modify the order of the attachments: Use the Up and Down links in the Action column of an attachment to move it up or down in the list. The top attachment in the list will correspond to the first attachment displayed in SAP. To open and view an existing attachment, click the View link in the Action column of the corresponding line. You will not be prompted for confirmation.
! !
Dropship tab fields description

The Dropship tab in the header contains the ship to address captured from the document (if any). In most cases, this captured address matches the ship to address entered in SAP and shown in the ship to section of the Overview tab (when captured correctly). Yet in some cases, the customer specifies a different ship to address on the order and you have to choose between the two addresses.
Ship to captured address
N/A
N/A
By default, the partner's address entered in SAP (and shown in the ship to section of the Overview tab) is used to ship the order. Check this box if you want to ship the current order to the address shown in this section, based on information captured from the document (and not ship to the default partner's address retrieved from SAP). Example: Your company receives a large number of orders. These orders usually specify a specific ship to address directly to the customer's customer. These are one-time shipments, so you do not want to store the specific ship to address as a standard partner function in SAP. Instead you want to override the various ship to partner fields with values captured from the sales order validation form on a per-order basis. Important Be aware that this will not modify the address of the ship to party in SAP partner master data. You are simply overriding the ship to information for this particular order with the information captured from the document.
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View an example in SAP Here is an example that shows how the master address of a given partner function can be overwritten within a specific order. On the left you see the ship to address in SAP master and on the right the ship to address in the sales order created from Document Manager:
(To access the ship to party address screen in SAP VA01 or VA02, go to Header > Partners, right-click the Ship-to party line in the table of partner functions, and select Details.) Warning Be aware that when the address is overwritten, the existing communication and further attributes fields' values for this partner in SAP master (Email, Standard comm., Telebox, Unload.point, VAT RegNo) are not reported in the order document as it would if there were no address overwriting. Only the Language, Telephone and Fax values are reported since this information may be useful for shipping company (UPS/FedEx, etc.). In the screen below, you can see that when the address is not overwritten (on the left), the communication fields values are available at the order's level whereas when the address is overwritten this information is not available:View sales orders with and without address overwriting in SAP
The Transportation zone information is not reported either, which may be a problem depending on the requirements of your SAP system. For more information, refer to Validating the sales order form > Troubleshooting > Dropship address. (To access the ship to party address screen in SAP VA01 or VA02, go to Header > Partners, right-click the Ship-to party line in the table of partner functions, and select Details.) The address fields below are captured from the document, not required and editable to allow corrections. If these fields are left empty the above ship to address (retrieved from SAP based on the ship to name if any) will be used for shipping. To override the ship to address for this order, check that the captured ship to address is correct and select the Ship to captured address option.
Additional name
SAP Information:
Name ADDR1_DATAfield NAME2
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This will fill the second line of the Name field in the details dialog box of the partners function in sales order created in SAP. Street/House ADDR1_DATAnumber field STREET
Street
SAP Information:
This will fill the Street/House number field in the details dialog box of the partners function in sales order created in SAP. District ADDR1_DATAfield CITY2
District
SAP Information:
This will fill the District field in the details dialog box of the partners function in sales order created in SAP. Postal code ADDR1_DATAfield POST_CODE1
Postal code
SAP Information:
This will fill the Postal code field in the details dialog box of the partners function in sales order created in SAP. City ADDR1_DATAfield CITY1
City
SAP Information:
This will fill the City field in the details dialog box of the partners function in sales order created in SAP. Juridict. code ADDR1_DATAfield TAXJURCODE
Jurisdiction
SAP Information:
This will fill the Juridict. code field in the details dialog box of the partners function in sales order created in SAP. This datacan be required for some particular company codes such as American companies. Enter the jurisdiction code, or click the button to browse for a specific jurisdiction code.
Click here for more details on the jurisdiction code browse page
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Fill in the fields and click OK to launch the browse. ! Country: enter the country code in which the cost center is defined. This field is required. Click the button to browse for country codes available in your SAP system. Click here to learn more Country: enter the name of the country you are looking for. You can also enter part of the name and use the * wildcard. Number of results to return: enter the maximum number of results you wish to retrieve. Click OK to launch the browse. Then click a country name or code in the list of results to validate your choice. State: enter the state code of the jurisdiction. Click the button to browse for states Click here to learn more Country code: enter the
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two-letters country code of the state you are looking for. This field is required. State: Optionally enter all or part of the name of the state name. You can use the * wildcard to replace part of the name. Number of results to return: enter the maximum number of results you wish to retrieve. Click OK to launch the browse. Then click a country name or code in the list of results to validate your choice. County, City, Postal Code, Local tax: optionally, enter the exact name of one or more of these fields. Jurisdiction Name: enter all or part of the name of the jurisdiction you are looking for. You can use the * wildcard to replace part of the name. Number of results
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to return: enter the maximum number of results you wish to retrieve. In the list of results, click the item of your choice to update the Jurisdiction column field accordingly.
Region
SAP Information:
Region ADDR1_DATAfield REGION
This will fill the Region field in the details dialog box of the partners function in sales order created in SAP. Enter the region code if you know it (e.g. WI for Wisconsin in the US), or click the possible regions for a given country. Note Browsing the region list through the button requires having set the Country field. button next to browse the list of
Get more details on the Region browse page This page allows you to browse the region list of a given country. (You can set the country through this page if you have not set it yet.) ! Country code: Displays the country code set in the Country field. If you have not set the Country field yet, enter the first letter of the country followed by an asterisk, click OK, click a country in the result list to close the window and update the Country field. You are now ready to set the Region field). Region code: Enter the first letter of the region you are looking for followed by an asterisk and click OK. Click the Region or Region code of your choice to close the window and update the ship to Region field on the validation form. Country ADDR1_DATAfield COUNTRY
Country
SAP Information:
This will fill the Country field in the details dialog box of the partners function in sales order created in SAP. Enter the country code (e.g. US for United States), or click the SAP system. Get more details on the Country browse page button next to browse the list of countries defined on your
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This page allows you to browse the country list with a filter on the country name. 1. Enter the first letter of the country you are looking for followed by an asterisk and click OK. This browse is case sensitive. Click the Country or Country code of your choice to close the window and update the ship to Country field on the validation form.
2.
Filling the Items of the SAP sales order form

The Item section of the sales order validation form for SAP contains a table with the list of materials ordered. This information has been captured from the document.
The table can be managed the same way as a standard validation form table. However, as for the Header fields, the field contents must match your SAP system contents. You can find below an explanation on each field in the table including the name of the SAP field it corresponds to. To learn how to approve or reject a sales order form for SAP, refer to Validating a sales order for SAP (page 191)
Navigating inside the table

Use the Down arrow and Up arrow keys to change line. Inside a line, use the TAB (to go right) and the SHIFTTAB (to go left) to navigate between the fields of this line. To open the context menu of the current line, place the focus on the icon on the line (using the Down arrow and Up arrow keys) and press Enter. Once the menu has appeared, use the arrows to move the selection and
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then press Space to validate your choice. Press Escape to cancel the menu. Actions in the menus can also be accessed by shortcuts. Available action depends on the type of line the menu refers to. Click here to display available menus and their associated shortcuts. Line Table header line (gray background) Page Header line (Dark blue background) Action Select all Unselect all Delete selected lines Add a page Collapse Items table Shortcut Description Ctrl+* Selects all items in the table. Ctrl+/ Unselects any previously selected items in the table. Ctrl+D Deletes all selected lines. Ctrl+Ins Ctrl+Space Adds a page a the bottom of the document. Hides all the items in the table. Uncheck this option to display the items again. Note You can also click the purchase order reference line itself to expand/collapse the page content. Select all Unselect all Delete selected lines Delete Paste Add a line Delete Cut Copy Ctrl+* Ctrl+/ Ctrl+D Ctrl+Del Ctrl+V Ctrl+Ins Ctrl+DEL Ctrl+X Ctrl+C Selects all items in the table. Unselect any previously selected item in the table. Deletes all selected lines in the table. Deletes the current page and all the items in it. Pastes a previously cut or copied item. Creates a new blank line at the bottom of the table. Deletes the item from the table. Cuts the item. Paste it somewhere else in the table or in another table (different page). Copies the current item in the clipboard. Paste it somewhere else in the table or in another table (different page). Pastes a previously cut or copied item. Creates a new empty item line right beneath the current one.
Item line
Paste Add a line
Ctrl+V Ctrl+Ins
You can also scroll the table horizontally by pressing the Right and Left arrows on the keyboard. To move the focus from an element to another inside the table: ! ! ! Use the Up and Down arrows to move vertically from a field to another while browsing possible values for the fields (such as most recently used values or drop-down lists items) Use the Page Up and Page Down buttons to move vertically from one field to another. Use the TAB and the SHIFT-TAB keys to browse horizontally from an element to another. This allows you to select a browse button ( fields. ! ) control for example which can't be done using the arrows as they only select
Use the Space bar to select or unselect items. Pressing the space bar on an element that has the focuses has the same effect as clicking that same element with your mouse.
Once you have the focus on a field, the behavior of the shortcuts depends on the type of field: Control type Available keyboard actions Free data field. By pressing the Down arrow when the cursor is in this field, it will display the list of most recently used entries for this field. Continue pressing the Down arrow and Up arrow to select the value of your choice in the list and press Enter to validate your choice and go to the next control. Press Escape to cancel the list display and go to the next control. If there is a browse button ( ) next to it, press the TAB key
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Control type
Available keyboard actions to focus the browse button and press Enter to open the related browse page. Note To avoid displaying the list of most recently used items and directly focus to element beneath the field use the Page Down key instead of the Down arrow one. Check box. Press the space bar to toggle the check box status. Free data field with a browse button. Drop down list. Press the Down arrow key to expand the list possible values and browse them. ! ! To validate an item value: press the space bar. The field focus will then be transmitted to the next field. To cancel the action: press Escape to cancel the display of the list items. The field value will not be modified and the focus will be transmitted to the next field. Hint When the combo box is expanded and the last value selected, you can use the Page Down key to exit the combo and place the focus on the next control underneath. When the combo box is expanded and the first value is selected, you can use the Page Up key to exit the combo and return to the preceding control. You can also use the right arrow and left arrow keys to navigate through possible values for the field without displaying the whole list of elements. Note the in this case the value of the field is updated each time you change the value. Use the Page Down or Page Up keys to change field.
Items table fields description

There must be at least one line item in the document otherwise you will get an error at simulation. Sales Header tab / Material field in VBAPitems table MATNR
Material
SAP Information:
next to Contains the SAP code of the product. If you need to change it, you can either enter it manually or click the field to open the material browse page. Fill the desired fields on this page and click OK to launch the search. Note When this column is not set, then the Customer material column or the EAN / UPC column must be set. Line items require either the Material or the Customer material or the EAN / UPC column to be filled in. If none of these columns is set, the line is ignored. Get more details on the Material browse page
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These search fields are cumulative, meaning that the result list only displays the very search field result (and not the conjunction of these results). None of them is required. ! Description: enter the description of the material you are looking for. You can use the * wildcard. (e.g. Processor*) Number: enter the SAP code of the material you are looking for. You can use the * wildcard. (e.g. DPC*) Sales organization: enter the sales organization in which the material you are looking for is defined. You can use the * wildcard. (e.g. 1*) Distribution channel: enter the distribution channel in which the material you are looking for is defined. You can use the * wildcard. (e.g. 1*) Plant (MARD-WERKS): enter the code of the shipping plant for the item or click the button next to the field to open the plant search page. You can find details on the Plant browse page below. ! Storage location (MARD-LGORT): enter the storage location code for the specified plant or click the button next to the field to open the storage location search page. You can find details on the Storage location browse page below. ! Number of results to return: enter the maximum number of results you wish to retrieve.
When you specify a plant
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and a storage location, the unrestricted stock for this storage location is added as a new column in the material result list, in addition to the description and material number (MARD-LABST). The Customer material no. and EAN / UPC values are displayed in the result list if they exist in SAP. Simply click the Description or the Number of the desired material in the list of found results to set the Material column field on the form. Note By selecting the material using this browse page, the Description column field will also be updated accordingly. Get more details on the Plant browse page These search fields are not cumulative, meaning that the result list is the conjunction of all the search filters: it lists the plants that match all the search filters (not only one of them). None of them is required. All are case insensitive, except Name 2) ! Search term A: enter any string that distinguishe s the plant you are looking for. You can use the * wildcard. (e.g. hamb* to find HAMBURG). Search term B: enter an additional string to distinguish the plant you
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are looking for. You can use the * wildcard. (e.g. de*) ! Postal code: enter the postal code where the plant you are looking for is located. You can use the * wildcard. (e.g. 201*) City: enter the city where the plant you are looking for is located. You can use the * wildcard. (e.g. mon*) Name 1: enter the nice name of the plant you are looking for. You can use the * wildcard. (e.g. plant*). Name 2: enter the additional name of the plant you are looking for (if any). You can use the * wildcard. (e.g. Dist*). Be careful, this search field is case sensitive. Version: enter the version indicator of the address of the plant you are looking for. This version indicator forms part of
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the address key in SAP. This field matches the SAP field MT001WNATION (Internationa l address version ID). Simply click the number of the desired plant in the list of found results to set the Plant search field in the material browse page. Get more details on the Storage location browse page In this browse page, enter the exact plant code and click OK for the list of available storage locations for this plant. Click on the one to select in the results list.
Customer material
SAP Information:
Sales Header tab / Customer material no. field in items VBAPKDMAT table
This is the alias (a name or a identifier code) used by your customer to refer to this material. This uniquely identifies the material from the customer's point of view. You can fix this value if it has not been correctly recognized. When this column is not set, then the Material column or the EAN / UPC column must be filled in. Line items require either the Material or the Customer material or the EAN / UPC column to be filled in. If none of these columns is set, the line is ignored.
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When this column is set and the Material column is not set, the alias value is used at simulation and creation to automatically derive the Material value, provided that your SAP system has been configured to allow this automatic association. ! If your administrator has entered the alias in SAP (in a material info record on the customer), then the corresponding SAP materiel number is automatically derived from the alias and is entered in the web form (together with the SAP description and the EAN/UPC values). You do not need to search manually the SAP material this alias corresponds to. If the alias does not exist in SAP, then there can be no automatic mapping with the appropriate material in SAP. You need to search for the corresponding SAP material from the material list accessible by clicking the button from the Material field. If you often receive orders from this customer, then contact your administrator and ask him to enter the alias in SAP. This way, you will not have to manually search for the material each time. Administrators can find information about adding customer material alias in Entering customer materials in SAP. in the Administration documentation Item Data > Sales A tab / EAN/UPC VBAPEAN11 field
EAN / UPC
SAP Information:
This is an International Article Number that uniquely identifies the material. You can fix the value if it has not been correctly recognized. ! When this column is not set, then the Material column or the Customer material column must be filled in. Line items require either the Material or the Customer material or the EAN / UPC column to be filled in. If none of these columns is set, the line is ignored. When this column is set and the Material and Customer material columns are not set, the EAN / UPC value is used at simulation and creation to automatically retrieve the Material value provided that it exists in SAP. If the EAN / UPC value entered here does not exist in SAP, then there can be no automatic mapping with the appropriate material in SAP (you obtain an error at simulation saying the EAN / UPC is not defined in SAP at simulation). You need to search for the corresponding SAP material from the material list accessible by button from the Material field. If you often receive orders from this customer, then contact your clicking the administrator and ask him to enter this EAN / UPC in SAP. This way, you will not have to manually search for the material each time. Sales Header tab / Description VBAPfield in items table ARKTX
Description
SAP Information:
It is for informational purpose only and is not transmitted to SAP to create the sales order, as SAP will determine the product description based on its code (see the Material column description above to learn more). This field is limited to 40 characters. Sales Header tab / Order quantity field in RV45Aitems table KWMENG
Quantity
SAP Information:
If you want to change the extracted quantity, enter it manually in this field. Sales VBAPHeader NETWR tab /
Total
SAP Information:
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Net value field in items table It is for informational purposes only and is not transmitted to SAP to create the sales order, as SAP will determine the total based on the material and its quantity. However, Document Manager is able to check whether the total amount matches the material price and quantity, and when validating the form you will be warned about it. Item Data > Sales A tab / First delivery date RV45Afield ETDAT button to open a calendar if you wish to change the date. Item Data > Texts tab
Due date
SAP Information:
Indicate here the delivery date for the material. Use the
Notes
SAP Information:
This data allows you to add specific notes on the item, as you would do using the Texts tab of the Item Data in SAP, when creating a sales order (VA01). These are supplementary notes that will be entered in the sales order created in SAP in addition to the default notes that may already exist in SAP for the item (or in replacement of these notes if the note type is the same). Note You can also set notes at the header level, in the Sales tab of header data. See Header notes for more information. When this field is not set, the sales order created in SAP simply inherits from the notes on materials entered in SAP. Note that you cannot view these default notes in the web form. Administrators can find information about SAP default notes' inheritance in Configuring SAP default notes and user-defined notes in the Administration documentation. Example: If you find you need to enter an information on a specific material no matter who orders it, you should contact your administrator and ask him to add a default note on this material in SAP rather than typing the same note here each time this material is ordered. When this field is set, the column in the item table displays the number of supplementary notes entered for the item: Example:
The field is read-only, it can only be set by using the able to enter your specific note(s) for the item.
button. Click this button to open a page where you will be
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Prerequisite A text determination procedure must be defined in your SAP system to explain how to write notes for items on this type of orders. If no procedure to write notes is defined in SAP, you are not able to use this feature: contact your administrator so that he configures text determination procedures in SAP. Get more details on the Notes management page When you click on , the validation form queries your SAP system and retrieves the possible languages and note types for you to write notes for items on the current type of orders. To add a note, click Add in the Action column. You are prompted to set the following fields: ! Languag e : Select a language among the available language s in SAP. The customer 's language is selected by default (based on the Sold to party number value in Overview tab). If this field is empty or the customer has no selected language in SAP, the
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Docume nt Manager current language is selected by default. ! Type : Select a type of note among the possible note types for items on this type of order. Text: Enter your note text.
Click Validate to save your note or Cancel to delete the line. Click Close when you have finished entering notes. Your notes will be inserted into item text fields in the sales order document created in SAP (select an item in the item list and select Goto > Items > Texts). Which item text field is populated depends on the note type (Marketing sales text, Item note, Packing note, Delivery text, etc.). If a default note of the same type already exists in SAP for the item, its content is replaced by your content. If no default note of the same type exists, your note is simply added in the corresponding text field. Example: When you add a Material sales text type of note on an item in a Standard Order (OR) web form, this note fills the Material sales text field on the item in the sales order document in SAP (accessible from Item > Texts when selecting the item). If a default note of the same type Material sales text already exists in SAP for this item, its content is replaced by your content. View an example of item note's overwriting at validation The sales order on the left has inherited from the default note on the item while the sales order on the right has a specific note on the item that has been entered at validation stage in replacement of the default note:
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Pricing conditions
SAP Information:
Item Data > Conditions tab
This field allows you to define specific pricing conditions for each item purchased, as you would do using the Conditions tab of each Item Data in SAP, when creating a sales order (VA01). For example, you may grant a customer discount of 5% discount on a specific product. Note You can also set special pricing conditions at the header level. Header pricing conditions apply to the whole order, not to one particular item only. The system needs the sales area information (see the Sales area column) to compute the appropriate total for the item. If no specific sales area is set at the item level, the sales area set at the header level is used. Pricing conditions set at the item level are applied in addition to the ones set at the header level (if any). For example, if you set a 2% discount at the header level and a 5% discount on a specific item, this item is finally discounted from 7%. When no header pricing conditions are defined, the pricing conditions set on an item are applied in addition to the default pricing conditions configured in SAP for this item. For more information about pricing conditions and the way you configure them, refer to Header pricing conditions.
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Limitation The sales order creation simulation tool only takes into account a maximum of four pricing conditions on each item. If you set more than four conditions on an item, only the first four conditions will be taken into account at simulation and the prices that you see in the simulation report will not match the final price. For more information, refer to Total prices. Sales VBAPHeader VKORG tab > VBAKSales VTWEG area VBAKfield SPART
Sales area
SAP Information:
Select the sales area to which the material belongs. This overwrites the sales area value set at the header level. A SAP sales area is made of three elements: a sales organization, a distribution channel, and a division. This data is used to compute the list of supplementary possible pricing condition types for the item. See Pricing conditions. ! If a particular sales area is set at the item level, the specified customer must be present in both the header sales are a and the item sales area. Otherwise, the simulation of the sales order creation in SAP will generate an error. See Validating the sales order form > Troubleshooting. If no sales area is set at the item level, the sales area set at the header level is used. This corresponds to the Default selection. See Filling the Header of the SAP sales order form (page 192) for more details.
If the required sales area is not listed, contact your administrator so that he adds values to this combo by editing the data capture rule (Administrators can find information about this customization in Capturing data with the sales order default rule in the Administration documentation). If you set multiple sales areas in a sales order validation form, materials are grouped by sales areas when you approve the form and a different order is created in SAP for each sales area set.
Choosing options for the sales order validation

The Options section of the sales order validation form for SAP allows you to change options related to the sales order creation process.
Hint Use the Up and Down arrows to move vertically from one option to the other. Press the space bar to toggle the check box status. Wait for the sales order to be created By checking this option, you will be redirected to a waiting page when you validate the form:
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This page will display until the sales order is created in SAP, and will then display the list of messages that have been generated from which you can retrieve the SAP sales order number, or have details on an error that may have occurred during creation:
If you uncheck this option, then you will be redirected to the Validation tab after the sales document creation in SAP. You will then need to open the Jobs tab later to view the SAP sales order creation status. Ignore simulation warnings When you approve this form, Document Manager first simulates the creation of the sales order in your SAP system. If some errors or warnings are found during the simulation, then a window is displayed to inform you about these. By checking this option, you request that this window isn't displayed if only warnings have been found. If you check this option, then the informational simulation results window isn't displayed:
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Note Only warnings can be ignored. If any error is found during the simulation, then this page will be displayed, and you will be redirected to the form to correct invalid data. For more information about simulation and how to troubleshoot certain errors, refer to Validating the sales order form (page 234) See also Validating a sales order for SAP (page 191)
Validating the sales order form

Once you have finished filling the sales order validation form, there are various possible actions concerning what you want to do with the document. The toolbar at the bottom of the page displays the available actions:
Standard validation form actions

The following buttons have the same action as for standard validation forms: ! ! ! ! ! Teach: change recognition automation process. Reject: reject the sales order. No SAP document will be created. Forward: forward the form to another user. Save: save any modification you have made on the form and return to the Validation tab. The form will still require to be validated. Cancel: abandon any modification and return to the Validation tab. The form will still require to be validated later.
Shortcuts key are available to launch these actions. Refer to Shortcuts available for document splitting and validation (page 354) for the list of all shortcuts.
SAP specific validation form action

In addition to standard actions, the integration with SAP offers more actions which are specific to this environment: ! ! Simulate: Clicking this button lets you run a sales order creation simulation. It displays a summary page of the simulation. See Simulating the creation of a sales order. Approve: When you approve this form, a simulation of sales order creation in SAP is executed. If the simulation runs fine, then the document is approved and you are redirected to a waiting page that will eventually display the list of documents that have been created. See Approving a sales order.
Special shortcut keys are available to launch these actions: English Shortcut ALT+ M ALT+ A Button Franais Raccourci Bouton Simuler Deutsch Espaol Botn Italiano Scelta Pulsante rapida Simula Approva
Verknpfung Schaltflche Acceso directo ALT+ M Simulieren Genehmigen
Simulate ALT+ M Approve ALT+ A
ALT+ M Simular ALT+ P
Approuver ALT+ G
ALT+ M Aprobar ALT+
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English Shortcut Button
Franais Raccourci Bouton
Deutsch
Espaol Botn
Italiano Scelta Pulsante rapida A
Verknpfung Schaltflche Acceso directo
Simulating the creation of a sales order
By clicking the Simulate button, you request that Document Manager simulates the creation of the sales order in SAP. By clicking this button, the sales order will not be created. It allows you to check whether the data in the Header and the Items of the form conforms to matching SAP fields' requirements (e.g. Customer number exists, Minimum quantity is respected for materials, etc.). A summary page is displayed at the end of the simulation and indicates if any problem was encountered. View examples of simulation results
Click OK to go back to your form. ! ! If the data is valid you can now approve the form to launch the sales document creation in SAP. See Approving a sales order. If not, you can correct the invalid data in your form and run another simulation. The Troubleshooting section below can help you get rid of certain warning or error messages, with or without the help of your administrator. Otherwise, refer to the explanations in the Filling the form section.
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Hover the messages status icons with you mouse. The ones for which the cursor changes to a question mark can be clicked to retrieve more details about the warning or the error. Administrators can configure the language in which simulation results pages are displayed by configuring the Connector for SAP configuring the Connector for SAP in the Administration documentationon the server.
Troubleshooting
The simulation checks a certain number of fields in your SAP system before creating sales orders in SAP. This check is performed when you approve the form or simulate the sales order creation. It allows ensuring that the sales order matches the requirements of your SAP environment. Following the various checks performed by the simulation tool, you are prompted with the same warning and error messages in Document Manager as if you were creating a sales order directly in SAP using the VA01 transaction. ! ! When you obtain a warning message, you can decide whether or not to create the sales order in SAP notwithstanding the warning. When you obtain an error message, you cannotcreate the sales order in SAP. You must either change the SAP configuration or change the order (by calling the customer to tell him his order does not match your requirements).
For example, if you sell certain materials that need to be ordered in certain minimum quantities, the ordered quantity is checked on each sales order received and an error displays if it is below the minimum quantity. This error prevents the order from being created until the quantity is corrected. You will find below information about some particular checks performed on SAP fields before the sales order creation in SAP and explanations on the subsequent warning or error message you may encounter. This is not exhaustive, it helps you understand the most frequent messages you will encounter in the simulation results window: ! ! ! ! ! ! ! ! ! Duplicated orders Multiple sales areas Material's order quantity Total prices Order type Payment card number validity Drop-ship address Customer's credit limit check Missing field
Duplicated orders
The simulation checks that the order you are creating does not already exist in SAP. (It searches a similar purchase order number in the VAKPA table in SAP). If there is already an order with the same number in SAP, you obtain the following warning message:
If you launch the order creation despite this message, the sales order that already exists in SAP will be overwritten by the current sales order. 236
Note for the administrator You can have the Sales Order Data Capture rule perform this check in SAP to automatically validate the PO number for the specified customer (before the simulation is run). For this, use the SAP Sales Order Exist For Customer in the Administration documentation function from sap.ilg library: String sapSalesOrderExist( String poNumber, String customerId ). For example, add a captured data check on the PO number field in the rule.
Multiple sales areas

Different sales areas can be specified at the header and at the item level in the validation form. The specified customer must be present in all the sales areas specified at the header and the item level. Otherwise, the simulation of the sales order creation in SAP will generate an error:
Material's order quantity

First, the simulation checks that the material exists in SAP. Troubleshooting If the product does exist in your SAP system, yet the simulation reports that it does not, contact your administrator. The solution may be to change the default number of digits for material IDs, using the PadIdToLength field (see XML reference for Sales Order Data Capture rule for SAP in the Administration documentation). Then the simulation checks two fields in the Sales Org 1 view of the material master (MM02) : Field name in SAP Min. order qty Delivery unit SAP Screen field Behavior
MVKE-AUMNG Issues a warning if the ordered quantity on the original document is below the Min.order qty MVKE-SCMNG Results in an error if the ordered quantity on the original document is not a multiple of the Delivery unit
Note The Min. delivery quantity (MVKE-LFMNG) is not checked since it is generally a weaker constraint than the minimum order quantity. View an example In the example below, material IVO1 has a minimum quantity order of 10 and a delivery unit of 2:
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If a customer orders this material with less than 10 units, the simulation returns a warning:
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If a customer orders this material with a number of units that is not a multiple of 2, for example, 11, the simulation returns a warning:
Total prices
The simulation checks the totals for each line item and the total price for the order. on the Overview tab) the simulation If the Total field is not filled in the form header ( calculates the grant total based on the sum of the line items' totals and you obtain the following message: The sales order total should be: xxx. You obtain the same type of message when a total is wrong in the form.
If you obtain such messages, you must fill in or fix the totals before validating the form. 239
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Limitations The simulation does not take into account header pricing conditions. If you have set pricing conditions at the header level (in the Sales tab of the web form), the total price in the simulation report is not the final price; you obtain the following information message:
However the order will be created in SAP with the appropriate price. The pricing conditions set at the item level are taken into account unless you have set one of the three advanced fields Condition value, Numerator and Denominator within a condition line (these fields are not visible by default in the condition management page). Typically you are not using these fields and the totals for each line item are correct: they take their pricing conditions into account.
Order type
A sales document type is required for the order to be created in SAP. With the standard validation form, you do not enter this information in the form, rather, it is configured by your administrator. If you obtain an error concerning the order type value:
You need to contact your administrator for him to change the Sales_DocumentType value and to resubmit the original order. He may also choose to let you choose the order type yourself on the form. For information on this customization, administrators can refer to Adding more SAP fields to configure the sales order header at validation stage in the Administration documentation. Note for the administrator This information is stored in an external field defined in the properties of the Sales Order Data Capture rule configuration in Esker Administrator. The value must be the SAP internal code and not the corresponding nice name visible in the SAP interface (for example, you must use the internal code TA for sales documents type Standard Order OR). This internal value can be obtained by looking into the TVAK table in SAP. You need to restart the DeliveryWare Rules service after modifying the value so that it is taken into account. View the resulting sales order in SAP
For example, if the order type information is set to TA on the Esker Platform server, the sales order is created in SAP with the Order Type field set to OR (Standard order):
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Payment card number validity

The simulation checks that the payment card entries in the validation form match the payment cards entries in SAP. You obtain error messages when entries do not match. Example when the card type does not match the card type in SAP
Example when the card number does not exist in SAP
In this case, return to the payment cards table on the validation form, and select a valid card number from the search page accessible by clicking next to the Card number field.
Note for the administrator It is possible to disable the check on payment cards to be able to create sales orders even if it contains invalid payment cards. For this, modify the Sales Order Data Capture rule. For more information, refer to Capturing data with the sales order default rule. in the Administration documentation
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Drop-ship address
When drop-ship address is blank , you obtain the following information message Default shipping address will be used This means that the order will be shipped to the shipping address entered in SAP for the specified ship-to party. If you are overwriting the ship-to address with the address captured from the order display (Ship to captured address field set to Yes), the simulation tool checks the captured address fields to verify data integrity for SAP. You obtain error messages if the address is not valid: The region MA is not defined for country FR If you obtain the following error message at simulation: Missing Field 'Route' for material xxx This means that the Route information is required on each line item to create a sales order in your SAP system and this information is not present in this form. You can approve the order but the sales order created in SAP cannot be processed in production because your SAP system needs this field to be populated in order to ship the order. This problem only appears when you overwrite the shipping address because the address overwritting wipes out the Transportation zone information in the ship-to address and this information is required in the determination of the Route field. To solve this issue, ask your administrator to customize the form to allow you to set the Transportation zone field when overwriting the address. Administrators can find the customization procedure in Adding more SAP fields to configure line items at validation stage. in the Administration documentation When setting the Transportation zone field, you will have to select a Transportation zone that matches the selected country otherwise you will get the following message: address category doesn't exist
Customer's credit limit

The simulation checks the credit limit of the customer who has issued the order to minimize credit risk. You are noticed if the customer has reached his credit limit: whether you obtain a warning or an error message depends on your SAP configuration. Your SAP system may prevent sales order creation above a certain amount of credit limit exceeding. View an example of simulation report with customer's credit limit warning message
View an example of simulation report with customer's credit limit error message
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Troubleshooting For the Automatic Credit Limit Check with Error message on a SAP system 4.6, the simulation BAPI doesn't return error messages. This is a SAP bug. To solve this bug, your administrator needs to install SAP note 662067, which is available from SAP Support Portal. The simulation performs a credit limit check only if the Total field in the header of the form ( on the Overview tab ) is filled in. If the header Total field is not filled in, the simulation calculates the total based on the sum of line items totals and the simulation report prompts you to fill the Header total field in: The sales order total should be: xxx.. For administrator-oriented information on what exactly is checked by the simulation BAPI, refer to Using SAP customer credit limit check in the Administration documentation.
Missing field
If you get a warning at simulation saying that one field is missing: Missing Field: "Purchase order type" This means that your SAP system requires a certain field to be filled in when creating a sales order but this field is not filled in automatically. Your administrator needs to add this field. Administrators can find the list of all SAP supported fields in XML reference for Sales Order Data Capture rule for SAP in the Administration documentation.
Approving a sales order
To create a sales order in SAP, click the Approve button on the form. Here is what happens when you click Approve: 1. A simulation of the sales order creation is performed in SAP. The simulation summary is then displayed if errors or warnings have been found during the simulation. View an example of simulation results with warnings
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View an example of simulation results with errors
2.
Note The Ignore simulation warnings option at the bottom of the page lets you have this page displayed only in case of errors. If only warnings have been found, you can click the YES button to continue the creation (as warnings aren't blocking the creation), or else click the NO button to go back to the validation form and correct the data which is causing the warnings and/or the errors. See Simulating the creation a sales order for more information about interpreting simulation results. Once the simulation is done and no error is found, a waiting page is displayed (unless you unchecked the Wait for the Sales Order to be created option, in which case you are directly redirected to the Validation tab). The waiting page is displayed until the sales order has been effectively created in SAP. Once the order has been created, a summary page displays the list of documents that have been created in SAP by your approval. The SAP Number column in the list contains the SAP sales document number. Copy and paste it into your SAP system later to view the sales order that has been created:
3. 4.
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5.
You can click any item in the list to view its properties and more details.
If the creation of the document fails for some reason, you will be able to resubmit this validation form with the same information you have entered by going into the Failed documents view in the Validation tab, and then by clicking the Resubmit link in the Action column of the document of your choice. By doing so you will request the creation of the SAP document again without needing to re-enter the information relative to it. Note Sometimes the validation of a sales order fails due to an XML file error (Invalid CommandLine result file) and the sales order is not correctly or partially created. When such an error occurs, the system automatically tries to retry the creation. See also Validating a sales order for SAP (page 191)
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Validating an invoice for SAP

SAP invoice validation forms are web forms that have been specifically designed to enable linking the information captured in a document to your SAP system. By validating such a form you will request an invoice to be created in the SAP system. There are two available forms for SAP: ! The standard vendor invoice form: this form lets you create an SAP FI invoice. Information are extracted from the received invoice, then you can check and/or complete them. The invoice is then created in SAP as a standalone invoice. The vendor invoice validation form with item reconciliation: this form lets you create an SAP MM invoice. In addition to the previous form, this one offers a complete control on existing purchase orders in SAP therefore letting you associate ordered items with invoiced ones. Note for administrators Which form you users will have access to depends on the configuration of the SAP Vendor invoice and Sales Order module in the Administration documentation in the DeliveryWare documentation
Additional web forms

When a user validates a invoice, he or she can request a payment approval. To do so he or she simply has to define a payment block reason and one or more controllers on the SAP invoice web form. From there: ! ! If he or she clicks the Approve button: A payment approval web form will be generated for the chosen controller(s) to validate. Once every controller has approved the payment, it will be unblocked in SAP. If he or she clicks the Pre-Approve button: A payment pre-approval web form will be generated for the level 1 controller to validate. On this form the controller can enter some information the user might not possess (such as G/L account number for example). Then the user receives the original invoice web form completed with the missing information, allowing him of her to finish the validation as with a standard validation form.
Also, if the invoice can't be processed automatically for some reason, clicking the Manual Processing button will generate a manual processing web form, allowing to link the invoice to an existing document in SAP for further processing in SAP.
Validating a vendor invoice for SAP

How to access this validation form Click the Start validating web forms button available in the Validation tab. See Starting the validation. This form only displays for SAP FI specific invoices. Document manager offers a specific validation form for vendor invoices linked to SAP. By validating such a form, you will request a vendor invoice or a credit memo to be automatically created in your SAP system. Because this form contents must match the data required by SAP to create an invoice, the fields in this form are specific, and this topic describes how they reflect in your SAP system once the invoice has been created. Note If your administrator has set a specific SAP user corresponding to your Document Manager user name, make sure that you have set a correct password in your personal settings page. If no SAP information appears there, then you are using the default configured SAP user. Contact your administrator for more information.
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VALIDATING AN INVOICE FOR SAP

The interface displays standard validation form controls. These controls let you: ! ! ! Manage the original document display and the way it interacts with the form. Gather information about extracted data and manage fields contents (most recently used items, standard data search windows, etc.) Use the toolbar buttons and use keyboard shortcuts to achieve the validation
These operations are described in the Validating a document (page 178) topic.

In addition to standard controls and fields information, and because this form is bound to be linked to an SAP system, this specific validation form offers additional controls and the fields in it are almost all linked to matching SAP fields. In the following topics, you will find all the necessary information to use, control and complete a validation form with all the references required to properly link the information you enter with the invoice that will eventually be created in SAP. You need to check captured information and fill required fields on the validation form before you can validate it: 1. Filling the vendor invoice for SAP web form fields: The fields on this form mostly match SAP invoice fields and therefore need to be properly filled to ensure the vendor invoice or the credit memo is created. Many fields offer a live SAP query to enable you to search for particular SAP items directly from Document Manager. Validating the vendor Invoice for SAP web form: Once you have finished checking and completing the information on the form, various actions are available to you such as running a creation simulation or posting the document to SAP.
2.
See also Validating an invoice for SAP (page 246) Document validation overview (page 175) Validating a document (page 178)
SAP vendor invoice validation: Filling the form

Form overview
An invoice validation form for SAP is presented as follows:
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Four main parts can be distinguished: 1. 2. Document header information: These fields contain the information related to the whole document. Items section: These fields are grouped in a table, which displays a new line for each product found in the document. You can also set a tax line if you do not wish to use the automatic taxes calculation. Refer to the Calculate tax field documentation below for more information.
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3. 4.
Invoice verification: if the invoice payment is to be blocked, this section lets you define the users in charge of approving the payment. Form options: These options concern the behavior of the form when it is validated.
Navigating in the form

Of course, you can click any element to select it and change its value. But in addition to default html keyboard shortcuts, some additional ones have been defined to help you navigate quickly through the different elements of the interface.
Navigating between fields

To move the focus from an element to another: ! ! ! Use the Up and Down arrows to move vertically from a field to another while browsing possible values for the fields( such as most recently used values or drop-down lists items) Use the Page Up and Page Down buttons to move vertically from one field to another. Use the TAB and the SHIFT-TAB keys to browse from an element to another. This allows you to select a browse button ( ) control for example, which can't be done using the arrows as they only select fields.
Once you have the focus on a field, the behavior of the shortcuts depends on the type of field: Control type Available keyboard actions Free data field. By pressing the Down arrow when the cursor is in this field, it will display the list of most recently used entries for this field. Continue pressing the Down arrow to select the value of your choice in the list and press enter to validate your choice. Press Escape to cancel the list display. If there is a browse button ( ) next to it, press the TAB key to focus the browse button and press Enter to open the related browse page. Hint To avoid displaying the list of most recently used items and directly focus to element beneath the field use the Page Down key instead of the Down arrow one. Check box. Press the space bar to toggle the check box status. Free data field with a browse button Drop down list. Press the Down arrow key to expand the list possible values and browse them. ! ! To validate an item value: press the space bar. The field focus will then be transmitted to the next field. To cancel the action: press Escape to cancel the display of the list items. The field value will not be modified and the focus will be transmitted to the next field. Hint To avoid displaying the list of available values and directly focus to element beneath the field use the Page Down key instead of the Down arrow one. You can also use the right arrow and left arrow keys to navigate through possible values for the field without displaying the whole list of elements. Note that in this case the value of the field is updated each time you change the value. Use the Page Down or Page Up keys to change field.
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Navigating in the whole form

Fields are grouped in sections and tabs. To quickly navigate from one tab to another and focus the first field of the tab, use the following shortcuts: Shortcut/Raccourci clavier CTRL + 1 Tab or section Basic data tab Onglet ou section Onglet Donnes de base Onglet Paiement Onglet Dtail Section Contrle de la facture Onglet Elments attachs Section Paramtres Registerkarte oder Abschnitt RegisterkarteGrunddaten Etiqueta o seccin Etiqueta Datos bsicos Etiqueta Pago Etiqueta Detalle Seccin Verificacin de factura Etiqueta Adjuntos Seccin Parmetros Scheda o sezione Scheda Dati di base Scheda Pagamento Scheda Dettaglio Sezione Verifica fattura Scheda Allegati Sezione Parametri
CTRL + 2 CTRL + 3 CTRL + 4
Payment tab Detail tab Invoice verification section Attachments tab Parameters section
Registerkarte Zahlung Registerkarte Detail Abschnitt Rechnungsprfung Registerkarte Anlagen
CTRL + 5
CTRL + 6
Abschnitt Parameter
Document header fields description

Fields in bold and marked with a are required. The document creation in SAP will fail if they are not provided.
There are four tabs available in the header section: ! 250 Basic data
! ! !
Payment Detail Attachment
The information they contain reflect the header tabs in your SAP environment. Simply click the tab name to access its contents.
Batch number
SAP Information:
N/A
N/A
Current batch identifier for the document. This value is set by your administrator and can't be changed in the form.
Basic data tab
Company code
This field is limited to 4 characters. Enter the company code for the invoice.
SAP Information:
Company INVFOcode
field
BUKRS
Transaction
SAP Information:
Transactn
field
RF05ABUSCS
Select the type of document you want to create in SAP: ! ! Invoice Credit memo
Basic data tab

Vendor name
SAP Information: N/A N/A
If the captured vendor name doesn't match, click the button to open a search page. This page allows you to search for a vendor directly into your SAP system. Fill the desired fields on this page and click OK to launch the search. This field is limited to 50 characters. Click here for details on the Vendors search page
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Fill in the fields and click OK to launch the search. ! Vendor name: name of the customer you are looking for. You can use the * wildcard. Number of results to return: enter the maximum number of results you wish to retrieve.
In the list of results, click the item of your choice to update the Vendor name field accordingly. Note By selecting the vendor name using this search form, the Vendor Number field will also be updated accordingly.
Basic data
Vendor number
tab /
SAP Information:
Vendor
field
INVFOACCNT
This field is automatically filled based on the captured Vendor name field, if any. If the vendor number isn't correct, then either enter it manually (as it will prevail on the Vendor name even if they don't match when validating the form), or click the button next to the Vendor Name field to open the customer search page. See above for details about this search page.
Vendor street / Zip code / City
SAP Information:
N/A
N/A
Displays the address of the vendor. These fields are updated automatically when you change the vendor number field content. Note If the information displayed seems to be incomplete contact your administrator who will update the SAP database replication task SAP database replication task in the Administration documentationon the server.
Basic data
Invoice date
SAP Information:
tab /
Invoice
INVFOBLDAT
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date
field
Use the field.
button to open a calendar if you wish to change the date, then click the date of your choice to update this
Basic data
tab /
Posting date
SAP Information:
Posting INVFOdate
field
BUDAT
Indicate here the desired posting date for the document. Use the the date, then click the date of your choice to update this field.
button to open a calendar if you wish to change

Basic data tab / INVFOReference
Invoice number
This field is limited to 16 characters. Enter the invoice reference number.
SAP Information:
field
XBLNR
Total amount due
Basic data
tab /
SAP Information:
Amount
field
INVFOWRBTR
Check the total amount is correct, and change it if needed.

Basic data
tab /
Currency
SAP Information:
Amount
field
INVFOWAERS
Select the currency of the invoice in the list. If you can't find the currency you are looking for, contact your administrator.
Basic data
tab / INVFO-
Comment
SAP Information:
Text
field
SGTXT
Enter a comment for this invoice in this field. By doing so, if you save or forward the invoice instead of posting it, the next user who validates the document will have access to this comment.
Basic data tab
Calculate tax
SAP Information:
Calculate XMWST tax field
INVFO-
If checked, tax lines will automatically be added, based on items lines gross amount and tax codes. If you uncheck this option then you need to specify manually at least one tax line. To do so, click the Add button below the table containing the products. In the new line leave the G/L Account field empty to specify to Document Manager that you are defining a tax line. Then fill the Amount without tax and the Tax code fields in the newly created line.
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Payment tab
Payment
Baseline date
tab /
SAP Information:
BaselineDt
field
INVFOZFBDT
Indicate here the baseline date for due date calculation. Use the button to open a calendar if you wish to change the date, then simply click the date of your choice to update this field accordingly.
Payment
Terms of payment
tab /
SAP Information:
Pmnt terms
field
INVFOZTERM
Select the payment terms for the document in this field. If the payment term you are looking for isn't present, contact your administrator.
Payment
tab /
Payment method
This field is limited to 1 character.
SAP Information:
Pmnt meth.
field
INVFOZLSCH
Enter the payment method for the document, or click the available payment terms on your SAP system.
Click here for more details on the payment method search page
Click the item of your choice to update the Payment method field accordingly. INVFOREBZG Payment / tab / INVFOInv. Ref. REBZJ
field
Invoice reference number
SAP Information:
This field must be written in the following format: NNNNNNNNNN-CCCC-YYYY Where: ! ! ! NNNNNNNNNN: 10 characters length invoice reference number. CCCC: 4 characters length company code for the invoice YYYY: 4 characters length fiscal year for the referenced invoice.
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button next to the field to open a search page. This page allows you to search for invoices directly into Use the your SAP system. Fill the desired fields on this page and click OK to launch the search. Click here for details on the Invoice reference search page Fill in the fields and click OK to launch the search. ! Company code: enter the company code in which the reference document was created. This field is required. Vendor ID: enter the ID of the vendor. This field is required. Document Type: select the type of document you wish to retrieve. This field is required. Fiscal year: enter the fiscal year the invoice belongs to Document Reference Number: Enter the document reference number. You can use the * wildcard to replace part of the reference. Payment block displayed: Check the boxes corresponding to the payment blocked documents you want to display. Number of results to return: enter the maximum number of results you wish to retrieve.
In the list of results, click the item of your choice to update the Document Id field accordingly.
Alternative payee
Payment INVFO-
SAP Information:
tab /
Payee
EMPFB
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number
field
button to open a search page. This page allows you to search for Enter the alternative payee identifier, or click the a payee directly into your SAP system. Fill the desired fields on this page and click OK to launch the search. Click here for details on the Vendor search page Fill in the fields and click OK to launch the search. ! Vendor ID: ID of the vendor for whom you are searching an alternative payee. This field is automatically filled with the current Vendor number field content on the form. This field is required. Company code: enter the company code of the vendor for which you are searching an alternative payee. Number of results to return: enter the maximum number of results you wish to retrieve.
In the list of results, click the item of your choice to update the Alternative payee number field accordingly.
Detail tab
Details
tab /
Assignment
SAP Information:
Assign
field
INVFOZUONR
Enter the vendor's assignment number in this field.

Details
Header text
tab /
SAP Information:
Headtext
field
INVFOBKTXT
Enter a description for the whole document in this field.
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Details
tab /
Business area
SAP Information:
Bus. area
field
INVFOGSBER
This field lets you set a default business area for the document which will apply to all items of the invoice. It can be overriden at item level if needed, by setting the business area field of the item in the Items sections. Enter the business area for the document in this field, or click the Click here for more details on the business area search page button to open a search page.
Click the item of your choice to update the Business area field accordingly.
Attachment tab
By default the original invoice document (the one displayed in the right pane of the form) is attached to the created SAP document, meaning it can be accessed directly from within your SAP environment. The attachments are also visible when viewing the properties of the archive of the current job. This section lets you define files that should be archived along with the current invoice.
By default, the following file formats can be attached to an invoice: ! PDF: Adobe Acrobat format
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! ! !
DOC: Microsoft Word document XLS: Microsoft Excel document TIFF: Tagged Image File Format
To manage your attachments: ! To add an attachment, type the local path of the file in the Select a file field and then click the Add button. You can use the Browse button to help you find your file on your disk. Once you have added at least one attachment, it will be displayed in a list above. To remove an attachment: Click the Delete link in the Action column of the corresponding line. You will not be prompted for confirmation. To modify the order of the attachments: Use the Up and Down links in the Action column of an attachment to move it up or down in the list. The top attachment in the list will correspond to the first attachment for your recipients.
! !
Items section
This section displays a table which contains the list of products captured from the document. It can be managed the same way as standard validation form tables. However, as for the document header fields, the fields content must match with your SAP system contents.
This table offers specific controls such as adding, removing or moving lines. For more information about how to do so, refer to Validating a web form.
Items
G/L account
section / G/L ACGL_ITEM-
SAP Information:
acct
field
HKONT
This data is required for line items, but should be left blank only when defining tax lines. ! Line items definition: Matches the G/L acct products column in SAP. Enter the G/L account of the item, or button next to the field to open the G/L accounts search page. Fill the desired fields on this page click the and click OK to launch the search. ! Tax line definition: In this case ychiffreou should leave this field empty. It will be automatically filled by SAP when the invoice is created.
Click here for more details on the G/L account search page
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Fill in the fields and click OK to launch the search. ! Company code: enter the company code in which the G/L account is defined. This field is required. Description: enter the description of the G/L account you are looking for. You can use the * wildcard. (e.g. machinery*). Number: enter the G/L account number. You can use the * wildcard to replace part of it.
In the list of results, click the item of your choice to update the G/L Account column field accordingly.
Items
Description
SAP Information:
section ACGL_ITEM/ Text SGTXT field
The description of each item is transmitted as is to SAP. Check that the captured text is correct and change it if needed.
Items
D/C
SAP Information:
section ACGL_ITEM/ D/C SHKZG field
Select the side on which the transaction figure is to be updated: ! ! Debit Credit
Items
section /
Amount without tax
SAP Information:
Amount in doc. ACGL_ITEMcurr.
field
WRBTR
Check the captured amount of the item is correct and change it if needed.
Items
Cost center
SAP Information:
section ACGL_ITEM/ Cost KOSTL

center
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field
This field is limited to 10 characters. Enter the cost center for the line item, or click the button next to the field to open the cost centers search page.
Click here for more details on the cost center search page Fill in the fields and click OK to launch the search. ! Company code: enter the company code in which the cost center is defined. This field is required. Description: enter the description of the cost center you are looking for. You can use the * wildcard. (e.g. fin*). Number of results to return: enter the maximum number of results you wish to retrieve.
In the list of results, click the item of your choice to update the Cost center column field accordingly.
Items
Tax code
section / Tax ACGL_ITEM-
SAP Information:
code
field
MWSKZ
button to search for a specific tax code. If you have unchecked the Enter the tax code for the line item, or click the Calculate tax option in the header section (i.e. you have provided a tax line instead), then this field is required. Click here for more details on the tax code search page
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This list is based on the current value of the Company code field in the Header section of the form. Click the item of your choice to update the Tax Code column field accordingly.
Items
section / Tax
Jurisdiction
SAP Information:
jurisdictn ACGL_ITEMcode
field
TXJCD
This data is not required. However it can be required for some particular company codes such as American companies. Enter the jurisdiction code, or click the button to search for a specific jurisdiction code.
Click here for more details on the jurisdiction code search page Fill in the fields and click OK to launch the search. ! Country: enter the country code in which the cost center is defined. This field is required. Click the button to browse for country codes available in your SAP system. Click here to learn more Country: enter the name of the country you are looking for. You can also enter part of the name and
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use the * wildcard. Number of results to return: enter the maximum number of results you wish to retrieve. Click OK to launch the search. Then click a country name or code in the list of results to validate your choice. State: enter the state code of the jurisdiction. Click the button to browse for states Click here to learn more Country code: enter the two-letters country code of the state you are looking for. This field is required. State: Optionally enter all or part of the state name. You can use the * wildcard to replace part of the name. Number of results to return: enter the maximum number of
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results you wish to retrieve. Click OK to launch the search. Then click a country name or code in the list of results to validate your choice. County, City, Postal Code, Local tax: optionally, enter the exact name of one or more of these fields. Jurisdiction Name: enter all or part of the name of the jurisdiction you are looking for. You can use the * wildcard to replace part of the name. Number of results to return: enter the maximum number of results you wish to retrieve.
In the list of results, click the item of your choice to update the Jurisdiction column field accordingly.
Items
Order
SAP Information:
section ACGL_ITEM/ Order AUFNR field
Enter the order number in this field, if any, or click the Click here for more details on the order search page
button next to the field to open the order search page.
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Fill in the fields and click OK to launch the search. ! Company code: enter the company code in which the cost center is defined. This field is required. Description: enter the description of the order you are looking for. You can use the * wildcard. (e.g. Dev*). Type: enter the exact code for the type of order you are looking for. Number of results to return: enter the maximum number of results you wish to retrieve.
In the list of results, click the item of your choice to update the Order column field accordingly.
Items
section /
Business area
SAP Information:
Business ACGL_ITEMarea
field
GSBER
This field lets you specify a business area for the current item if you need to override the default one that has been defined in the Business area field of the detail tab of the Header section. button next to the field to open the business areas search Enter the business area for the line item, or click the page. By setting this field, you will override the default Business area provided at header level for this particular item. Click here for more details on the business area search page
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Click the item of your choice to update the Business areacolumn field accordingly.
Items
section /
Assignment
This field is limited to 18 characters. Enter the desired assignment number, if any.
SAP Information:
Assignment no. field
ACGL_ITEMZUONR
Invoice verification
When an invoice is blocked for payment, whether it is automatically blocked by SAP because of an amount limit check or manually blocked based on the Payment block field value, this section lets you define which user(s) should approve the payment for this invoice and in which order.
Payment
tab /
Payment block
SAP Information:
Pmat block
field
INVFOZLSPR
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Select the payment block reason in the drop-down list, or leave the default Free for payment if there is no reason to block the payment of this document. If you decide to block the payment, you will need to specify at least one user who will need to approve the payment later. This is done in the Invoice Verification section. Once you have selected a payment blocking reason, select the controller of your choice in the drop-down list for each level of control you wish to add. You can also select groups of users, in which case any member of this group will have the ability to approve the payment. Use the Comment tab to enter and/or view comments concerning this invoice approval.
Payment unblocking approval workflow

When you validate the form, the first level controller will be notified by email that he needs to approve the payment of this invoice. Once he has done so, the second level controller will be notified and so on until all controllers have approved the payment, and therefore the payment is unblocked in SAP. In the case where a group of users is defined for a particular control level instead of a single user, then each member of the group will receive a notification, and any of them will have the ability to approve the payment. However, only one of them will need to actually approve the payment before the payment approval request is forwarded to the next level of control.
Parameters section fields

Wait for the invoices to be created
SAP Information:
N/A
N/A
By checking this option, you will be redirected to a waiting page when you validate the form:
This page will display until the invoice is created in SAP, and will then display the list of messages that have been generated from which you can retrieve the SAP invoice number, or have details on an error that may have occurred during creation:
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If you uncheck this option, then you will be redirected to the Validation tab. You will then need to open the Jobs tab later to view the SAP invoice creation status.
Ignore simulation warnings
SAP Information:
N/A
N/A
When you validate this form, Document Manager first simulates the creation of the sales order in your SAP system. If some errors or warnings are found during the simulation, then a window is displayed to inform you about these. By checking this option, you request that this window isn't displayed if only warnings have been found. If you check this option, then the example informational window wouldn't be displayed:
Note Only warnings can be ignored. If any error is found during the simulation, then this page will be displayed, and you will be redirected to the form to correct invalid data. See also Validating a document (page 178) Document validation overview (page 175)
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SAP vendor invoice validation: Validating the form

Once you have filled the form with the necessary information, there are various possible actions concerning what you want to do with the document. The toolbar at the bottom of the page displays the available actions:

The following buttons have the same action as in standard validation forms: ! ! ! ! ! Teach: change recognition automation process. Reject: reject the invoice. No SAP document will be created. Forward: forward the form to another user. Save: save any modification you have made on the form and return to the Validation tab. The form will still require to be validated. Cancel: abandon any modification and return to the Validation tab. The form will still require to be validated later.
Sap specific validation form actions

In addition to standard actions, the integration with SAP offers more actions which are specific to this environment: ! ! Simulate: Clicking this button lets you run an invoice creation simulation. It displays a summary page of the simulation. See Simulating the creation of an invoice Post: When all the data on the form is correct, click this button to validate the form and request the creation of the invoice in SAP. A simulation of creation in SAP is executed. If the simulation runs fine, then the document is approved and you are redirected to a waiting page which will eventually display the list of documents which have been created. See Posting an invoice for more information. Park: Clicking this button allows you to park the invoice in SAP for a later modification. See Parking an invoice for more information. Pre-Approval: If you don't possess G/L account or cost center information for the items, click this button to send a pre-approval form to the level 1 controller so that he or she can fill them for you. Once the controller has filled them you will receive the form again and be able to finish the validation. Manual processing: Lets you specify that the form can't be processed automatically and should be manually processed in SAP. See Manual processing for more information.
! !
Some special shortcut keys are available for SAP specific buttons: English Shortc ut Button Franais Raccour ci Bouton Deutsch Verknpfun Schaltflch g e Espaol Acces o direct o Botn Italiano Scelt a rapid a ALT+ M ALT+ C Pulsante
ALT+ M ALT+ K
Simulat e Park
ALT+ M ALT+ G
Simuler Prenregistr er
ALT+ M ALT+ O
Simulieren
ALT+ M Vorerfassen ALT+ R
Simular Preguarda r
Simula Salva copia provvisori a
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English Shortc ut Button
Franais Raccour ci Bouton
Deutsch Verknpfun Schaltflch g e
Espaol Acces o direct o ALT+ B Botn
Italiano Scelt a rapid a ALT+ R Pulsante
ALT+ O
Post
ALT+ C
Comptabilise ALT+ B r
Buchen
Contabiliz ar
Registra
Shortcuts for other buttons are also available. Refer to Validating a web form for more information.
Simulating the creation of an invoice

By clicking the Simulate button, you request that Document Manager simulates the creation of the invoice in SAP. By clicking this button, the invoice will not be created. It allows you to check whether the data on your form is valid regarding SAP requirements (e.g. Vendor number exists, etc.). A summary page is displayed at the end of the simulation and indicates if any problem was encountered. Click here for samples of simulation results
Click OK to go back to your form. If the data was valid you can now validate it. If not, you can correct the invalid data in your form and run another simulation. Hover the messages status icons with you mouse. The ones for which the cursor changes to a question mark can be clicked to retrieve more details about the warning or the error. Administrators can configure the language in which simulation results pages are displayed by configuring the Connector for SAP configuring the Connector for SAP in the Administration documentationon the server.
Posting an invoice
When you click the Post button on an invoice for SAP validation form, Document Manager first runs a simulation of the invoice creation in SAP. If errors or warning have been found during this process, a summary page is displayed with the detail of what went wrong.
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Click here to view simulation results samples
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Note The Ignore simulation warnings option at the bottom of the page lets you have this page displayed only in case of errors. If only warnings have been found, you can click the YES button to continue the creation (as warnings are not blocking the creation), or else click the NO button to go back to the validation form and correct the data which is causing the warnings and/or the errors. See below for more information about interpreting simulation results. Once the simulation is done and no error is found, a waiting page is displayed (unless you unchecked the Wait for the Invoice to be created option, in which case you are redirected to the Validation tab):
This page will be displayed until the invoice has been effectively created in SAP. When this occurs, a summary page displays the list of messages that have been created by your validation. The Document ID column in the list contains the SAP invoice number (see below for more details). You can copy it and paste it into your SAP system later to view the sales order that has been created:
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The document ID column contains a reference number that lets you view the invoice later in your SAP system. It is comprised of three parts: XXXXXXXXXXXX-YYYY-ZZZZ Where: ! ! ! XXXXXXXXXX: invoice number in SAP YYYY: company code in SAP ZZZZ: fiscal year in SAP
These three information will enable you to access the invoice in SAP. Click any message in the list to view its properties and more details. If the creation of the document fails for some reason, you will be able to resubmit this validation form with the same information you have entered by going into the Failed documents view in the Validation tab, and then by clicking the Resubmit link in the Action column of the document of your choice. By doing so you will request the creation of the SAP document again without needing to re-enter the information relating to it.
Parking an invoice
Clicking the Park button allows you to park the invoice in SAP instead of posting it and creating an invoice. In the same way as when posting, the list of generated documents will be displayed with the parked invoices Documents IDs, allowing you to edit the parked document later in SAP for further modification and/or completion. Parking an invoice allows you to store the document in SAP when the balance of the invoice is wrong. However, as for document posting, a simulation is run and any other error than a wrong balance will need to be corrected before the document can be parked.
Manual processing
If the document you are validating can't be automatically processed (because it doesn't match any of the available transaction types or there are items in it that require particular processing for example), the Manual processing option allows you to quit the validation form immediately while indicating to Document Manager that it should be processed manually. From there: ! The form is saved as is. This means it will be accessible from the Validation tab for viewing only. Any changes you made on the form will be visible from there. Also none of the potentially requested actions on the form will be executed (such as payment blocking or approvers selection). A new specific validation form is created: it will be named from the original invoice with a Manual processing label added to it. When edited, it allows you to attach the unprocessed invoice to any document in SAP so it can be processed manually later on. Refer to Manual processing of an SAP invoice for more details on this form.
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See also Validating a vendor invoice for SAP (page 246) SAP vendor invoice validation: Filling the form (page 247)
Validating a vendor invoice for SAP with item reconciliation

How to access this validation form Click the Start validating web forms button available in the Validation tab. See Starting the validation. This form only displays for SAP MM specific invoices. Document Manager offers a specific validation form for invoices with item reconciliation that are linked to SAP. This form lets you reconcile invoiced items with items in existing purchase orders, before creating the invoice in your SAP system. Delivery Notes are also supported, helping you to keep track of the goods already received and invoiced and the ones to come. Because this form contents must match the data required by SAP to create an invoice, the fields in this form are specific, and this topic describes how they reflect in your SAP system once the invoice has been created. Note If your administrator has set a specific SAP user corresponding to your Document Manager user name, make sure that you have set a correct password in your personal settings page. If no SAP information appears there, then you are using the default configured SAP user. Contact your administrator for more information.

The interface displays standard validation form controls. These controls let you: ! ! ! Manage the original document display and the way it interacts with the form. Gather information about extracted data and manage fields contents (most recently used items, standard data search windows, etc.) Use the toolbar buttons and use keyboard shortcuts to achieve the validation
These operations are described in the Validating a web form topic.

In addition to standard controls and fields information, and because this form is bound to be linked to an SAP system, this specific validation form offers additional controls and the fields in it are almost all linked to matching SAP fields. In the following topics, you will find all the necessary information to use, control and complete a validation form with all the references required to properly link the information you enter with the invoice that will eventually be created in SAP. You will notice that at the top of the form, two tabs are available:
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You need to check and complete the information in both of them before you validate the form: 1. Fill the Invoice validation header fields: these information concern the document at a global level. This is where you can define payment controllers and attach additional reference documents for a later viewing in SAP. Fill the Invoice validation items fields: this section lets you define and link items captured on the document with existing purchase order items in SAP. Validate the form: once you have checked and processed the form, multiple options are available to you through the toolbar at the bottom of the page, such as running simulations of invoice creation, parking the invoice, or even sending it to manual processing because it requires specific processing.
2. 3.
You can access the different section using keyboard shortcuts. Refer to the table below based on the language in which Document Manager is displayed to learn more about these: English Shortc ut Button Franais Raccour Bouton ci Verknpfu ng Deutsch Schaltflche Espaol Acces o direct o Botn Italiano Scelt a rapid a ALT+ T Pulsante
ALT+ H Invoice ALT+ E validatio n header ALT+ I Invoice Validati on Items ALT+ O
En-tte ALT+ K pour la validati on de la facture Postes ALT+ R pour la validati on de la facture
Kopfzeile fr ALT+ Rechnungsberprf N ung
Encabeza do de validacin de factura Elemento s de validacin de factura
Intestazio ne di convalida fattura Elementi di convalida fattura
Artikel fr ALT+ Rechnungsberprf L ung
ALT+ E
See also Validating an invoice for SAP Web form validation overview Validating a web form
SAP MM invoice validation: Invoice validation Header

Form overview
An invoice validation form for SAP is presented as follows:
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Three main parts can be distinguished: 1. 2. 3. Document header information: These fields contain the information related to the whole document. Payment unblocking: if the invoice payment is to be blocked, this section lets you define the users in charge of controlling the payment. Form options: These options concern the behavior of the form when it is validated.
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Navigating between fields

To move the focus from an element to another: ! ! ! Use the Up and Down arrows to move vertically from a field to another while browsing possible values for the fields( such as most recently used values or drop-down lists items) Use the Page Up and Page Down buttons to move vertically from one field to another. Use the TAB and the SHIFT-TAB keys to browse from an element to another. This allows you to select a browse button ( ) control for example which can't be done using the arrows as they only select fields.
Once you have the focus on a field, the behavior of the shortcuts depends on the type of field: Control type Available keyboard actions Free data field. By pressing the Down arrow when the cursor is in this field, it will display the list of most recently used entries for this field. Continue pressing the Down arrow to select the value of your choice in the list and press enter to validate your choice. Press Escape to cancel the list display. If there is a browse button ( ) next to it, press the TAB key to focus the browse button and press Enter to open the related browse page. Hint To avoid displaying the list of most recently used items and directly focus to element beneath the field use the Page Down key instead of the Down arrow one. Check box. Press the space bar to toggle the check box status. Free data field with a browse button Drop down list. Press the Down arrow key to expand the list possible values and browse them. ! ! To validate an item value: press the space bar. The field focus will then be transmitted to the next field. To cancel the action: press Escape to cancel the display of the list items. The field value will not be modified and the focus will be transmitted to the next field. Hint To avoid displaying the list of available values and directly focus to element beneath the field use the Page Down key instead of the Down arrow one. You can also use the right arrow and left arrow keys to navigate through possible values for the field without displaying the whole list of elements. Note the in this case the value of the field is updated each time you change the value. Use the Page Down or Page Up keys to change field.

Fields are grouped in sections and tabs. To quickly focus the first field of a given tab, use the following shortcuts:
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Shortcut/Raccourci clavier CTRL + 1
Tab or section Basic data tab
Onglet ou section Onglet Donnes de base Onglet Paiement Onglet Dtail Section Contrle de la facture Onglet Elments attachs Section Paramtres
Registerkarte oder Abschnitt RegisterkarteGrunddaten
Etiqueta o seccin Etiqueta Datos bsicos Etiqueta Pago Etiqueta Detalle Seccin Verificacin de factura Etiqueta Adjuntos Seccin Parmetros
Scheda o sezione Scheda Dati di base Scheda Pagamento Scheda Dettaglio Sezione Verifica fattura Scheda Allegati Sezione Parametri
CTRL + 5
CTRL + 6
Abschnitt Parameter
Document header fields description

Fields in bold and marked with a are required. The document creation in SAP will fail if they are not provided.
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There are four tabs available in the header section: ! ! ! ! Basic data Payment Detail Attachment
The information they contain reflect the headers tab in your SAP environment. Simply click the tab name to access its contents.
Batch number
SAP Information:
N/A
N/A
Current batch identifier for the document. This value is set by your administrator and can't be changed in the form. Basic data tab / Company INVFOcode field BUKRS
Company code
This field is limited to 4 characters. Enter the company code for the invoice.
SAP Information:
Transaction
SAP Information:
Transactn
field
RF05ABUSCS
Select the type of document you want to create in SAP: ! ! ! ! Invoice Credit memo Subsequent credit Subsequent debit
Basic data tab

Vendor name
If the captured vendor name doesn't match, click the button to open a search page. This page allows you to search for a vendor directly into your SAP system. Fill the desired fields on this page and click OK to launch the search. This field is limited to 50 characters. Click here for details on the Vendors search page
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Fill in the fields and click OK to launch the search. ! Vendor name: name of the customer you are looking for. You can use the * wildcard. Number of results to return: enter the maximum number of results you wish to retrieve.
In the list of results, click the item of your choice to update the Vendor name field accordingly. Note If you select the vendor name using this search form, the Vendor Number field will also be updated accordingly.
Basic data
Vendor number
tab /
SAP Information:
Vendor
field
INVFOACCNT
This field is automatically filled based on the captured Vendor name field, if any. If the vendor number isn't correct, then either enter it manually (as it will prevail on the Vendor name even if they don't match when validating the form), or click the button next to the Vendor Name field to open the vendor search page. See above for details about this search page. Note If you don't provide any vendor number, then the vendor number declared on the first line of the referenced purchased order will be used instead.
Vendor street / Zip code / City
SAP Information:
N/A
N/A
Displays the address of the vendor. These fields are updated automatically when you change the vendor number field content. Note If the information displayed seems to be incomplete contact your administrator who will update the SAP database replication task SAP database replication task in the Administration documentationon the server.
Order
SAP Information:
N/A
N/A
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number
The order number captured on the invoice is used in the Invoice Validation Items section to retrieve the purchase order information from SAP and match these items against the one extracted in the invoice. If Document Manager was unable to locate an order number on the invoice, you can enter it manually in this field, or click the button next to the field to open the orders search page.
Click here for details on the Order number search page Fill in the fields and click OK to launch the search. ! Vendor Number: enter the exact vendor ID. This field is required. Fiscal year: enter the fiscal year of the purchase order. Fiscal month: enter the month in the fiscal year of the purchase order. Company code: enter a company code to restrain results to this company code. Document type: Select the type of document you are looking for. Document Number: enter the purchase order number. You can use the * wildcard to limit the number of results. (e.g. 55*) Invoice expected: check this box to avoid retrieving fully invoiced purchase orders. Number of results to return: enter the maximum number of results you wish to retrieve.
In the list of results, click the item of your choice to update the Order number field accordingly.
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Invoice number
This field is limited to 16 characters. Enter the invoice reference number.
SAP Information:
Basic data tab / INVFOReference
field
XBLNR
Basic data
tab /
Invoice date
Use the field.
SAP Information:
Invoice INVFOdate
field
BLDAT
button to open a calendar if you wish to change the date, then click the date of your choice to update this
Basic data
tab /
Posting date
SAP Information:
Posting INVFOdate
field
BUDAT
Indicate here the desired posting date for the document. Use the the date, then click the date of your choice to update this field.
button to open a calendar if you wish to change

Basic data
Total amount due
tab /
SAP Information:
Amount
field
INVFOWRBTR
Check the total amount is correct, and change it if needed

Basic data
tab /
Currency
SAP Information:
Amount
field
INVFOWAERS
Select the currency of the invoice in the list. If you can't find the currency you are looking for, contact your administrator.
Basic data
tab / INVFO-
Comment
SAP Information:
Text
field
SGTXT
Enter a comment for this invoice in this field. By doing so, if you save or forward the invoice instead of posting it, the next user who validates the document will have access to this comment.
Basic data tab
Calculate tax
SAP Information:
Calculate XMWST tax field
INVFO-
If checked, tax lines will automatically be added, based on items lines gross amount and tax codes. If you uncheck this option then you need to specify manually the tax amount in the field below.
Default
SAP Information:
Basic data tab
INVFO281
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tax code
/
Calculate tax field
MWSKZ
If specified, the value will be used to fill the Tax codes column fields in the Invoice Validation Items section when the document is validated.
Basic data
Tax amount
tab /
SAP Information:
Text
field
INVFOWMWST
If you uncheck the Calculate tax box, then you should enter the total taxes amount here. Tax codes will be retrieved from the Tax codes column fields in the Invoice Validation Items section or from the Default tax code field above if not provided.
Payment tab
Payment
Baseline date
tab /
SAP Information:
BaselineDt
field
INVFOZFBDT
Indicate here the baseline date for due date calculation. Use the button to open a calendar if you wish to change the date, then simply click the date of your choice to update this field accordingly.
Payment
Terms of payment
tab /
SAP Information:
Pmnt terms
field
INVFOZTERM
Select the payment terms for the document in this field. If the payment term you are looking for isn't present, contact your administrator.
Payment
tab /
Payment method
SAP Information:
Pmnt meth.
field
INVFOZLSCH
Enter the payment method for the document, or click the available payment terms on your SAP system.
Click here for more details on the payment method search page
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Click the item of your choice to update the Payment method field accordingly. INVFOREBZG Payment / tab / INVFOInv. Ref. REBZJ
field
Invoice reference number
SAP Information:
This field must be written in the following format: NNNNNNNNNN-CCCC-YYYY Where: ! ! ! NNNNNNNNNN: 10 characters length invoice reference number. CCCC: 4 characters length company code for the invoice YYYY: 4 characters length fiscal year for the referenced invoice.
button next to the field to open a search page. This page allows to search for invoices directly into your Use the SAP system. Fill the desired fields on this page and click OK to launch the search. Click here for details on the Invoice reference search page Fill in the fields and click OK to launch the search. ! Company code: enter the company code in which the reference document was created. This field is required. Vendor ID: enter the ID of the vendor. This field is required. Document Type: select the type of document you wish to retrieve. This field is required. Fiscal year: enter the fiscal year the invoice belongs to Document Reference Number: Enter the document reference number. You can use the * wildcard to replace part of the reference. Payment block displayed: Check the boxes corresponding to the payment 283
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blocked documents you want to display. ! Number of results to return: enter the maximum number of results you wish to retrieve.
Detail tab
Details
tab /
Assignment
SAP Information:
Assign
field
INVFOZUONR
Enter the vendor's assignment number in this field.

Details
Header text
tab /
SAP Information:
Headtext
field
INVFOBKTXT
Enter a description for the whole document in this field.

Details
tab /
Business area
This field is limited to 4characters.
SAP Information:
Bus. area
field
INVFOGSBER
This field lets you set a default business area for the document that will apply to all items of the invoice. It can be overriden at item level if needed, by setting the business area field of the item in the Items sections. Enter the business area for the document in this field, or click the Click here for more details on the business area search page button to open a search page.
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Click the item of your choice to update the Business area field accordingly.
Details
tab /
Unplanned delivery costs
SAP Information:
Unpl. del. csts
field
INVFOBEZNK
Enter the amount of the unplanned delivery costs without taxes.
Attachment tab
By default, the following file formats can be attached to an invoice: ! ! ! ! PDF: Adobe Acrobat format DOC: Microsoft Word document XLS: Microsoft Excel document TIF: Tagged Image File Format
To manage your attachments:
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To add an attachment, type the local path of the file in the Select a file field and then click the Add button. You can use the Browse button to help you find your file on your disk. Once you have added at least one attachment, it will be displayed in a list above. To remove an attachment: Click the Delete link in the Action column of the corresponding line. You will not be prompted for confirmation. To modify the order of the attachments: Use the Up and Down links in the Action column of an attachment to move it up or down in the list. The top attachment in the list will correspond to the first attachment for your recipients.
! !
Invoice Verification section

When an invoice is blocked for payment, whether it is automatically blocked by SAP because of an amount limit check or manually blocked based on the Payment block field value (in the Payment tab of the Header section), this section lets you define which user(s) should control the payment for this invoice and in which order.
Payment
tab /
Payment block
SAP Information:
Pmat block
field
INVFOZLSPR
Select the payment block reason in the drop-down list, or leave the default Free for payment if there is no reason to block the payment of this document. If you decide to block the payment, you will need to specify at least one user who will need to approve the payment later. This is done in the Invoice Verification section. Once you have selected a payment blocking reason, select the controller of your choice in the drop-down list for each level of approval you wish to add. You can also select groups of users, in which case any member of this group will have the ability to approve the payment.

When you validate the form, the first level controller will be notified by email that he needs to approve the payment of this invoice. Once he has done so, the second level controller will be notified and so on until all controllers have approved the payment, and therefore the payment is unblocked in SAP. In the case where a group of users is defined for a particular control level instead of a single user, then each member of the group will receive a notification, and any of them will have the ability to approve the payment. However, only one of them will need to actually approve (or reject) the payment before the payment approval request is forwarded to the next level of control.
Option fields
Wait for the
286 SAP Information:
N/A
N/A
sales order to be created

By checking this option, you will be redirected to a waiting page when you validate the form:
This page will be displayed until the invoice is created in SAP, and will then display the list of messages that have been generated from which you can retrieve the SAP invoice number, or have details on an error that may have occurred during creation:
If you uncheck this option, then you will be redirected to the Validation tab. You will then need to open the Jobs tab later to view the SAP invoice creation status.
Ignore simulation warnings
SAP Information:
N/A
N/A
When you validate this form, Document Manager first simulates the creation of the sales order in your SAP system. If some errors or warnings are found during the simulation, then a window is displayed to inform you about these. By checking this option, you request that this window isn't displayed if only warnings have been found. If you check this option, then the example informational window wouldn't be displayed:
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Note Only warnings can be ignored. If any error is found during the simulation, then this page will be displayed, and you will be redirected to the form to correct invalid data. See also Validating a document (page 178) Document validation overview (page 175)
SAP MM invoice validation: Invoice validation items

This section is divided in two main parts. The top one, divided into three tabs, contains the information which will be sent to SAP when you validate the form:
On the contrary, the lower section contains information that is retrieved from SAP, based on purchase orders references:
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Quick start
The purpose of this form is to associate items issued from an existing purchase order in SAP (i.e. from the lower section) to items in your invoice (i.e. in the top section). Good receipt based invoice verification is also supported by Document Manager and quantities and amount will be updated accordingly. When you load the form, Document Manager captures any possible information about purchase orders references on the invoice document. From there, it retrieves from SAP the items that were ordered and automatically tries to associate ordered items with invoiced ones that have been captured. This is called a reconciliation. Your role is to check that captured information and automatic association are correct, and possibly complete and/or modify the form so that each invoiced item is associated to the matching item in the purchase order. To do so, the interface offers controls that let you reconcile items: ! Associate purchase order items with invoice items either automatically (by adding un-captured purchase orders references and requesting the reconciliation process is run again) or manually (if automatic reconciliation doesn't fulfill your needs). Create, remove or modify invoiced items Validate data captured from the document. Make sure each item field matches both the purchase order content and the invoice document content.
! !
When all items have been properly reconciled, you can go on with the form validation.
Reconciling the items in the table

If Document Manager succeeded in retrieving purchase order references on the document, then it has executed an automatic reconciliation and already placed items from the P.O. reference table in the Document items one. However in some cases you will want to modify reconciled item by deleting, adding or moving them. The Document Manager interface gives the ability to move items from one section to another or from one tab to another in order to reconcile the invoice before it is validated. The Document Items table's purpose is to associate each invoiced item on the document to an existing purchase order item in SAP, therefore forming a pair of matching lines . Each pair of lines should be complete before the form is validated, as shown below:
More information about reading this table content can be found below, in the Reviewing the current association status section.
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Note By default, already reconciled items aren't shown in the P.O. reference table. If you wish to display them anyhow, click the button on the top line of the P.O. reference table and check the Show reconciled items option in the drop down menu to display them. They will then be displayed in the table for informational purpose only but will not be selectable.
Automatic reconciliation request

When you load the form, Document Manager tries to automatically reconcile items extracted from the received invoice with existing purchase order items. However, sometimes this process can be incorrect or incomplete for various reasons (if the purchase order reference number wasn't correctly extracted form the document for example). First, check the P.O. Reference table and make sure it contains all the items needed to reconcile the orphan items of the invoice. If not, use the Order number field in the P.O. reference section to add the items of the desired purchase order to the table content. Refer to the P.O. Reference table Then, the Reconcile button in the toolbar at the bottom of the page lets you request that the automatic reconciliation process is run once more by Document Manager using the purchase orders references you have added. If you made manual corrections on the form then they won't be modified during this process. When you launch the automatic reconciliation process again: ! ! ! ! Document Manager tries to associate each item in the P.O. reference table to an item in the Document items table. Only unassociated lines and automatically associated lines (i.e. identified by a gray or a blue bar on the left, see Reviewing the current association status above to learn more) can be modified during this process. Manually validated lines (i.e. identified by a green bar) will never be modified. General Ledger items and Material items tables contents will not be modified either, even if you moved items from the Document Items table to one of these.
Once the reconciliation is over, check that all the invoice items are associated to a purchase order item. If not, you can either add another Purchase Order reference and re-launch an automatic reconciliation or manually associate orphan invoice items for which automatic reconciliation couldn't be done.
Associating a purchase order item to an invoice item

If the purchase order numbers weren't declared on the invoice, or if some items weren't properly recognized, some items of the invoice can remain unassociated after automatic reconciliation. In this case, you need to manually associate items from the P.O. Reference table with the remaining Document items. Important note By default, already reconciled items are no longer shown in the P.O. reference table. If you wish to display button on the top line of the P.O. reference table and check the Show reconciled items them anyhow, click the option in the drop down menu to display them. They will then be displayed in the table for informational purpose only but will not be selectable. In the same way, already reconciled items can be hidden in the Document items table Three methods are available to reconcile a line item: ! Point and click method: Click a line in the P.O. reference table to select it. Its background color will change to light blue, and currently unassociated items lines in the Document items table will have a new label (Click here to associate). Simply click this label on the line the item should be associated to:
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2.
You can also select multiple lines at once using this method. To do so, press the CTRL key when clicking an item to add it to the items selection (or remove it if it was previously selected). Hold the SHIFT key down when clicking an item to add all items lying between the previously selected one and the one you are currently selecting. Once you have done your selection, click an empty line in the Document Items table to associate the first selected item to it. Then click another empty line to associate the next selected item and so on. Items will be processed in the order in which there are displayed in the P.O. reference table. Note You can cancel a single line selection by holding the CTRL key down and clicking the selected line. Drag and drop method: In the P.O. reference table click anywhere on the line item of your choice and hold the click to grab the line. While still holding the click, drag the line to an invoice item in the Document items table above. When you are in an eligible position the background color of the line will change indicating your can drop the line there. Release the mouse click to associate the invoice item with the dragged purchase order one. To cancel the action, drop the line in the P.O. Reference table.
4. 5. When dragging a line, you can point the scroll bars of the Document Items table to make them move along if the item you want to reconcile isn't visible:
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6. Note When dragging a line, you can cancel the dragging by pressing the ESC key. The selected line will then go back in the P.O. Reference table when it was grabbed from. Keyboard only method: This method allows you to reconcile one or more items using only your keyboard which is usually faster than using the mouse to move items in association with the keyboard to modify them. Keyboard shortcuts are described in the Navigating in the form section. We will describe here a standard example of line item association using the keyboard: ! ! ! ! Ctrl+4: focuses the P.O. Reference table Down arrow (x times): move focus to the desired purchase order item. Space bar: selects the line that has the focus. (optional): repeat use the Up and Down arrows to focus other items and using the Ctrl and Shift keys as you would do with a mouse, select as many items as you wish, but instead of clicking press the Space bar to add/remove items from the selection. Ctrl+1: focuses the Document items table. Down arrow (x times): move focus to a currently unassociated purchase order item line (bottom line of a pair) Space bar: associates the selected purchase order line to the invoice one. (optional): if you selected multiple lines in the P.O. reference table below, continue focusing unassociated items and press Space bar on them to associate the purchase order items in the order in which they are displayed in the P.O. Reference table.
! ! ! !
Reviewing the current association status

Each actual item is represented by a pair of lines in the table. The top line represents the invoice item information while the bottom one represents the currently associated purchase order item.
Three different types of pairs can be differentiated, depending on their current association status. This status is easily identified by looking at the color of the far left vertical bar grouping the two lines together, which can be either:
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Gray: Line has not been associated yet. You need to associate a line from an existing SAP purchase order to this invoice item. Green: Line has been manually associated. You have either: ! ! Manually associated a line to this item Clicked a blue left element to validate manually an automatic association (see below).
Blue: Line has been automatically associated by Document Manager. In this case, the confidence level of the association is indicated next to the line: 1. 2. 3. Low confidence value. Please check thoroughly the line content before validating the form. Medium confidence value. The reconciliation is probably correct, but you should check the line to make sure association is the one wanted. High confidence level. Association is very probably correct. Note Leave the mouse cursor over the area displaying these icons to display the exact confidence level percentage. If you want to visually confirm the association and make sure the line remains associated even if you request a new automatic reconciliation click the blue bar. It will then turn into green, therefore indicating this item has been manually checked and validated and shouldn't be changed. However, make sure the content of the line and its field also matches the invoice document displayed on the right of the form. Administrators you can customize the threshold values for confidence level display. Refer to the Administration documentation to learn more. Click here for various line items samples Invoice item with no current purchase order item associated:
Invoice item with automatic purchase order item association:
Invoice item with manual item association:
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Un-associating and moving already reconciled items

! Deletion method: Click the icon on the associated purchase order item line to remove (i.e. the bottom line), and select Delete. The deleted item will be sent to the P.O. reference table below to be associated later to another item. icon on the associated purchase order item line to remove (i.e. the Cut and paste method: Click the bottom line), and select Cut. Then select the icon on a line that hasn't been associated yet, and select Paste to associate the cut item to the new one. icon when the cursor changes on the associated purchase order item Drag and drop method: Click the line to remove (i.e. the bottom line), and while still pressing the button move it to the line item to which it should be associated, or in the P.O. reference table below if you don't want to associate it now. When you are in an eligible location, the line background (or borders in the case of dropping in the P.O. reference table) changes color to indicate so. Simply release the mouse button to drop the line there. Note If you paste or drop an item on a line which already has an association, the previous association will be deleted (and the purchase order item sent to the P.O. reference table below) before the new association is created.
Adding an invoice item

If some invoiced items are missing from the form (because they haven't been captured properly or because they don't appear clearly on the document for example), you can add blank item lines in the Document Items table before you associate them with a purchase order item later (whether manually or automatically using the Reconcile button) To add an item, click the icon on the page description row (dark blue background) and select Add a line. A new empty line will then be added to the page in first position. Fill the information on the line and associate it to an existing purchase order item to complete the reconciliation process for this item.
Removing an invoice item

If a pair of line is wrongly declared in the table (i.e. the line doesn't really match any item on the invoice displayed on the right), then you can remove it by clicking the icon on the top line and selecting Delete. This will remove both the lines at once whether it was associated or not. The top line will be deleted and the currently associated item, if any, will be sent to the P.O. reference table below to be associated later to another invoice item.
Managing General Ledger and Material items

General Ledger items and Material items tables let you define items that don't belong to the Document Items table but need to be defined in the invoice, such as specific tax lines. They are split in two tabs which contain standard validation form tables, such as displayed below:
Refer to the General Ledger items or Material items tables reference below for information about their contents. To add items in these sections, you can either: ! ! button on the Lines count row (dark blue background), and select add Enter the item manually: click the line. Then fill the fields according to theGeneral Ledger items or Material items tables reference below. Move items from one table to another: ! icon on the top line of a pair and select Send to G/L items or In the Document items table, click the Send to Material items to move the selected line and its contents to the desired table.
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In the General items table, click the icon on a line item and select Send to Document items or Send to Material Items to move the selected line and its contents to the desired table.

Navigating inside the tables

Use the Down arrow and Up arrow keys to change line. Inside a line, use the TAB and the SHIFT-TAB keys to navigate between the fields of this line. To open the context menu of the current line, place the focus on the icon on the line and Press enter. Once the menu has appeared, use the arrows to move the selection and then press Enter to validate your choice. Press Escape to cancel the menu. Actions in the menus can also be accessed by shortcuts. Available action depends both on the table and the type of line the menu refers to. Click here to display available menus and their associated shortcuts. Document Items table Line Table header line (gray background) Action Select all Unselect all Delete selected lines Shortcut Ctrl+* Ctrl+/ Ctrl+D Description Selects all lines in all pages Unselects all previously selected lines in all pages. Removes all previously selected lines on all pages. ! If you selected a purchase order line (bottom line of a couple), it will be sent back to the P.O. Reference table. If you selected an invoice line (top line of a couple) it will be removed from the table and its associated purchase order line (if any) will be sent back to the P.O. Reference table.
Page Header line (Dark blue background)
Add a page Hide reconciled item Collapse
Ctrl+Ins Ctrl+H
Ctrl+Space
Adds a page a the bottom of the document. Lets you hide items that already have been reconciled, i.e. items for which a purchase order item is defined. Uncheck this option to view reconciled items again. Hides all the items on the page. Note You can also click the page header line itself to expand/collapse the page content.
Select all Unselect all Delete selected lines
Ctrl+* Ctrl+/ Ctrl+D
Selects all items on the page. Unselects all previously selected item on the current page. Deletes all selected lines in the page. ! If you selected a purchase order line (bottom line of a couple), it will be sent back to the P.O. Reference table. If you selected an invoice line (top line of a couple) it will be removed from the table and its associated purchase order line (if any) will be sent back to the P.O. Reference table.
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Document Items table
Delete Paste Add a line Delete
Invoice Item line (top line of a couple)
Cut
Copy Paste Add a line Send to G/L items Send to Material items Delete Cut Paste Add a line Associate
Purchase order line (bottom line of a couple)
Line Table header line (gray background)
Action Select all Unselect all Delete selected lines
Purchase order reference (dark blue background)
Show reconciled items Collapse
Deletes the current page and all the items in it. Purchase order items will be sent back to the P.O. Reference table. Ctrl+V Paste a page all it content that was previously cut or copied. Ctrl+Ins Creates a new empty line at the bottom of the page. Ctrl+DEL Deletes the invoice item line. If a purchase order item was associated then it will be sent back to the P.O. Reference table. Ctrl+X Cuts the current invoice line item. If it was associated, then the purchase order item will be sent back to the P.O. reference table. Ctrl+C Copies the invoice line item to be pasted later, on another page for example. Ctrl+V Pastes a previously copied invoice line item right beneath the current one. Ctrl+Ins Creates a blank line right beneath the current item. Ctrl+G Sends the current item to the G/L items table. Associated purchase order item, if any, will be sent back to the P.O. Reference table. Ctrl+M Sends the current item to the Material items table. Associated purchase order item, if any, will be sent back to the P.O. Reference table. Ctrl+DEL Sends back the purchase order item to the P.O. Reference table below. Ctrl+X Cuts the purchase order item. Ctrl+V Pastes a previously cut purchase order item and therefore associates the invoice item to this purchase order one. Ctrl+Ins Adds a new couple of lines below the current one. Space bar Associates a selected purchase order item (in the P.O. Reference table) to the invoice item above the current line. P.O. Reference table Shortcut Description Ctrl+* Selects all items in all defined purchase orders. Ctrl+/ Unselects any selected line in the table. Ctrl+D Removes the selected lines from the P.O. Reference table. The items will be removed from the display only. If you deleted an item by mistake, enter the purchase order reference number in the order number field above and press enter to query SAP and retrieve all purchase order items again. Ctrl+O Check this option to display already associated items along with currently unassociated ones. Ctrl+Del Ctrl+Space Hides all the items of the purchase order. Uncheck this option to display the items again. Note You can also click the purchase order reference line itself to expand/collapse the page content.
Select all Unselect all Delete selected lines
Selects all the items of the current purchase order. Unselect any previously selected items in the current purchase order. Deletes selected items in the current purchase order. The items will be removed from the display only. If you deleted an item by mistake, enter the purchase order reference number in the order number field above and press enter to
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Document Items table Delete query SAP and retrieve all purchase order items again. Removes the whole purchase order from the display. If items had been associated with invoice items above, then association will be removed. Ctrl+DEL Removes the item from the display. If you deleted an item by mistake, enter the purchase order reference number in the order number field above and press enter to query SAP and retrieve all purchase order items again. Ctrl+C Copies the item to the clipboard. Paste the item in the Document items table above to associate it to an invoice item. General Ledger and Material tables Shortcut Description Ctrl+* Selects all items in the table. Ctrl+/ Unselects any previously selected items in the table. Ctrl+D Deletes all selected lines. Ctrl+DEL
Item line
Delete
Copy
Line Table header line (gray background) Page Header line (Dark blue background)
Action Select all Unselect all Delete selected lines Collapse
Ctrl+Space
Hides all the items in the table. Uncheck this option to display the items again. Note You can also click the purchase order reference line itself to expand/collapse the page content.
Item line
Select all Unselect all Delete selected lines Paste Add a line Delete Cut
Selects all items in the table. Unselect any previously selected item in the table. Deletes all selected lines in the table.
Ctrl+V Ctrl+Ins Ctrl+DEL Ctrl+X
Copy
Ctrl+C
Paste Add a line Send to Document items Send to G/L items Send to Material items
Ctrl+V Ctrl+Ins Ctrl+D
Pastes a previously cut or copied item. Creates a new blank line at the bottom of the table. Deletes the item from the table. Cuts the item. Paste it somewhere else in the table or in another table (Document Items, General Ledger or Materials tables). Copies the current item in the clipboard. Paste it somewhere else in the table or in another table (Document Items, General Ledger or Materials tables). Pastes a previously cut or copied item. Creates a new empty line right beneath the current one. Moves the current item to the Document Items table.
Ctrl+G Ctrl+M
Moves the current item to the G/L Items table. Moves the current item to the Material Items table.
You can also scroll the table horizontally by pressing the Right and Left arrows on the keyboard. To move the focus from an element to another: ! ! Use the Up and Down arrows to move vertically from a field to another while browsing possible values for the fields( such as most recently used values or drop-down lists items) Use the Page Up and Page Down buttons to move vertically from one field to another.
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! !
Use the TAB and the SHIFT-TAB keys to browse from an element to another. This allows you to select a browse button ( ) control for example which can't be done using the arrows as they only select fields.
Use the Space bar to select or unselect items. Pressing the space bar on an element that has the focuses has the same effect as clicking that same element with your mouse.
Once you have the focus on a field, the behavior of the shortcuts depends on the type of field: Control type Available keyboard actions Free data field. By pressing the Down arrow when the cursor is in this field, it will display the list of most recently used entries for this field. Continue pressing the Down arrow to select the value of your choice in the list and press enter to validate your choice. Press Escape to cancel the list display. If there is a browse button ( ) next to it, press the TAB key to focus the browse button and press Enter to open the related browse page. Hint To avoid displaying the list of most recently used items and directly focus to element beneath the field use the Page Down key instead of the Down arrow one. Check box. Press the space bar to toggle the check box status. Free data field with a browse button Drop down list. Press the Down arrow key to expand the list possible values and browse them. ! ! To validate an item value: press the space bar. The field focus will then be transmitted to the next field. To cancel the action: press Escape to cancel the display of the list items. The field value will not be modified and the focus will be transmitted to the next field. Hint To avoid displaying the list of available values and directly focus to element beneath the field use the Page Down key instead of the Down arrow one. You can also use the right arrow and left arrow keys to navigate through possible values for the field without displaying the whole list of elements. Note that in this case the value of the field is updated each time you change the value. Use the Page Down or Page Up keys to change field.

Fields are grouped in sections and tabs. To quickly focus the first field of a given tab, use the following shortcuts: Raccourci CTRL CTRL CTRL CTRL + + + + 1 2 3 4 Tab or section Document Items General Ledger Items Material Items P.O. reference Onglet ou section Postes Document Postes Comptes Gnraux Postes Articles Postes Commandes
Tables reference
This section contains fields reference for the tables available on this form:
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! ! ! !
Document items table General Ledger items table Material Items table P.O. Reference table
Document items table reference

SAP information are based on the MIRO transaction and concern the top line of each pair as the bottom lines are actually purchase order items and not invoice items.
Order number
SAP Information:
N/A
N/A
Purchase order number to which the current item refers. P.O. reference tab / Item DRSEGcolumn RBLGP
Order item
Item number in original purchase order.
SAP Information:
Material
SAP Information:
P.O. reference tab / Material DRSEGcolumn MATNRN
Enter the material reference of the invoiced item. P.O. reference tab/ PO DRSEGtext column TXZ01
Description
This field is limited to 50 characters. Short description of the invoiced item.
SAP Information:
Amount without tax
SAP Information:
P.O. reference tab/ Amount DRSEGcolumn WRBTR
Amount for the current item. Depending on the options you have selected, taxes can be automatically calculated or not. Refer to Header section for more information about tax calculation. P.O. reference tab/ Quantity DRSEGcolumn MENGE
Quantity
SAP Information:
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Item invoiced quantity. Quantity unit is defined in the matching purchase order item and will be deduced from there. P.O. reference tab/ Net DRSEGprice column NETPR
Unit price
Item unit price.
SAP Information:
Ordered quantity
SAP Information:
P.O. reference tab/ Order quantity DRSEGcolumn BSMNG
Original quantity of this item that was ordered. This field is read-only as it is retrieved from the original purchase order. P.O. reference tab/ Returns DRSEGitem column WEMNG
Delivered quantity
SAP Information:
Total quantity delivered. In case of partial invoice, this total may be inferior to the ordered amount. This field is readonlyas it is retrieved from the original purchase order. P.O. reference tab/ Settled DRSEGcolumn REMNG
Invoiced quantity
SAP Information:
Total quantity invoiced until now. This value can be different of 0 when a partial invoice has already been received for this item. This field is read-only. Note The quantity of items being currently invoiced isn't taken into account to display this field. P.O. reference tab/ Un DRSEGMEINS column
Unit
This field is limited to 3 characters. Item unit.
SAP Information:
Delivery Note
SAP Information:
P.O. reference tab/ Del. note/sheet DRSEGno. XBLNR column
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If the item was flagged as good receipt based invoice verification item in the purchase order, then this field will contain the vendor reference number for delivery P.O. reference tab/ Reference DRSEGdoc. LFBNR column
Ref. doc. Item.
SAP Information:
If the item was flagged as good receipt based invoice verification item in the purchase order, then this field will contain the concatenation of three SAP fields. It is displayed as: XXXXXXXXXX-YYYY-ZZZZ Where: ! ! ! XXXXXXXXXX: Reference doc. field in SAP. This is the delivery note number YYYY: Ref. Doc. Item field in SAP. This is the delivery note identifier. ZZZZ: fiscal year of the delivery note P.O. reference tab/ Tax code DRSEGcolumn MWSKZ
Tax code
SAP Information:
Enter the tax code for the line item, or click the
button to search for a specific tax code.
This field is required if you enabled the Calculate tax option. However, in this case, if you specified a Default tax code, it will be used to fill this field when creating the invoice in SAP. If you unchecked the Calculate tax option (and therefore specified a Tax amount), then the field is required. Refer to Header section for more information about tax calculation. Click here for more details on the tax code search page
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This list is based on the current value of the Company code field in the Header section of the form. Click the item of your choice to update the Tax Code column field accordingly. P.O. reference tab / Jurisdict. DRSEGcode TXJCD field
Jurisdiction
SAP Information:
Click here for more details on the jurisdiction code search page Fill in the fields and click OK to launch the search. ! Country: enter the country code in which the cost center is defined. This field is required. Click the button to browse for country codes available in your SAP system. Click here to learn more Country: enter the name of the country you are looking for. You can also enter part of the name and use the * wildcard. Number of results to return: enter the maximum number of results you wish to retrieve. Click OK to launch the search. Then click a country name or
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code in the list of results to validate your choice. State: enter the state code of the jurisdiction. Click the button to browse for states Click here to learn more Country code: enter the two-letters country code of the state you are looking for. This field is required. State: Optionally enter all or part of the state name. You can use the * wildcard to replace part of the name. Number of results to return: enter the maximum number of results you wish to retrieve. Click OK to launch the search. Then click a country name or code in the list of results to validate your choice. County, City, Postal Code,
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Local tax: optionally, enter the exact name of one or more of these fields. ! Jurisdiction Name: enter all or part of the name of the jurisdiction you are looking for. You can use the * wildcard to replace part of the name. Number of results to return: enter the maximum number of results you wish to retrieve.
In the list of results, click the item of your choice to update the Jurisdiction column field accordingly.
General ledger items table reference

General ledger items table reference Fields indicated as required in this section are so if you define at least one line. It isn't required to create any line in this table however. This table displays a table which contains General Ledger items. It can be managed the same way as standard validation form tables. However, as for the document header fields, the fields content must match with your SAP system contents.
G/L account
SAP Information:
G/L account tab / G/L ACGL_ITEMacct HKONT field
This data is required for line items, but should be left blank when defining tax lines.
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Line items definition: Matches the G/L acct products column in SAP. Enter the G/L account of the item, or button next to the field to open the G/L accounts search page. Fill the desired fields on this page click the and click OK to launch the search.
Tax line definition: In this case you should leave this field empty. It will be automatically filled by SAP when the invoice is created.
Click here for more details on the G/L account search page Fill in the fields and click OK to launch the search. ! Company code: enter the company code in which the G/L account is defined. This field is required. Description: enter the description of the G/L account you are looking for. You can use the * wildcard. (e.g. machinery*). Number: enter the G/L account number. You can use the * wildcard to replace part of it.
In the list of results, click the item of your choice to update the G/L Account column field accordingly.
Description
SAP Information:
G/L account tab / Text ACGL_ITEMSGTXT field
The description of each item is transmitted as is to SAP. Check that the captured text is correct and change it if needed. G/L account tab / ACGL_ITEMD/C field SHKZG
D/C
SAP Information:
Select the side on which the transaction figure is to be updated: ! ! Debit Credit
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Amount without tax
SAP Information:
G/L account tab / Amount in doc. curr. ACGL_ITEMfield WRBTR
Check the captured amount of the item is correct and change it if needed. G/L account tab / Cost center ACGL_ITEMfield KOSTL
Cost center
SAP Information:
Enter the cost center for the line item, or click the
button next to the field to open the cost centers search page.
Click here for more details on the cost center search page Fill in the fields and click OK to launch the search. ! Company code: enter the company code in which the cost center is defined. This field is required. Description: enter the description of the G/L account you are looking for. You can use the * wildcard. (e.g. fin*). Number of results to return: enter the maximum number of results you wish to retrieve.
In the list of results, click the item of your choice to update the Cost center column field accordingly.
Tax code
SAP Information:
G/L account tab / Tax code ACGL_ITEMMWSKZ field
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button to search for a specific tax code. If you have unchecked the Enter the tax code for the line item, or click the Calculate tax option in the header section (i.e. you provide a tax line instead), then this field is required. Click here for more details on the tax code search page
This list is based on the current value of the Company code field in the Header section of the form. Click the item of your choice to update the Tax Code column field accordingly. G/L account tab / Tax jurisdictn ACGL_ITEMcode TXJCD field
Jurisdiction
SAP Information:
Click here for more details on the jurisdiction code search page
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Fill in the fields and click OK to launch the search. ! Country: enter the country code in which the cost center is defined. This field is required. Click the button to browse for country codes available in your SAP system. Click here to learn more Country: enter the name of the country your are looking for. You can also enter part of the name and use the * wildcard. Number of results to return: enter the maximum number of results you wish to retrieve. Click OK to launch the search. Then click a country name or code in the list of results to validate your choice. State: enter the state code of the jurisdiction. Click the button to browse for states Click here to learn more Country code: enter the
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two-letters country code of the state you are looking for. This field is required. State: Optionally enter all or part of the name of the state name. You can use the * wildcard to replace part of the name. Number of results to return: enter the maximum number of results you wish to retrieve. Click OK to launch the search. Then click a country name or code in the list of results to validate your choice. County, City, Postal Code, Local tax: optionally, enter the exact name of one or more of these fields. Jurisdiction Name: enter all or part of the name of the jurisdiction you are looking for. You can use the * wildcard to replace part of the name. Number of results
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to return: enter the maximum number of results you wish to retrieve. In the list of results, click the item of your choice to update the Jurisdiction column field accordingly.
Order
SAP Information:
G/L account tab / Order ACGL_ITEMfield AUFNR
Enter the order number in this field, if any, or click the Click here for more details on the order search page
button next to the field to open the orders search page.
Fill in the fields and click OK to launch the search. ! Company code: enter the company code in which the cost center is defined. This field is required. Description: enter the description of the G/L account you are looking for. You can use the * wildcard. (e.g. Dev*). Type: enter the exact code for the type of order you are looking for Number of results to return: enter the maximum number of results you wish to retrieve.
Business area
SAP Information:
G/L account
ACGL_ITEMGSBER
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tab / Business area field This field is limited to 4 characters. This field lets you specify a business area for the current item if you need to override the default one that has been defined in the Business area field of the detail tab of the Header section. Enter the business area for the line item, or click the button next to the field to open the business areas search page. By setting this field, you will override the default Business area provided at header level for this particular item. Click here for more details on the business area search page
Click the item of your choice to update the Business areacolumn field accordingly. G/L account tab / Assignment ACGL_ITEMno. field ZUONR
Assignment
This field is limited to 18characters. Enter the desired assignment number, if any.
SAP Information:
Material items table reference

Fields indicated as required in this section are so if you define at least one line. It isn't required to create any line in this table however.
Material
SAP Information:
Material tab /
CKI_MR22_0250MATNR
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Material column This field is limited to 18 characters. Enter the material reference of the invoiced item. Enter the material reference in this field, or click the Click here for more details on the order search page Fill in the fields and click OK to launch the search. ! Description: enter the description of the material you are looking for. You can use the * wildcard. (e.g. Bed*). This field is required. Number: enter the material number you are looking for. You can use the * wildcard. (e.g. 400*) Sales organization: Enter the Sales organization in which the material is defined. Distribution channel: Enter the distribution channel for which the material is defined. Plant: Enter the Plant Id in which the material is defined, or click the button to open another browse page to select a Plant. ! Storage location: enter material storage location Id or click the button to browse for existing storage location. ! Number of results to return: enter the maximum number button next to the field to open the material search page.
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of results you wish to retrieve. In the list of results, click the item of your choice to update the Material column field accordingly.
Quantity
SAP Information:
Material tab / Quantity CKI_MR22_0250MENGE column
Item invoiced quantity. Quantity unit is defined in the next field. Material tab / Base unit CKI_MR22_0250MEINS column
Unit
SAP Information:
Item unit. Select a unit in the drop-down list. Administrators can add additional units in the list. Refer to Introduction to the DDC defaul rules in the Administration documentation to learn more.
Amount
SAP Information:
Material tab / Amount CKI_MR22_0250column ZUUMB
Amount for the current item, without taxes. Depending on the options you selected, taxes can be automatically calculated or not. Refer to Header section for more information about tax calculation. Material tab / CKI_MR22_0250D/C SHKZG field
D/C
SAP Information:
Select the side on which the transaction figure is to be updated: ! ! Debit Credit Material tab / Tax code CKI_MR22_0250column MWSKZ
Tax code
SAP Information:
Enter the tax code for the line item, or click the
button to search for a specific tax code.
This field is required if you enabled the Calculate tax option. However, in this case, if you specified a Default tax code, it will be used to fill this field when creating the invoice in SAP. If you unchecked the Calculate tax option (and therefore specified a Tax amount), then the field is required. Refer to Header section for more information about tax calculation.
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Click here for more details on the tax code search page
This list is based on the current value of the Company code field in the Header section of the form. Click the item of your choice to update the Tax Code column field accordingly. Material tab / Jurisdict. code DRSEGTXJCD field
Jurisdiction
SAP Information:
Click here for more details on the jurisdiction code search page
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Fill in the fields and click OK to launch the search. ! Country: enter the country code in which the cost center is defined. This field is required. Click the button to browse for country codes available in your SAP system. Click here to learn more Country: enter the name of the country your are looking for. You can also enter part of the name and use the * wildcard. Number of results to return: enter the maximum number of results you wish to retrieve. Click OK to launch the search. Then click a country name or code in the list of results to validate your choice. State: enter the state code of the jurisdiction. Click the button to browse for states Click here to learn more Country code: enter the
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two-letters country code of the state you are looking for. This field is required. State: Optionally enter all or part of the state name. You can use the * wildcard to replace part of the name. Number of results to return: enter the maximum number of results you wish to retrieve. Click OK to launch the search. Then click a country name or code in the list of results to validate your choice. County, City, Postal Code, Local tax: optionally, enter the exact name of one or more of these fields. Jurisdiction Name: enter all or part of the name of the jurisdiction you are looking for. You can use the * wildcard to replace part of the name. Number of results to return: enter the
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maximum number of results you wish to retrieve. In the list of results, click the item of your choice to update the Jurisdiction column field accordingly.
Plant
SAP Information:
Material tab / Quantity CKI_MR22_0250MENGE column
Organizational level at which the material is valuated which can be either: ! ! a plant number a company code if you want the valuation area to be all the plants defined for this company code. button to search for a specific plant.
Enter the plant for the line item, or click the
Click here for more details on the plant search page Fill in the fields and click OK to launch the search. ! Search term A: enter the exact search term A, or leave the field empty to ignore this search term. Search term B : enter the exact search term B, or leave the field empty to ignore this search term. Postal code: enter the postal code of the plant you are looking for. You can use the * wildcard. (e.g. 69*). City: enter the city of
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the plant you are looking for. You can use the * wildcard. (e.g. h*). ! Name 1, Name 2: enter the name of the plant you are looking for. You can use the * wildcard (e.g. Har*) Version: enter the plant version
P.O. Reference table reference

Order number
SAP Information:
N/A
N/A
If the captured order number is incorrect or if some purchase orders references are missing, then you can add purchase orders items by entering a purchase order number in this field and pressing enter. By doing so, you will not remove items already present in the table. Enter a purchase order number and press Enter to add the purchase order items to the table, or click the next to the field to open the orders search page. button
Note If you enter a value manually and no matching purchase order number is found in SAP then Document Manager will look for a Delivery note instead. Click here for details on the Purchase order items search page
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Fill in the fields and click OK to launch the search. ! Vendor Number: enter the exact vendor ID. This field is require d. Fiscal year: enter the fiscal year of the purchas e order. Fiscal month: enter the month in the fiscal year of the purchas e order. Compan y code: enter a compan y code to restrain results to this compan y code. Docume nt type: specify the type of docume nt you are looking for (purcha se order or
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Delivery note) ! Purchas e order number: enter the purchas e order number. You can use the * wildcard to limit the number of results. (e.g. 55*) Invoice expecte d: check this box to avoid retrievin g fully invoiced purchas e orders. Number of results to return: enter the maximu m number of results you wish to retrieve.
In the list of results, click a purchase order number to add all items defined in it to the P.O. Reference table. Cick the plus sign next to a purchase order number to display all items defined
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in the purchase order. You can click a single item to add it to the P.O. Reference table. Close the window when you have added all the items you need to update the invoice reconciliation.
Order item
Item number in original purchase order.
SAP Information:
P.O. reference tab / Item DRSEGRBLGP field
GR/IV
SAP Information:
P.O. reference tab / Material DRSEGcolumn MATNRN
If the box is checked, it indicates that the material is defined as a good receipt based invoice verification item in the purchase order. In this case, a matching good receipt must exist in SAP before the form can be validated and the invoice created. P.O. reference tab / Material DRSEGcolumn MATNRN
Material
Material reference of the invoiced item.
SAP Information:
Description
Short description of the invoiced item.
SAP Information:
P.O. reference tab/ PO DRSEGtext column TXZ01
Opened amount
SAP Information:
N/A N/A
The content of this field depends on how the item was defined in the purchase order: ! GR/IV item: the field contains the total amount that remains to be invoiced based on what has already been delivered and invoice and total quantity ordered.
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standard item: the field contains the total amount that needs to be invoiced based only on original ordered quantity. SAP Information: N/A N/A
Opened Qty
The content of this field depends on how the item was defined in the purchase order: ! ! GR/IV item: the field contains the total quantity that remains to be invoiced based on what has already been delivered and invoice and total quantity ordered. standard item: the field contains the total quantity that needs to be invoiced based only on original ordered quantity. P.O. reference tab / Un DRSEGMEINS column
Unit
Item unit as ordered.
SAP Information:
Unit price
Price for one item as ordered.
SAP Information:
P.O. reference tab / Un DRSEGcolumn NETPR
Ordered quantity
Original quantity of this item that was ordered.
SAP Information:
P.O. reference tab/ Oreder quantity DRSEGcolumn BSMNG
Delivered quantity
SAP Information:
P.O. reference tab/ Received DRSEGcolumn WEMNG
Total quantity delivered. In case of partial invoice, this total may be inferior to the ordered amount. P.O. reference tab/ Settled DRSEGcolumn REMNG
Invoiced qty
SAP Information:
Total quantity invoiced until now. This value can be different of 0 when a partial invoice has already been received for this item. Note The quantity of item being currently invoiced isn't taken into account to display this field. P.O. reference DRSEGtab/ Net NETWR order
Ordered amount
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SAP Information:
column Total ordered amount for this item expressed in purchase order currency. P.O. reference tab/ Returns DRSEGitem WEMNG
Delivered amount
SAP Information:
Total amount that has been delivered for this item. P.O. reference tab/ Settled DRSEGcolumn REMNG
Invoiced amount
Total amount invoiced until now.
SAP Information:
Note The total amount for the item being currently invoiced isn't taken into account to display this field. P.O. reference tab/ Del. note/sheet DRSEGno. XBLNR column
Delivery Note
SAP Information:
If the item was flagged as good receipt based invoice verification item in the purchase order, then this field will contain the vendor reference number for delivery. P.O. reference tab/ Reference DRSEGdoc. LFBNR column
Ref. doc. Item.
SAP Information:
If the item was flagged as good receipt based invoice verification item in the purchase order, then this field will contain the concatenation of three SAP fields. It is displayed as: XXXXXXXXXX-YYYY-ZZZZ Where: ! ! ! XXXXXXXXXX: Reference doc. field in SAP. This is the delivery note number YYYY: Ref. Doc. Item field in SAP. This is the delivery note identifier. ZZZZ: fiscal year of the delivery note P.O. reference tab/ Tax code DRSEGcolumn MWSKZ
Tax code
SAP Information:
Tax code for the item as entered in the purchase order.
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Jurisdiction
Item tax jurisdiction code, if any.
SAP Information:
P.O. reference tab / Jurisdict. DRSEGcode TXJCD field
SAP MM invoice validation: Validating the form

Once you have filled the form with the necessary information, there are various possible actions concerning what you want to do with the document. The toolbar at the bottom of the page displays the available actions:

The following buttons have the same action as in standard validation forms: ! ! ! ! ! Teach: change recognition automation process. Reject: reject the invoice. No SAP document will be created. Forward: forward the form to another user. Save: save any modification you have made on the form and return to the Validation tab. The form will still require to be validated. Cancel: abandon any modification and return to the Validation tab. The form will still require to be validated later.
Sap specific validation form action

In addition to standard actions, the integration with SAP offers more actions which are specific to this environment: ! ! Simulate: Clicking this button lets you run an invoice creation simulation. It displays a summary page of the simulation. See Simulating the creation of an invoice Post: When all the data on the form is correct, click this button to validate the form and request the creation of the invoice in SAP. A simulation of creation in SAP is executed. If the simulation runs fine, then the document is approved and you are redirected to a waiting page which will eventually display the list of documents that have been created. See Posting an invoice for more information. Park: Clicking this button allows you to park the invoice in SAP for a later modification. See Parking an invoice for more information. Manual processing: Lets you specify that the form can't be processed automatically and should be manually processed in SAP. See Manual processing for more information. Reconcile: Lets you request a new automatic reconciliation of invoice and purchase order items. For more information about reconciliation process, refer to Automatic reconciliation request (Invoice validation items) .
! ! !
Some special shortcut keys are available for SAP specific buttons:
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Franais Raccour ci Bouton
Deutsch Verknpfu ng Schaltflc he
Espaol Acces o direct o ALT+ M ALT+ R ALT+ B ALT+ O ALT+ U Botn
Italiano Scelt a rapid a Pulsante
ALT+ M ALT+ K
Simulate Park
ALT+ M ALT+ G
Simuler Prenregist rer Comptabilis er Rconcilier Traitement manuel
ALT+ M ALT+ O
Simulieren Vorerfasse n Buchen Abgleichen Manuelle Verarbeitu ng
Simular Preguardar
ALT+ O Post ALT+ L Reconcil e ALT+ U Manual Processi ng
ALT+ C ALT+ L ALT+I
ALT+ B ALT+ L ALT+ U
Contabilizar Conciliar Procesamie nto manual
ALT+ Simula M ALT+ Salva C copia provvisoria ALT+ Registra R ALT+ Riconcilia L ALT+ Elaborazio Z ne manuale
Shortcuts for other buttons are also available. Refer to Validating a web form for more information.
Simulating the creation of an invoice

By clicking the Simulate button, you request that Document Manager simulates the creation of the invoice in SAP. By clicking this button, the invoice will not be created. It allows you to check whether the data on your form is valid regarding SAP requirements (e.g. Vendor number exists, etc.). A summary page is displayed at the end of the simulation and indicates if any problem was encountered. Click here for a sample of simulation results
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Click OK to go back to your form. If the data was valid you can now validate it. If not, you can correct the invalid data in your form and run another simulation. Hover the messages status icons with you mouse. The ones for which the cursor changes to a question mark can be clicked to retrieve more details about the warning or the error. Administrators can configure the language in which simulation results pages are displayed by configuring the Connector for SAP configuring the Connector for SAP in the Administration documentationon the server.
Posting an invoice
When you click the Post button on an invoice for SAP validation form, Document Manager first runs a simulation of the invoice creation in SAP. If errors or warning have been found during this process, a summary page is displayed with the detail of what went wrong. Click here to view simulation results samples
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Note The Ignore simulation warnings option at the bottom of the page lets you have this page displayed only in case of errors. If only warnings have been found, you can click the YES button to continue the creation (as warnings are not blocking the creation), or else click the NO button to go back to the validation form and correct the data that is causing the warnings and/or the errors. See below for more information about interpreting simulation results. Once the simulation is done and no error is found, a waiting page is displayed (unless you unchecked the Wait for the Invoice to be created option, in which case you are redirected to the Validation tab):
This page will be displayed until the invoice has been effectively created in SAP. When this occurs, a summary page displays the list of messages that have been created by your validation. The Document ID column in the list contains the SAP invoice number (see below for more details). Copy it and paste it into your SAP system later to view the sales order that has been created:
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The document ID column contains a reference number that lets you view the invoice later in your SAP system. It is comprised of three parts: XXXXXXXXXXXX-YYYY-ZZZZ Where: ! ! ! XXXXXXXXXX: invoice number in SAP YYYY: company code in SAP ZZZZ: fiscal year in SAP
These three information will enable you to access the invoice in SAP. Click any message in the list to view its properties and more details. If the creation of the document fails for some reason, you will be able to resubmit this validation form with the same information you have entered by going into the Failed documents view in the Validation tab, and then by clicking the Resubmit link in the Action column of the document of your choice. By doing so you will request the creation of the SAP document again without needing to re-enter the information relating to it.
Parking an invoice
Clicking the Park button allows you to park the invoice in SAP instead of posting it and creating an invoice. In the same way as when posting, the list of generated documents will be displayed with the parked invoices Documents IDs, allowing you to edit the parked document later in SAP for further modification and/or completion. Parking an invoice allows you to store the document in SAP when the balance of the invoice is wrong. However, as for document posting, a simulation is run and any other error than a wrong balance will need to be corrected before the document can be parked.
Manual processing
If the document you are validating can't be automatically processed (because it doesn't match any of the available transaction types or if there are items in it that require particular processing for example), the Manual processing option allows you to quit the validation form immediately while indicating to Document Manager that it should be processed manually. From there: ! The form is saved as is. This means it will be accessible from the Validation tab for viewing only. Any changes you made on the form will be visible from there. Also none of the potentially requested actions on the form will be executed (such as payment blocking or controllers selection). A new specific validation form is created: it will be named from the original invoice with a Manual processing label added to it. When edited, it allows you to attach the unprocessed invoice to any document in SAP so it can be processed manually later on. Refer to Manual processing of an SAP invoice for more details on this form.
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See also Validating a vendor invoice for SAP with item reconciliation (page 273)
Manual processing of an SAP invoice

How to access this validation form In the Validation tab, click a job that requires validation and whose name starts with Manual processing of invoice... This form only appears when a user has started the validation of an SAP invoice and has clicked the Manual processing option in it. Refer to SAP vendor invoice validation: Validating the form for more details about this option. This page lets you manually link an incoming invoice to an existing one in your SAP system. The document displayed in the pane next to the form is the image of the original invoice that was sent to manual processing and that needs to be attached to an SAP document. It is displayed for informational purpose only. No field in this form is captured from the document displayed next to it, contrarily to invoice validation forms. However some of them are already filled with the data that was captured before it was sent to manual processing (unless the user manually corrected the captured data, in which case the corrected value will be transmitted instead). This is why these fields are indicated as captured fields in this topic. The manual processing form is displayed as follows:
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1. 2. 3. 4.
General information SAP document: Lets you browse for the existing SAP document the current invoice should be attached to. Invoice Verification: If the existing SAP document is blocked for payment, lets you specify the users in charge of unblocking the payment. Attachments: In addition to the current invoice, you can add attach other documents here.
See also Validating a web form Validating an invoice for SAP
General information
Batch number
Current batch identifier for the document. This value is set by your administrator and can't be changed in the form.
Basic data tab
Company code
Enter the company code for the invoice.
SAP Information:
Company INVFOcode
field
BUKRS
Vendor name
SAP Information:
N/A N/A
If the captured vendor name doesn't match, click the button to open a search page. This page allows searching for a vendor directly into your SAP system. Fill in the desired fields on this page and click OK to launch the search. This field is limited to 50 characters. Click here for details on the Vendors search page
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Fill in the fields and click OK to launch the search. ! Vendor name: name of the vendor you are looking for. You can use the * wildcard. Number of results to return: enter the maximum number of results you wish to retrieve.
In the list of results, click the item of your choice to update the Vendor name field accordingly. Note If you select the vendor name using this search form, the Vendor Number field will also be updated accordingly.
Basic data
Vendor number
SAP Information:
Vendor INVFO-
tab / field
ACCNT
This field is automatically filled based on the captured Vendor name field, if any. If the vendor number isn't correct, then either enter it manually (as it will prevail on the Vendor name even if they don't match when validating the form), or click the button next to the Vendor Name field to open the vendor search page. See above for details about this search page.
Browse SAP document

Document Id
This field must be written in the following format: NNNNNNNNNN--CCCC-YYYY Where: ! ! ! NNNNNNNNNN: invoice reference number. CCCC: invoice company code YYYY: fiscal year for the referenced invoice.
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Enter the SAP document Id the current invoice should be attached to, or click the field to open the SAP document search page. Click here to learn more about the SAP document search page
button next to the Document ID
Fill in the fields and click OK to launch the search. ! Company code: enter the company code in which the reference document was created. This field is required. Vendor ID: enter the ID of the vendor. This field is required. Document Type: select the type of document you wish to retrieve. This field is required. Fiscal year: enter the fiscal year the invoice belongs to Document Reference Number: Enter the document reference number. You can use the * wildcard to replace part of the reference. Payment block displayed: Check the boxes corresponding to the payment blocked documents you want to display. Number of results to return: enter the maximum number of results you wish to retrieve.
Invoice number
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SAP Information:
Basic data tab / BKPFReference XBLNR
field
This field is automatically filled based on the SAP Document ID provided above. It is displayed for informational purpose only.
Basic data
tab/
Invoice date
SAP Information:
Invoice date
field
BKPFBLDAT
Basic data
Invoice amount
tab / SAP Information:

Vendor
field
BKPFWRBTR
Basic data tab/ Currency
Invoice currency
SAP Information:
field
BKPFWAERS
Basic data
Payment block
SAP Information:
Vendor BKPF-
tab / field
ZLSPR
Invoice Verification
If the SAP document this invoice should refer to is blocked for payment, you will need to provide users in charge of controlling it. This section lets you define which user(s) should control the payment for this invoice and in which order.
Select the controller of your choice in the drop-down list for each level of approval you wish to add. You can also select groups of users, in which case any member of this group will have the ability to approve the payment.
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When you validate the form, the first level controller will be notified by email that he needs to approve the payment of this invoice. Once he has done so, the second level controller will be notified and so on until all controllers have approved the payment, and therefore the payment is unblocked in SAP. In the case where a group of users is defined for a particular control level instead of a single user, then each member of the group will receive a notification, and any of them will have the ability to approve the payment. However, only one of them will need to actually approve (or reject) the payment before the payment approval request is forwarded to the next level of control.
Attachment section
By default, the following file formats can be attached to an invoice: ! ! ! ! PDF: Adobe Acrobat format DOC: Microsoft Word document XLS: Microsoft Excel document TIF: Tagged Image File Format
Attaching files
! To add an attachment: Type the local path of the file in the Select a file field and then click the Add button. You can use the Browse button to help you find your file on your disk. Once you have added at least one attachment, it will be displayed in a list above. To remove an attachment: Click the Delete link in the Action column of the corresponding line. You will not be prompted for confirmation. To modify the order of the attachments: Use the Up and Down links in the Action column of an attachment to move it up or down in the list. The top attachment in the list will correspond to the first attachment for your recipients.
! !
Payment Pre-approval of an SAP invoice

How to access this validation form in the Validation tab, click the Validate link next to a payment approval job. This form is created when a user clicks the Pre-Approval button on an SAP FI invoice validation form. Only Level 1 controllers can receive such forms, and your role as controller here is to provide the user with the missing information so that he can continue validating the invoice. 334
The payment Pre-Approval form displays as shown below:
On the right of the form is displayed the original document that you can use to retrieve some more information. Refer to Using the document display toolbar for more information.
Validating the form

Use the buttons in the toolbar at the bottom to execute actions on the form: Approve
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The form will be sent back to the user who clicked the Pre-Approval button so that he or she can continue validating the invoice using the information you have entered on the form. Also, the payment of the invoice will be considered as approved by you, meaning that you won't receive any Error! Hyperlink reference not valid. to validate later. If multiple payment controllers have been defined by the user, then your comment will be forwarded directly to the level 2 controller. Refuse Refuses the payment of the invoice. Cancel Cancel the edition. You will be redirected to the Validation tab, and the payment pre-approval form will remain available in it until you edit it. Save Saves any changes you have made and redirects you to the Validation tab.
Filling the form

Basic data section
This data displays simple information about the invoice header.
Item section
This section displays some basic information about the items of the invoice. Fill in the empty G/L accounts and Cost Centers fields.
Comment
This section displays the history of comments associated to this invoice validation. Enter your own comment in the Comment box if you whish. The date and the action will be automatically added to the comment even if you leave the Comment box empty. See also Validating a vendor invoice for SAP (page 246) Payment approval of an SAP invoice (page 336)
Payment approval of an SAP invoice

How to access this validation form in the Validation tab, click the Validate link next to a payment approval job. When an SAP invoice is blocked for payment (manually during the invoice validation operation or automatically by the SAP system), the user who validated specified at least one payment unblocking controller. The controller will then receive a form to validate as follows:
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Also on the right of this form is displayed the original invoice from which data have been extracted. Note Depending on the type of invoice processing form from which it originates (standard SAP invoice or SAP invoice with items reconciliation), this form contents and appearance may change slightly.
Overview
What you need to do is: 1. 2. 3. Check that the data in the form match the content of the invoice document displayed on the right. Enter a comment if you need to. Use the toolbar at the bottom of the page to finish the process.
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Validating the form

When approving or refusing a form, no modification is ever made to the existing invoice in SAP except for the payment unblocking. This means that if the invoice is modified in SAP between the time the user has validated the invoice and the time you open this approval form, the changes will be kept in SAP. Approve By clicking this button you will approve the content of the invoice. An email will be sent to the user who validated the form to inform him or her that you approved the payment. As multiple approval levels can be defined, it impacts what happens next: ! ! If you are at the highest approval level: the invoice payment will be unblocked in SAP. If you are at an intermediate approval level: the invoice payment will be considered as approved by you, and an email will be sent to the next level controller so that he or she can validate the payment approval form in his or her turn.
The level field in the Approval section lets you know at which level of approval you are defined. Refuse When you click this button, an email will be sent to the user who validated the invoice to inform him or her that the payment was refused. The current form will remain in your list of documents to validate in Document Manager until you solve the problem manually (by modifying the content of the invoice created in SAP for example). Once the problem is solved, you need to re-open this approval form and approve the payment. Until then, the workflow will be blocked and the next level controller won't be notified. Save / Cancel Refer to The toolbar section of the Validating a web form to learn more about these standard validation form buttons.
Approval form fields information

Basic data
This information concerns the document header, and matches the one that was entered during the invoice validation. Refer to SAP vendor invoice validation: Filling the form (Header) or SAP MM invoice validation: Invoice validation Header for more details about these fields.
Identifier
SAP This field contains a reference number that lets you view the invoice in your SAP system. It is comprised of three parts: XXXXXXXXXXXX-YYYY-ZZZZ Where: ! ! ! XXXXXXXXXX: invoice number in SAP YYYY: company code in SAP ZZZZ: fiscal year in SAP
Archive This field contains the unique document identifier corresponding to the archive that was created after the invoice validation process. Click the link to open the archived job properties. 338
Items
This section displays the line items that were validated. Refer to SAP vendor invoice validation: Filling the form (items) or toSAP MM invoice validation: Invoice validation item (tables reference) to learn more about the content of the table.
Approval
Level Indicates at which level of approval you currently are. The left number is your current level and the right number is the total number of controllers the user requested. If you are the highest level controller (the highest the level the highest the number) then when you approve the form it will unblock the payment in SAP. Else it will be forwarded to the next level controller. Controllers Displays the list of users that have controlled the payment approval until now.
Comments
History Displays the list of comments that have been entered by previous controllers. Comment Enter a comment before approving or refusing the payment. This comment will be visible in the notification email that will be sent and in the History for the next level controller, if any. See also Validating a vendor invoice for SAP Validating a vendor invoice for SAP with item reconciliation
Forwarding the validation form to another user

If the forward action is authorized in your Document Manager profile, you can see a Forward button on the Validation tab in Document Manager (if not, ask your server administrator to add the Forward button to your profile):
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or directly on the validation form page next to the Approve/Reject buttons:
This Forward button allows you to approve the form as is (with the modifications you have made on it if any) and to forward it to another person or to a group of persons for cross-checking purposes. When you click Forward, the validation form message in your inbox is turned to Success and a new validation form message is generated and sent to the person/group you choose for the forwarding. Whether the workflow continues or stops depends on the decision of the selected recipient. Note The new validation form message created after the forwarding inherits the notifications that were configured on the original form. For example, if an email notification was to be sent in case of rejection, this notification is still sent when the new recipient who received the forwarded form has rejected the form. To forward multiple validation forms to another user/group in one click: 1. 2. On the Validation tab in Document Manager, check the boxes next to the validation forms to be forwarded and click the Forward button above the list. Select a recipient (a user or a group) in the web page that appears, and click Forward again.
or to approve and forward a given validation form: 1. 2. Click Edit next to the validation form you want to view and forward. Enter your modifications in the validation form and click Forward to save these modifications (if any) and transfer the validation form as is to another user for cross-checking purposes. To select the recipient that should receive the forwarded validation forms, proceed as follows: In the web page that appears, click ... to select the user/group you want to forward the validation form to from the user address book. You can enter a message to explain why you are forwarding the form so as to keep a track:
3. 4.
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5.
Click Forward.
The forwarded validation form message is completed successfully and a new validation form message is generated and addressed to the selected user/group. Output documents are not sent until the new recipient has approved the form. Here is an example of an audit trail in which the user responsible for validation forwarded his validation form to The Supervisor. The Supervisor approved the form after modification and an email was sent to The Requestor: (this kind of history is accessible when clicking the Audit trail button from the properties page of any message in the workflow):
See also Document validation overview (page 175) Validating a document (page 178) Starting the validation of a form addressed to a group of users (page 177) Entering periods of absence and alternate users responsible for validation (page 341) Workflow management overview
Entering periods of absence and alternate users responsible for validation

If you are in charge of validating forms in your company, be sure to properly enter your periods of absence and the alternate users responsible for validation so they can replace you when you are out of office in the Out of Office
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Manager of Document Manager. This will allow the automatic forwarding of your validation forms to the specified alternate user(s) when you are out of office. To enter your periods of absence and list of alternate users responsible for validation in Document Manager: 1. Click Setup at the top right of Document Manager.
2. 3.
On the Personal setup screen, click Enter my periods of absence and list of alternate validators. On the page that appears, specify your periods of absence and a list of alternate users that should receive your forms when your are out of the office.
Note The fields on the Out of Office Manager page are mapped with the same fields in Esker Administrator, which allows administrators to view your periods of absence in the administration tool.
Entering your periods of absence

You can specify vacation periods and/or recurring periods of absence (for part-time work for example):
Next Out of Office time
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Specify vacations or travel for work during which you won't be able to check your mailbox. 1. 2. Either you check the Turn the Out of Office box before leaving the office and you uncheck it when coming back. Do not forget to uncheck the box when coming back to receive your web forms again. Or you know how long you will be out of the office and you specify the dates and hours here. Check the Turn the Out of Office box to be able to enter values in the Start time and End time fields. The web forms will be automatically forwarded during the specified time period. Clicking anywhere on the first value box opens a calendar that helps you to enter dates. In the second value box on the right, enter specific times.
! !
Recurring Out of Office times Use this section to specify your recurring period(s) of absence in the week (for example Wednesdays for part-time work). Check the box next to the day of the week when you are out of office.
Entering a list of alternate users

On the Out of Office Manager page, you can also specify who should receive the validation forms apart from you when you are out of the office:
Forward forms when Out of Office Use this section to specify the alternate recipients who should receive the validation forms when you are out of the office. You can specify either individual users or entire user groups. You can also specify multiple users to handle the cases when the alternate recipients are also out of office. If you specify a user group as alternate recipient, your forms will be forwarded to this group and seen by all the users included in this group. When you are out of office, the validation form is automatically sent to the first alternate user in the list. If User 1 is also out of office, then User 2 is used. And so on until the system finds a listed user that is in. If the alternate users responsible for validation you set are all out of office, the validation form stays assigned to you. By default, an alert is sent to the administrator when the validation form has been waiting for 2 days. Click Add from address book to specify alternate recipient(s). A web page opens that is used to select users. In this web page, click Select on the line next to the user of your choice. To select multiple users, check the boxes next to the user(s) of your choice and click the Select button above the list. Note If you set out of office periods but no alternate users responsible for validation, the validation form stays assigned to you even when you are out. By default, an alert is sent to the administrator when the validation form has been waiting for 2 days. See also Document validation overview (page 175) Validating a document (page 178) Starting the validation of a form addressed to a group of users (page 177) Forwarding the validation form to another user (page 339) Workflow management overview
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Form properties
How to access the web form properties page In the Validation tab, Click any link on the line corresponding to the form (for example, in the subject column) and you will be redirected to the web form properties page. This page gives your further information about the current validation form. This information concerns the job itself (MSN and status) and the validation form message. Click the Audit trail button at the top of the tab to access the Audit trail page and have information about previous checks and validation comments by other users if any.
General information
Message ID: Unique identifier automatically generated for each form. Form: Web form name. User name: Name of the owner of the form in charge of the validation. Origin: Parent object. Lets you know how the original message was created. See Viewing audit trail in Document Manager for more information. By clicking the link, you will be redirected to the parent object. Validation status: Detailed status of the validation. Subject: Validation step subject. Status: Status of the form. Click here for available messages statuses Intermediate Status To validate Approved Rejected Cancel pending Deferred Description The form is waiting for validation The validation form has been approved The validation has been rejected The user asked for the form's deletion The message transmission is deferred
Description The workflow has been successful The workflow has failed
Messages: Number of messages related to the job. This field corresponds to the number of recipients for this job. Sent: Number of sent messages (which status is Success or Deleted) Failed: Number of messages that cannot be sent (which status is Failed). Correction history: Lists all the corrections done on the form field values. You can see the corrections on a form that is approved or the corrections previously saved (for example, you can see the corrections made by another user who has forwarded the validation form to you or the corrections you have previously saved or the modifications done by a supplementary rule).
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Note The correction history is only visible if your administrator has added the correction history on the validation step in the rule design. See Adding the correction history.
Messages
This is the list of messages contained by the job. From this list, you can: ! ! ! ! Display details on a message: click a message in the list and it will open the Message properties page. Display the message content: click the View link on the left of the corresponding message line to display its content. Browse through the messages: Click Next Page or Previous Page to go to the next or previous set of messages. Sort the list of messages according to a specific column header: click the column header of your choice to sort the list relatively to this column in ascending order. Click it a second time to sort in descending order. A small arrow is next to the column header, indicating which column is currently used for the sorting, and in which order. Filter the displayed list by date: Click a link above the table to filter the messages accordingly. Note The message list can be empty if the job has not been processed yet by the server, or if the messages have been deleted.
History
This section provides important dates and time that are relative to the message. These are: ! ! ! ! ! Submitted: Date and time the message was received by the server. Accepted by the server: Date and time the message was taken into account by the server. Validation start: Date and time when a user started the message validation. Validated: Date and time when a user approved or rejected the message via a web form. Finished: Date and time when the message has finished to be processed.
See also Document validation overview (page 175) Viewing audit trail in Document Manager (page 168)
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Splitting documents in Document Manager

Document splitting allows you to split a document into several documents before validating each of them. Document splitting is about structuring a document by separating different documents within one, finding cover pages and removing unnecessary pages.
Accessing document splitting

Document splitting is closely linked to the validation process. Depending on the configuration, you may or may not have access to the document splitting: ! ! A Split button may be available at the bottom of some validation forms. Document splitting may be required for documents. Then, when you start validating documents, the first step will be document splitting for documents that contain more than one page.
Example: The validation might be configured in such a way that sales orders are available for document splitting. In this case, the validation forms of sales order files will display the Split button at the bottom of the validation form.
Document splitting interface

If your main document includes different documents, you can split it easily with the document splitting interface. Though, before taking any actions on your document, you first have to analyze it. Use the following views and tools to browse and analyze your document:
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The first pane offers an overview of the document split Check the first pane on the left to have a general idea of the structure of your document, and the number of pages it contains. You can scroll up and down to browse the pages of your file. Here is how the interface works: Interface Comments The split document parts are symbolized by horizontal separators and are numbered. For example: from the 3 : 2 section, the split document part is 3. The number on the right of the split document part number (separated by a colon) is the number of pages it contains. For example: from the 3 : 2 section, the split document part is 2. The height corresponding to each split document parts is proportional to the number of pages it contains. The split document part containing the current page (the one displayed in the Page Preview) is displayed using a red background. In case one or more cover pages have been declared, the top of the Document Thumbnail shows the cover pages without numbers.
Note Clicking on a split document part selects its first page as the current page in the thumb nail and detailed panes. The second pane offers thumbnails of each page of the document along with buttons for each page and a toolbar at the bottom
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Check the second pane displaying thumbnails of each page of your document to view miniatures of your document. ! ! Use the vertical scroll bar on the right to browse the pages. The page thumbnail corresponding to the currently selected page has a red border. Clicking a page thumbnail displays the page preview. When the current page changes, the corresponding page thumbnail is displayed. On the right of each page thumbnail, a page number is displayed, and the page number within split document parts. For the currently selected page, this number is displayed over a different background: Above this number, split document parts are separated by a header indicating the split document number: ! The icons next to each page thumbnail as well as the buttons under this pane allow you to: ! ! ! Define cover pages in your document. Split your main document. Skip pages in your document.
The third pane displays the currently selected page along with a control bar at the top Check the document display pane that shows a whole document page (the current page) with scroll bars if it does not fit entirely. Above this document display pane, a toolbar similar to the one from the validation page allows you to zoom in and out a page, to rotate a page, to display the next, previous, first, last page or a specific document page, to print and to display the OCR extracted text. Use these buttons accordingly: Button Definition Use this option to zoom in and out the current page. You can select one of these values: ! ! ! A percentage of zoom from 25%, 50%, 75%, 100%, 150%, 175%, 200%, 250%, 300%, 400%. Page width: Select this to ensure the page width will fit on the screen. Page height: Select this to ensure the page height will fit on the screen.
Use this option to rotate the page in the page display pane. Beware that this option appears only if you are working with a TIFF file, and that a rotated view will not be saved. It only helps you analyze your document. Administrators, refer to Web.config file reference for more information on how to activate this option. Change the page currently displayed using the following buttons: ! ! ! ! ! Display the Display the Display the Display the first page of the document. last page of the document. previous page of the document. next page of the document.
Select a page in the document from the drop down list . For example, select 2/5 if you wish to display the second page of your 5 pages document.
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Use this option to open the whole document with Acrobat Reader. You will then be able to print it easily. The toolbar on the bottom contains options to manage the whole document You can perform actions on your whole document at any time using the toolbar on the bottom right of the page. Indeed, you can validate, reject, transfer, change document or leave the form anytime: Button Definition Check this button to validate the document splitting even if not modified. You will continue the validation with the first document split. Check this button to reject the form. Click Reject to cancel the workflow if the validation form is totally incorrect. Select the Rejected documents view from the Validation tab to see all the rejected forms. Check this button to transfer the validation form ownership to another user. Check this button to display the previous validation form without validation. Check this button to display the next validation form without validation. Check this button to return to the list of forms to be validated.
Using keyboard shortcuts

You can use shortcut keys to quickly access some toolbar buttons. Here is the list of the shortcuts according to the language you can use in Document Manager: English Shortcu t Button Franais Raccourc i Bouton Deutsch Verknpfun g Schaltflch e Espaol Acces o directo Botn Italiano Scelt a rapid a ALT+ O ALT+ A ALT+ I ALT+ F ALT+ U ALT+ P Pulsante
ALT+ O ALT+ C ALT+ F ALT+ R ALT+ N
OK Cancel
ALT+ O ALT+ N
OK Annuler Transfre r Rejeter Formulair e suivant Formulair e prcdent
ALT+ O ALT+ A ALT+ W ALT+ L ALT+ N
OK Abbrechen Weiterleiten Ablehnen Nchstes Formular Vorheriges formular
ALT+ A Aceptar ALT+ Cancelar C ALT+ Reenviar R ALT+ Z Rechazar ALT+ S Formulari o siguiente ALT+ T Formulari o anterior
OK Annulla Inoltra Rifiuta Modulo successiv o Modulo precedent e
Forward ALT+ T Reject Next form Previou s form ALT+ R ALT+ U
ALT+ P
ALT+ E
ALT+ V
See also the keyboard shortcuts available when validating documents. You can use shortcuts to quickly split documents. You must click in the thumbnail part to be able to use them. Some shortcuts let you toggle between doing an action and undoing it.
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English Short cut Action
Franais Racco urci Action
Deutsch Verknp fung Aktion Acces o direct o ARRI BA ABAJ O REPG
Espaol Accin
Italiano Scelta rapida Azione
UP
Previous page Next page Previous document
HAUT
DOW N PAGE UP
BAS PG. P REC
Page prcdent e Page suivante Document prcdent
OBEN
Vorherige Seite Nchste Seite Vorheriges Dokument
Pgina anterior Pgina siguiente Documento anterior
SU
UNTEN BILDAUF
GI PGSU
PAGE DOW N HOM E END ENTE R
Next document First page Last page Start a new document/ Merge to previous document
PG. SUIV ORIGI NE FIN ENTR EE
Document suivant Premire page Dernire page Commenc er un nouveau document/ Coller au document prcdent Sauter cette page/Ne pas sauter cette page
BILD-AB
Nchstes Dokument Erste Seite
AV PG INICI O FIN
Documento siguiente Primera pgina ltima pgina Iniciar un nuevo documento/C ombinar con documento previo
PGGI
POS1 ENDE EINGAB E
HOME FINE INVIO
DEL
Skip this page/Do not skip this page
SUPP R
ENTF
Letzte Seite Neues ENTR Dokument AR anfangen/ Mit vorigem Dokument zusammen fhren Diese Seite SUPR auslassen/ Diese Seite nicht auslassen Diese Seite ESPA als CIO Deckblatt fr jedes Dokument verwenden /Diese Seite nicht als Deckblatt verwenden
Omitir esta pgina/No omitir esta pgina
CANC
SPAC E
Use this ESPA page as a CE cover page for each document/ Do not use this page as a cover page
Utiliser LEERTA cette page STE comme page de garde pour chaque document/ Ne pas utiliser cette page comme page de garde Dcouper CTRL + toutes les * pages dans le document actuelleme nt slectionn
Utilice esta pgina como portada para cada documento/N o utilizar esta pgina como portada
BARRA SPAZIAT RICE
CTRL +*
Split all pages for the currently selected document
CTRL +*
Alle Seiten CTRL fr das +* aktuell ausgewhlt e Dokument aufteilen
Dividir todas las pginas para el documento actualmente seleccionado
CTRL + *
Pagina precedent e Pagina successiva Document o precedent e Document o successivo Prima pagina Ultima pagina Inizia un nuovo document/ Unisci a document o precedent e Salta questa pagina/No n saltare questa pagina Utilizza questa pagina come frontespizi o per ogni document o/Non utilizzare questa pagina come frontespizi o Dividi tutte le pagine per il document o attualment e selezionat o
See also
350
Defining cover pages (page 351) Splitting your document (page 352) Skipping pages (page 353)
Defining cover pages

Documents may have cover pages, but it is not compulsory. After browsing your document, you can select what pages may be used as cover pages. When defining cover pages, keep in mind that: ! ! Cover pages are always situated at the beginning of the document, that is why you can only select the first page as a cover page. As cover pages might be of more than one page, once the first page is selected as a cover, the second one also becomes available for selection as a cover, and so on. You cannot define a cover page from the middle of your document. Once cover pages have been defined, they are copied at the start of each split document part.
Defining cover pages

To define a cover page: 1. 2. Select a page from your document. Click the cover page icon related to your page selection in the page thumbnail pane: Alternatively, click the Cover page button situated under the page thumbnail pane. This will define the current page only as a cover page. Note The cover page icon and button are grayed out if the current page is not the first page of the document, or if it is not following another cover page.
Locate selected cover pages

To see what pages have been selected as cover pages: ! ! ! In the page thumbnail pane, the cover page related to the current page icon is checked: In the page thumbnail pane, the cover page section label appears: Below the page thumbnail pane, the Cover page button is checked:
Removing a cover page selection

How to remove the currently selected cover page: ! In the page thumbnail pane, click the following icon in regards to the current cover page:
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Click the cover page button situated under the page thumbnail pane:
See also Splitting documents in Document Manager (page 346) Splitting your document (page 352) Skipping pages (page 353)
Splitting your document

After browsing your main document, you may notice it contains several independent documents. In this case, you must divide your main document in several new documents so they are treated independently. When splitting your document, keep in mind that: ! ! ! Each new document created inherits the cover page(s) you may have previously selected. If you split your document from one page, this page will be the first one of the new document. Indeed, the splitting occurs above the current page. You cannot split a document from the first page as it is already the beginning of a new document.
Splitting your main document

To split your main document: 1. 2. Select the page that will be the first page of a new document. Click the split icon related to your page selection in the page thumbnail pane: Alternatively, click the new document button located under the page thumbnail pane: Note The splitting icon and the New document button are grayed out if the current page is the first page of your main document. You can also split your document using the keyboard shortcuts.
Locate the document sections

To see what pages are the beginning of new document sections: ! ! ! In the page thumbnail pane, the splitting icon next to the first page of a section is checked: In the page thumbnail pane, the document header appears: Below the page thumbnail pane, the New document button is checked:
Splitting a document every x pages

You can split your document every page, every two pages or every x pages instead of browsing the whole document and repeating the split operation. To do this, you must:
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1.
Click the header of the document you want to split ( You will split only the pages of this document.
).
2.
For example, if you want to split the first twenty pages of the main document containing thirty pages, go to the twenty-one page and split in two documents. Then click the Document 1 header to split every page until Document 2. In the dialog that opens, enter the number of pages for each document. Click OK.
You can also split every pages using the keyboard shortcuts.
Cancelling a split document section

To cancel a split document section, you must: 1. 2. Select the page where the new document section begins. Click the split icon related to your page selection in the page thumbnail pane: Alternatively, click the New document button situated under the page thumbnail pane: See also Splitting documents in Document Manager (page 346) Defining cover pages (page 351) Skipping pages (page 353)
Skipping pages
After browsing your main document, you may notice it contains some pages that are of no use, for example blank pages. In this case, you skip them. Skipping pages will remove them from your main document. There are no restrictions to what page you can skip from the main document. The original document will remain as is, but as soon as you save the form, the documents generated from the splitting will no longer contain the pages you skipped.
Skipping pages
To skip pages in your main document: 1. 2. Select the page you wish to remove. Click the skip icon related to your page selection in the page thumbnail pane: Alternatively, click the Skip page button situated under the page thumbnail pane: Note Unlike the other icons and buttons, the skip icon and button are never grayed out. Indeed, you can skip any page of your document.
Locate the skipped pages

To see what pages have been skipped:
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! ! !
In the page thumbnail pane, the skip icon next to the skipped page is checked: In the page thumbnail pane, the skipped page is highlighted in red. Below the page thumbnail pane, the Skip page button is checked:
Retrieve a skipped page

How to retrieve the currently selected skipped page: 1. 2. Select the skipped page. Click the skip icon related to your page selection in the page thumbnail pane: Alternatively, click the Skip page button situated under the page thumbnail pane: See also Splitting documents in Document Manager (page 346) Defining cover pages (page 351) Splitting your document (page 352)
Shortcuts available for document splitting and validation

When validating or splitting documents in Document Manager, you can use shortcut keys to quickly access some toolbar buttons. Here is the list of all the shortcuts you can use.
Splitting shortcuts
You can use shortcut keys to quickly access some toolbar buttons. English Shortcu t Button Franais Raccourc i Bouton Deutsch Verknpfun g Schaltflch e Espaol Acces o directo Botn Italiano Scelt a rapid a ALT+ O ALT+ A ALT+ I ALT+ F ALT+ U ALT+ P Pulsante
ALT+ O ALT+ C ALT+ F ALT+ R ALT+ N
OK Cancel
ALT+ O ALT+ N
OK Annuler Transfre r Rejeter Formulair e suivant Formulair e
ALT+ O ALT+ A ALT+ W ALT+ L ALT+ N
OK Abbrechen Weiterleiten Ablehnen Nchstes Formular Vorheriges formular
ALT+ A Aceptar ALT+ Cancelar C ALT+ Reenviar R ALT+ Z Rechazar ALT+ S Formulari o siguiente ALT+ T Formulari o anterior
OK Annulla Inoltra Rifiuta Modulo successiv o Modulo precedent
Forward ALT+ T Reject Next form Previou s form ALT+ R ALT+ U
ALT+ P
ALT+ E
ALT+ V
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English Shortcu t Button
Franais Raccourc i Bouton
Deutsch Verknpfun g Schaltflch e
Espaol Acces o directo Botn
prcdent You can use shortcuts to quickly split documents. You must click in the thumbnail part to be able to use them. Some shortcuts let you toggle between doing an action and undoing it. English Short cut Action Franais Racco urci Action Deutsch Verknp fung Aktion Acces o direct o ARRI BA ABAJ O REPG Espaol Accin
UP
Previous page Next page Previous document
HAUT
DOW N PAGE UP
BAS PG. P REC
Page prcdent e Page suivante Document prcdent
OBEN
Vorherige Seite Nchste Seite Vorheriges Dokument
Pgina anterior Pgina siguiente Documento anterior
SU
UNTEN BILDAUF
GI PGSU
PAGE DOW N HOM E END ENTE R
Next document First page Last page Start a new document/ Merge to previous document
PG. SUIV ORIGI NE FIN ENTR EE
Document suivant Premire page Dernire page Commenc er un nouveau document/ Coller au document prcdent Sauter cette page/Ne pas sauter cette page
BILD-AB
Nchstes Dokument Erste Seite
AV PG INICI O FIN
Documento siguiente Primera pgina ltima pgina Iniciar un nuevo documento/C ombinar con documento previo
PGGI
POS1 ENDE EINGAB E
HOME FINE INVIO
DEL
Skip this page/Do not skip this page
SUPP R
ENTF
Letzte Seite Neues ENTR Dokument AR anfangen/ Mit vorigem Dokument zusammen fhren Diese Seite SUPR auslassen/ Diese Seite nicht auslassen Diese Seite ESPA als CIO Deckblatt fr jedes Dokument verwenden /Diese Seite nicht als Deckblatt verwenden
Omitir esta pgina/No omitir esta pgina
CANC
SPAC E
Use this ESPA page as a CE cover page for each document/ Do not use this page as a cover page
Utiliser LEERTA cette page STE comme page de garde pour chaque document/ Ne pas utiliser cette page comme page de garde
Utilice esta pgina como portada para cada documento/N o utilizar esta pgina como portada
BARRA SPAZIAT RICE
Pagina precedent e Pagina successiva Document o precedent e Document o successivo Prima pagina Ultima pagina Inizia un nuovo document/ Unisci a document o precedent e Salta questa pagina/No n saltare questa pagina Utilizza questa pagina come frontespizi o per ogni document o/Non utilizzare questa pagina come frontespizi o
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English Short cut Action
Franais Racco urci Action
Deutsch Verknp fung Aktion Acces o direct o
Espaol Accin
CTRL +*
Split all pages for the currently selected document
CTRL +*
Dcouper CTRL + toutes les * pages dans le document actuelleme nt slectionn
Alle Seiten CTRL fr das +* aktuell ausgewhlt e Dokument aufteilen
Dividir todas las pginas para el documento actualmente seleccionado
CTRL + *
Dividi tutte le pagine per il document o attualment e selezionat o
Validation shortcuts
You can use shortcut keys to quickly access some toolbar buttons. English Shortcu t Button Franais Raccourc i Bouton Deutsch Verknpfun g Schaltflch e Espaol Acces o directo Botn Italiano Scelt a rapid a ALT+ A ALT+ N ALT+ I ALT+ F ALT+ S ALT+ V ALT+ G ALT+ U ALT+ P Pulsante
ALT+ A ALT+ C ALT+ F ALT+ R ALT+ V ALT+ S ALT+ T ALT+ N
Approv e Cancel
ALT+ A ALT+ N
Approuver ALT+ G Annuler ALT+ A
Genehmige n Abbrechen Weiterleiten Ablehnen Speichern Teilen Lehren Nchstes Formular Vorheriges formular
ALT+ P Aprobar ALT+ Cancelar C ALT+ E Reenviar ALT+ Z Rechazar ALT+ Guardar G ALT+ V Dividir ALT+ Formar O ALT+ S Formulari o siguiente ALT+ T Formulari o anterior
Approva Annulla Inoltra Rifiuta Salva Dividi Insegna Modulo successiv o Modulo precedent e
Forward ALT+ T Reject Save Split Teach Next form Previou s form ALT+ R ALT+ S ALT+ C ALT+ P ALT+ U
Transfrer ALT+ W Rejeter ALT+ L
Enregistre ALT+ S r Dcouper ALT+ T Apprendr e Formulair e suivant Formulair e prcdent ALT+ H ALT+ N
ALT+ P
ALT+ E
ALT+ V
Shortcuts specific to sales order validation

You can use shortcut keys to quickly access tabs. Shortcut/Raccourci clavier CTRL + 1 CTRL + 2 Tab Overview Sales Onglet Synthse Vente
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Shortcut/Raccourci clavier CTRL + 3 CTRL + 4 CTRL + 5
Tab
Onglet
Payment cards Cartes de paiement Attachments Pices jointes Dropship Livraison
You can use shortcuts to navigate in the table. Available actions depend on the type of the selected line. Items table Line Table header line (gray background) Action Select all Unselect all Delete selected lines Add a page Collapse Shortcut Ctrl+* Ctrl+/ Ctrl+D Description Selects all items in the table. Unselects any previously selected items in the table. Deletes all selected lines.
Page Header line (Dark blue background)
Ctrl+Ins Adds a page a the bottom of the document. Ctrl+Space Hides all the items in the table. Uncheck this option to display the items again. Note You can also click the purchase order reference line itself to expand/collapse the page content.
Select all Unselect all Delete selected lines Delete Paste Add a line Item line Delete Cut Copy Paste Add a line
Ctrl+* Ctrl+/ Ctrl+D Ctrl+Del Ctrl+V Ctrl+Ins Ctrl+DEL Ctrl+X Ctrl+C Ctrl+V Ctrl+Ins
Selects all items in the table. Unselect any previously selected item in the table. Deletes all selected lines in the table. Deletes the current page and all the items in it. Pastes a previously cut or copied item. Creates a new blank line at the bottom of the table. Deletes the item from the table. Cuts the item. Paste it somewhere else in the table or in another table (different page). Copies the current item in the clipboard. Paste it somewhere else in the table or in another table (different page). Pastes a previously cut or copied item. Creates a new empty item line right beneath the current one.
You can use shortcut keys to quickly access toolbar buttons specific to sales order validation. English Shortcut ALT+ M ALT+ A Button Franais Raccourci Bouton Simuler Deutsch Espaol Botn Italiano Scelta Pulsante rapida Simula Approva
Verknpfung Schaltflche Acceso directo ALT+ M Simulieren Genehmigen
Simulate ALT+ M Approve ALT+ A
ALT+ M Simular ALT+ P
Approuver ALT+ G
ALT+ M Aprobar ALT+ A
Shortcuts specific to vendor invoice validation

You can use shortcut keys to quickly access tabs or sections. Shortcut/Raccourci clavier Tab or section Onglet ou section Registerkarte oder Abschnitt Etiqueta o seccin Scheda o sezione
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Shortcut/Raccourci clavier CTRL + 1
Tab or section Basic data tab
Onglet ou section Onglet Donnes de base Onglet Paiement Onglet Dtail Section Contrle de la facture Onglet Elments attachs Section Paramtres
Registerkarte oder Abschnitt RegisterkarteGrunddaten
Etiqueta o seccin Etiqueta Datos bsicos Etiqueta Pago Etiqueta Detalle Seccin Verificacin de factura Etiqueta Adjuntos Seccin Parmetros
Scheda o sezione Scheda Dati di base Scheda Pagamento Scheda Dettaglio Sezione Verifica fattura Scheda Allegati Sezione Parametri
CTRL + 5
CTRL + 6
Abschnitt Parameter
You can use shortcut keys to quickly access toolbar buttons specific to vendor invoice validation. English Shortc ut Button Franais Raccour ci Bouton Deutsch Verknpfun Schaltflch g e Espaol Acces o direct o Botn Italiano Scelt a rapid a ALT+ M ALT+ C Pulsante
ALT+ M ALT+ K
Simulat e Park
ALT+ M ALT+ G
Simuler Prenregistr er
ALT+ M ALT+ O
Simulieren
ALT+ M Vorerfassen ALT+ R
Simular Preguarda r
Simula Salva copia provvisori a Registra
ALT+ O
Post
ALT+ C
Comptabilise ALT+ B r
Buchen
ALT+ B
Contabiliz ar
ALT+ R
Shortcuts specific to vendor invoice with item reconciliation validation

You can use shortcuts to quickly switch from the Header tab to the Items tab: English Shortc ut Button Franais Raccour Bouton ci Verknpfu ng Deutsch Schaltflche Espaol Acces o direct o Botn Italiano Scelt a rapid a ALT+ T Pulsante
ALT+ H Invoice ALT+ E validatio n header ALT+ I Invoice Validati on Items ALT+ O
En-tte ALT+ K pour la validati on de la facture Postes ALT+ R pour la validati on de la
Kopfzeile fr ALT+ Rechnungsberprf N ung
Encabeza do de validacin de factura Elemento s de validacin de factura
Intestazio ne di convalida fattura Elementi di convalida fattura
Artikel fr ALT+ Rechnungsberprf L ung
ALT+ E
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Franais Raccour Bouton ci Verknpfu ng
Deutsch Schaltflche
Espaol Acces o direct o Botn
facture You can use shortcut keys to quickly access tabs or sections in the Header tab: Shortcut/Raccourci clavier CTRL + 1 Tab or section Basic data tab Onglet ou section Onglet Donnes de base Onglet Paiement Onglet Dtail Section Contrle de la facture Onglet Elments attachs Section Paramtres Registerkarte oder Abschnitt RegisterkarteGrunddaten Etiqueta o seccin Etiqueta Datos bsicos Etiqueta Pago Etiqueta Detalle Seccin Verificacin de factura Etiqueta Adjuntos Seccin Parmetros Scheda o sezione Scheda Dati di base Scheda Pagamento Scheda Dettaglio Sezione Verifica fattura Scheda Allegati Sezione Parametri
CTRL + 5
CTRL + 6
Abschnitt Parameter
You can use shortcut keys to quickly access sections in the Items tab: Raccourci CTRL CTRL CTRL CTRL + + + + 1 2 3 4 Tab or section Document Items General Ledger Items Material Items P.O. reference Onglet ou section Postes Document Postes Comptes Gnraux Postes Articles Postes Commandes
You can use shortcuts to navigate in the table. Available actions depend on the type of the selected line. Document Items table Line Table header line (gray background) Action Select all Unselect all Delete selected lines Shortcut Ctrl+* Ctrl+/ Ctrl+D Description Selects all lines in all pages Unselects all previously selected lines in all pages. Removes all previously selected lines on all pages. ! If you selected a purchase order line (bottom line of a couple), it will be sent back to the P.O. Reference table. If you selected an invoice line (top line of a couple) it will be removed from the table and its associated purchase order line (if any) will be sent back to the P.O. Reference table.
Add a page Hide reconciled item
Ctrl+Ins Ctrl+H
Adds a page a the bottom of the document. Lets you hide items that already have been reconciled, i.e. items for which a purchase order item is defined. Uncheck this option to view reconciled items again.
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Document Items table Page Header line (Dark blue background) Select all Unselect all Delete selected lines Ctrl+* Ctrl+/ Ctrl+D Collapse Ctrl+Space Hides all the items on the page. Note You can also click the page header line itself to expand/collapse the page content. Selects all items on the page. Unselects all previously selected item on the current page. Deletes all selected lines in the page. ! If you selected a purchase order line (bottom line of a couple), it will be sent back to the P.O. Reference table. If you selected an invoice line (top line of a couple) it will be removed from the table and its associated purchase order line (if any) will be sent back to the P.O. Reference table.
Delete Paste Add a line Delete
Invoice Item line (top line of a couple)
Cut
Copy Paste Add a line Send to G/L items Send to Material items Delete Cut Paste Add a line Associate
Purchase order line (bottom line of a couple)
Line Table header line (gray background)
Action Select all Unselect all Delete selected lines
Deletes the current page and all the items in it. Purchase order items will be sent back to the P.O. Reference table. Ctrl+V Paste a page all it content that was previously cut or copied. Ctrl+Ins Creates a new empty line at the bottom of the page. Ctrl+DEL Deletes the invoice item line. If a purchase order item was associated then it will be sent back to the P.O. Reference table. Ctrl+X Cuts the current invoice line item. If it was associated, then the purchase order item will be sent back to the P.O. reference table. Ctrl+C Copies the invoice line item to be pasted later, on another page for example. Ctrl+V Pastes a previously copied invoice line item right beneath the current one. Ctrl+Ins Creates a blank line right beneath the current item. Ctrl+G Sends the current item to the G/L items table. Associated purchase order item, if any, will be sent back to the P.O. Reference table. Ctrl+M Sends the current item to the Material items table. Associated purchase order item, if any, will be sent back to the P.O. Reference table. Ctrl+DEL Sends back the purchase order item to the P.O. Reference table below. Ctrl+X Cuts the purchase order item. Ctrl+V Pastes a previously cut purchase order item and therefore associates the invoice item to this purchase order one. Ctrl+Ins Adds a new couple of lines below the current one. Space bar Associates a selected purchase order item (in the P.O. Reference table) to the invoice item above the current line. P.O. Reference table Shortcut Description Ctrl+* Selects all items in all defined purchase orders. Ctrl+/ Unselects any selected line in the table. Ctrl+D Removes the selected lines from the P.O. Reference table. The items will be removed from the display only. If you deleted an item by mistake, enter the purchase order reference number in the order number field above and press enter to query SAP and retrieve all purchase order Ctrl+Del
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Document Items table Show reconciled items Collapse Ctrl+O items again. Check this option to display already associated items along with currently unassociated ones. Hides all the items of the purchase order. Uncheck this option to display the items again. Note You can also click the purchase order reference line itself to expand/collapse the page content. Select all Unselect all Delete selected lines Selects all the items of the current purchase order. Unselect any previously selected items in the current purchase order. Ctrl+D Deletes selected items in the current purchase order. The items will be removed from the display only. If you deleted an item by mistake, enter the purchase order reference number in the order number field above and press enter to query SAP and retrieve all purchase order items again. Ctrl+DEL Removes the whole purchase order from the display. If items had been associated with invoice items above, then association will be removed. Ctrl+DEL Removes the item from the display. If you deleted an item by mistake, enter the purchase order reference number in the order number field above and press enter to query SAP and retrieve all purchase order items again. Ctrl+C Copies the item to the clipboard. Paste the item in the Document items table above to associate it to an invoice item. General Ledger and Material tables Shortcut Description Ctrl+* Selects all items in the table. Ctrl+/ Unselects any previously selected items in the table. Ctrl+D Deletes all selected lines. Ctrl+* Ctrl+/
Purchase order reference (dark blue background)
Ctrl+Space
Delete
Item line
Delete
Copy
Line Table header line (gray background) Page Header line (Dark blue background)
Action Select all Unselect all Delete selected lines Collapse
Ctrl+Space
Hides all the items in the table. Uncheck this option to display the items again. Note You can also click the purchase order reference line itself to expand/collapse the page content.
Item line
Select all Unselect all Delete selected lines Paste Add a line Delete Cut
Selects all items in the table. Unselect any previously selected item in the table. Deletes all selected lines in the table.
Ctrl+V Ctrl+Ins Ctrl+DEL Ctrl+X
Copy
Ctrl+C
Paste Add a line
Ctrl+V Ctrl+Ins
Pastes a previously cut or copied item. Creates a new blank line at the bottom of the table. Deletes the item from the table. Cuts the item. Paste it somewhere else in the table or in another table (Document Items, General Ledger or Materials tables). Copies the current item in the clipboard. Paste it somewhere else in the table or in another table (Document Items, General Ledger or Materials tables). Pastes a previously cut or copied item. Creates a new empty line right beneath the current one. 361
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Document Items table Send to Document items Send to G/L items Send to Material items Ctrl+D Moves the current item to the Document Items table.
Ctrl+G Ctrl+M
Moves the current item to the G/L Items table. Moves the current item to the Material Items table.
You can use shortcut keys to quickly access toolbar buttons specific to vendor invoice with item reconciliation validation. English Shortc ut Button Franais Raccour ci Bouton Deutsch Verknpfu ng Schaltflc he Espaol Acces o direct o ALT+ M ALT+ R ALT+ B ALT+ O ALT+ U Botn Italiano Scelt a rapid a Pulsante
ALT+ M ALT+ K
Simulate Park
ALT+ M ALT+ G
Simuler Prenregist rer Comptabilis er Rconcilier Traitement manuel
ALT+ M ALT+ O
Simulieren Vorerfasse n Buchen Abgleichen Manuelle Verarbeitu ng
Simular Preguardar
ALT+ O Post ALT+ L Reconcil e ALT+ U Manual Processi ng
ALT+ C ALT+ L ALT+I
ALT+ B ALT+ L ALT+ U
Contabilizar Conciliar Procesamie nto manual
ALT+ Simula M ALT+ Salva C copia provvisoria ALT+ Registra R ALT+ Riconcilia L ALT+ Elaborazio Z ne manuale
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TEACHING IN DOCUMENT MANAGER
Teaching in Document Manager

Information extracted from the document and displayed in the validation form can be incorrect or not found, especially with new types of documents (for example, documents coming from new customers). The modification of the data extraction process for a particular document variation during the validation step is called teaching.
When do you need to teach?

Issues you can solve with teaching
In Document Manager, you can modify the data extraction process for a particular document type when: ! ! ! ! ! Data captured from the document and displayed in the validation form is not what you expect, and the right value is elsewhere in the document. Captured data is well located but partly extracted or not extracted. The same discrepancy will occur for all documents of the same type. You are sure that you will receive many other documents of the same type. Otherwise it is not worth spending time teaching the document. There is a simple way to extract correct data from the document: data always appears at the same location or the data position is relative to keywords. For example, the total amount is introduced by the Total: keyword The value is captured from the document. You can see the data for which you can modify the extraction process once you have started the teaching operation. In some cases, you can modify the value of data that do not appear on the document. This is the case when the value is constant for this document type. For example, the customer number does not appear on the purchase order, but it is constant for all the purchase orders of the same type coming from a given customer.
! !
Issues you can not solve with teaching

You can not teach how to extract correctly a value when: ! The value is not captured from the document: ! You can only modify the extraction for data that are extracted from the document. You can list data for which you can modify the extraction process on the first page of the teaching process. In some cases, data for which you can modify the extraction process do not appear on the document. You can modify the extraction process because the value is constant for this document type. For example, the customer number does not appear on the purchase order, but it is constant for all the purchase orders of the same type coming from a given customer. Some values are computed from the captured values.
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For example, the quantity, unit price and total price must be validated. The quantity and the unit price are captured in the document. The total price equals to the quantity multiplied by the unit price. You can not teach the document to retrieve the correct total price. Some values are not retrieved from the document, they are added to the validation form to help you complete your business process.
! ! !
For example, the sales area does not appear in the original purchase order, but it must be filled in so that the sales order is correctly processed in your ERP. The expected value is missing in the document. For example, the shipping address may not appear in some sales orders. The expected value is handwritten. The document layout does not allow a correct data recognition. For example, this document is printed on a preprinted form. The values are not aligned with the keywords that introduce these values (Total, Unit Price, etc.). In this case, you can teach how to extract the correct values if the offset is always the same. If the offset depends on the item description length, then you can not teach how to extract the correct value.
For example, the value that must be extracted steps over the table borders. The border can be interpreted as a 1. In this case you can not teach how to extract the correct value.
Teaching process
When a user teaches the generic rule to process a new document type he produces supplementary rules. Before teaching, you should wonder if the quality level of the document is sufficient to perform the teaching operation. For example, you should avoid documents with important skews. If you are on a test server and not on a production server and if you have many documents coming from the same company, choose a document that best represents this document type. This document should have many line items, prices greater than 1000 to show the separators, etc. To perform teaching for a particular document type, you must: 1. Start the document validation (in the Validation tab click Validate next to the validation form associated with this document type). You do not need to approve the document for the teaching operation to be saved. After the teaching operation, you can cancel the document validation.
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2.
Check whether a supplementary rule has processed this document or not. When a document has been processed by a supplementary rule, the identifiers which allow the recognition of this document type are highlighted on the document display:
3. 4.
Click the Teach button that appears at the bottom of the validation page. If the button does not appear, check with your administrator that you have enough rights to teach. You may have an error message displayed above a field : This value is required for teaching. This value is required because it determines the name of the supplementary rule generated by the teaching process. Enter the correct value and click the Teach button again. Do not modify the value of this field in the supplementary rule. Note Once you have modified the extraction process, the field will become constant for this document type. Thus there will be no extraction process any longer (including no capture and no transformation). A confirmation message displays:
5.
Make sure that the value displayed in the field xxxxxx (usually the customer number or the vendor number) has been correctly recognized before teaching. Otherwise correct it. Do not modify the value of this field in the supplementary rule. 6. If you have already defined a supplementary rule that matches this document, a message is displayed. To know if you can continue or must stop the teaching process, refer to What should I do if a teaching operation has already been performed (page 366). If your administrator has done a complex modification to the supplementary rule without the Document Manager, an error message displays: The supplementary rule has already been modified by the rule designer and you cannot start the teaching process. In this case, contact your administrator who will modify the extraction process directly in the DeliveryWare Rules Designer. Then define the document recognition and data extraction settings. Save the teaching operation. Data in the validation page should now be extracted correctly. Note Depending on your configuration, your modifications may or may not be immediately taken into account for documents of the same type that are pending for validation. When modifications are immediately taken into accounts the validation performances may decrease. If you want that your modifications be immediately taken into account, ask your administrator to modify the advanced options. To solve troubles that you could experience afterwards with the teaching process, refer to Teaching troubleshooting (page 410). See also What should I do if a teaching operation has already been performed (page 366) 365
7.
8. 9.
DOCUMENT MANAGER
Dynamic Document Capture (DDC) overview.
Giving users rights for teaching

In Document Manager, if the Teach button does not appear in the validation form for the user in charge of validation, the administrator will need to add it in this user's profile: ! ! ! ! Click the Profiles tab. Click Edit next to the name of the profile you want to modify. In the Buttons section, select Teach in the list that appears on the left, then click the > button to add the button to the list that appears on the right. Click the OK button on top of the page.
If the Teach button does not appear, check that the rule which processes the document allows teaching. See Enabling rule teaching. See also Teaching in Document Manager (page 363)
What should I do if a teaching operation has already been performed

How to access this page This page appears only if you perform multiple teaching operations for the same type of document. In Document Manager, when you click the Teach button the following page:
or this page if the multiple layout management is enabled:
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may display because you or another user has already performed a teaching operation on this document type. To decide what to do next, you should first know if the document has been processed by a supplementary rule or not. To know this, go back to the validation page. When a document has been processed by a supplementary rule, the identifiers which allow the recognition of this document type are highlighted on the document display:
Then refer to the sections below to choose what to do: ! ! If the document has been processed by a supplementary rule If the document has not been processed by a supplementary rule
What to do when the document has been processed by a supplementary rule

Choose to stop or continue the teaching process by following the recommendations below: ! The extraction process may have already been redefined for this document type by another user. You may not see the result of the new extraction process because the modifications are not necessarily taken into account immediately for the documents of the same type that are pending for validation. In this case you can either: ! ! Cancel the teaching operation. or Select the name of a supplementary rule and click Next to check that the extraction process is correct. You can see the supplementary rule name, the name of the user who performed the last teaching operation and the date when it occurred at the bottom of the page, under the table definition:
The document has not the same layout as the document processed during the previous teaching operation but they originate from the same company. This usually occurs when both documents originate from different subsidiaries of the same company and they have not the same layout (for example, they have the same header and footer layout, but the line item layout is different). ! If you are not sure that you are in presence of a different layout, select the name of a supplementary rule (you will have to repeat the procedure for each supplementary rule), click the Next button and refer to What should I do if I receive another layout of the same document (page ). If you are sure that you are in presence of a different layout, click the New layout button. Next, refer to What should I do if I receive another layout of the same document (page 369) .
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Note If the New layout button does not display on the warning page, you will not be able to modify the extraction process for a new layout. Ask your administrator to enable the management of documents with multiple layouts. You want to redefine the extraction process defined in the supplementary rule to improve the way data is captured from the document. In this case, we recommend you to click the Next button to refine the extraction process for this document type. The document has been processed by a supplementary rule A when it should not be. It means that the recognition settings match the documents coming from Company B while it should only recognize documents coming from Company A. In this case, we recommend that you click the Delete button to delete the existing supplementary rule A. The document is reprocessed according to the generic rule and the validation form displays. Then you can restart the teaching process for documents coming from Company B. Afterwards, when you receive a document coming from Company A, you will have to perform again a teaching operation and set correct recognition settings. Before deleting the supplementary rule A, you can also click the Next button to edit the extraction settings of the supplementary rule A.Then click the Previous button to come back to this page.
What to do when the document has not been processed by a supplementary rule
The document has not been processed by a supplementary rule, but a supplementary rule which name is the value you entered in the field required for teaching (usually the customer number or the vendor number) already exists. In such a case, you should: 1. 2. Click the Next button. Next,select the Ref check box on top of the document display:
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You can see a superposition of the document used to perform the first teaching operation and the current document (which appears in gray on the document display). Once you have determined the differences between both documents, and why the recognition settings do not match the current document, refine the recognition settings to match both this document and the document used during the first teaching operation
See also Teaching in Document Manager (page 363)
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What should I do if I receive another layout of the same document

Some documents can have a very similar layout when they originate from different subsidiaries of the same company (for example, they have the same header and footer layout, but the line item layout is different). A shrunk or stretched document can also be considered as a new layout. It occurs when several fax machines or scanners with different settings are used to fax or scan the document. This can sometimes be solved by increasing or decreasing the size of the captured areas. But when the difference in size is too big, then you should consider the document as a new layout. Click here for an example of documents with different layouts The following purchase orders come from two subsidiaries from the same company. The header is almost the same in both documents but the line items are different:
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These documents need a particular treatment during the teaching process: 1. 2. Perform the teaching process for the first layout that you receive as usual. This will create a new supplementary rule (for example rule1). When you receive a second document with a different layout, it is processed by the supplementary rule you previously created. Yet the modifications that you have performed to the extraction process in this
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supplementary rule may not apply to the new layout. If such is the case, you need to modify the extraction process to suit the new layout. To do this, you must: 3. Click the Teach button. A message displays. If you do not see the New layout button, ask your administrator to enable the management of documents with multiple layouts.
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If you are not sure that you are in presence of a different layout: ! Select the name of a supplementary rule in the drop down list if any (you will have to repeat the procedure for each supplementary rule). The combo box contains as many supplementary rules as there are different layouts for this document type. Click the Next button. To be sure that you are in presence of a different layout, you can check that the document layout that you see is different from the document layout used to perform the first teaching operation. To do this,select the Ref check box on top of the document display:
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You can see a superposition of the layout used to perform the first teaching operation and the current layout (which appears in gray on the document display). The area used to recognize the document is highlighted on the document display. If more than one area are used to recognize the document, select them in the list on the left to highlight them in the document display. If you detect some differences that imply a modification in the extraction process, then click the Previous button at the bottom of the page. Next, click the New layout button. If you detect no difference, cancel the teaching process or click the Previous button at the bottom of the page and select another supplementary rule in the drop down list if any.
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If you are sure that you are in presence of a different layout, click the New layout button.
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If you have finally started teaching, define how this new layout must be recognized. The identifier that you selected on the first teaching operation (for example the company name)is the first identifier. Select another identifier that distinguishes this layout from the previous one (for example, frame the area that identifies the subsidiary). Continue the teaching process as usual. Click Save. If the identifiers you have chosen for this document do not allow to choose between this supplementary rule and another supplementary rule, an error message displays:
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The identifiers of the other supplementary rule are highlighted in the document display. Click OK. Once you have finished the teaching process, a new supplementary rule is created. The suffix -x (where x is a number starting to 0 and incremented for each new layout) is appended to the name of the first rule in order to create the name of the new supplementary rule.
Click here for an example of teaching process for documents with multiple layouts For example, you receive the first purchase order and you want to modify the extraction process in order to capture the quantity:
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Click the Teach button. Select the area containing the company name, One, Inc. that defines all the documents that must be processed the same way, and redefine how the quantity must be captured. Save the teaching process. This creates a supplementary rule that will process all the documents containing One, Inc.at the same location. The supplementary rule name is 12345. Later, you receive a second purchase order that is processed by the supplementary rule you previously created:
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Because the quantity is not located at the same position, it is not captured correctly. You must again modify the extraction process: 1. 2. 3. Click the Teach button. The warning message displays. Click the New layout button. Frame the areas that define all the documents of the same type. One, Inc. area is already selected. Frame the Italy area to define the document type corresponding to this subsidiary:
4. 5. 6. Then redefine how the quantity must be extracted. Save the teaching operation. A new supplementary rule 12345-0 is created.
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Defining document recognition and data extraction settings
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How to access the document recognition and data extraction settings pageClick the Teach button available in validation forms. See Teaching in Document Manager. here is the interface:
To modify the way data is extracted on a specific document type, you must:
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Define how this document type will be recognized. Define how data must be captured in the document. Optionally, define how a table must be captured in the document. Click Save at the bottom of the page to validate the teaching operation and return to the validation page. If the recognition parameters you have just set do not allow the recognition of the document you are currently processing, an error message displays on top of the teaching page. Once you have saved the teaching operation, a supplementary rule is created. Information displayed on the current validation page has been captured with the new supplementary rule. Or Click Cancel to go back to the validation without saving your changes. Or Click Previous if available to go back to the page displayed when a supplementary rule already exists. See What should I do if a teaching operation has already been performed (page 366).
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Step 1: Defining how this document type will be recognized

You must define how this document type will be recognized by defining identifiers on the document. 1. First, choose which method will be used to recognize the document: ! Smart recognition (only available when using the Image Recognition Module)(recommended): The supplementary rule that processes the document is the best rule among the supplementary rules. Click here to know how the best rule is determined . ! If you can manage multiple layouts and if the field that gives its name to the supplementary rules (usually the vendor number or the customer number) has been correctly extracted by the generic rule, each supplementary rule the name of which corresponds to this field is evaluated. A matching level is calculated for each rule. The supplementary rule that processes the document is the one that has the best matching level. The matching level is a combination of the sum and the average of the identifiers matching levels. When a confidence level is less than 70% it is replaced by 0% in the calculation. Otherwise: a matching level is calculated for each rule. The supplementary rule that processes the document is the one that has the best matching level. A rule must have a minimum matching level (70%) to be chosen. A rule with a high matching level (more than 90%) is immediately chosen (other rule matching levels are not calculated). The rule matching level is the average of the identifiers matching levels. The identifier matching level is the average of the identifier character matching levels. The character matching level is computed comparing the captured character to the identifier character: ! If a character is correctly recognized, its matching level is 100%. ! If a character is not correctly recognized, but it is very similar to the character that should be recognized (for example 0 instead of O), then the matching level is partial (the score is 95% if 0 is recognized instead of O ). If the character is not recognized and it is really different from the character that should be recognized, its matching level is 0%.
The best rule can process a document even if one of the identifiers defined in the rule does not appear on the document or if an identifier is partially recognized, in order to take into account the character recognition errors (OCR errors) during data capture. The identifiers height must not exceed one line. The identifiers are searched for in the whole document. The identifiers are used as reference marks to adjust the other captured areas positions according to the identifier position. Exact recognition: A supplementary rule matches a document if all the identifiers defined in the supplementary rule are found on the document. The first identifier is used as a reference mark unless you modify its value.
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You must choose identifiers on the document that represent all the documents of the same type and only this type of document. Identifiers must be located in fixed areas. Avoid grayed background, very small texts (for example, in the footer of the document) and logos that cannot be recognized as text. To specify the areas where the identifiers are located, you must: ! In the Step 1 - Document type recognition section, select the check box to define a new area. ! Use the mouse to frame the area that contains the identifier directly on the document display. Modify the zoom level or the page number if necessary. Move the slider to enlarge the document display. If you use smart recognition, frame an area containing only one line. If you select more than one line, only the first line will be kept.
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Click the Define link that appears on top of the area to confirm your selection. The identifier captured in the document appears in the Value field displayed on the left. If you use the exact recognition, you can modify the text in the Value field to retain only part of the captured text. This allows recognizing the identifier in the event of skews and shifts, stretching and shrinking on faxed or scanned documents. Optionally, click the Add an area button to specify additional identifiers, and repeat the previous steps for each identifier. To modify an existing identifier, select the check box next to the corresponding area, then repeat the area definition steps.
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When document is processed by a supplementary rule, the areas where the identifiers are located are . If the supplementary rule is highlighted on the document display in the validation form: using the smart recognition, the matching level is displayed in a tooltip. Ignore cover pages: Select this option if you want to start data capture from the page containing the areas allowing document recognition. All pages before this page will be ignored. Add a split step for this document type: Select this option when you know that this document type usually contains several documents or cover pages. When you select this option, you automatically add a splitting step before validating the document. If you do not select this option, you will start validating the document. If necessary, you can split the document using the split button that is displayed on the validation page. See Document splitting overview.
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Step 2: Defining how data must be captured in the document

Define the area to be captured and the data extraction settings: 1. In the Step 2: Data extraction section, select the check box next to the data you want to redefine.
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Use the mouse to frame the area that contains correct data directly on the document display. Make sure that you frame the whole possible area, and not only the displayed value. You must take into account that the value can be longer than the displayed one. In the following example, the area framed in green is correct while the area framed in red can miss some numbers in other documents:
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Click the Define link that appears on top of the area to confirm your selection. You can draw an area that is larger than the value you want to capture and keep only part of the data captured in the defined area by entering additional settings. To do this, click Edit next to the area name. See Defining data extraction settings. If the area you draw is not fixed in the page or is not always in the same page in the document (for example, not always on the second page), you must set additional area settings. To do this, click Edit next to the area name. See Defining data extraction settings. The Format column indicates the data format. To change the data format, click Edit next to the area name. See Defining data extraction settings. When a date or a price are not correctly extracted, start by setting the exact format instead of the generic format (for example dd/MM/yy instead of Date (American format).) If you set the exact format, a date or price can be correctly captured even if it is partially recognized by the OCR (for example, if the date 15112/08 is recognized and the date format is dd/MM/yyyy, the captured date will be 15/12/08). You can set additional OCR parameters to improve the OCR recognition. To do this, click Edit next to the area name. See Defining data extraction settings. For performance reasons, we recommend that you do not modify the OCR parameters whereas the exact format gives satisfactory results. The Status column indicates whether the data settings have been modified or not. Click the Preview result button to highlight the captured data on the document display. Move the cursor over the value. A tooltip displays the captured value in order to ease comparison between captured data and real data.
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10. If the result is not what you expect, you can try to refine the area settings or you can remove all the modifications done for this area ( including modifications done during previous teaching operations) and start again the modifications. To do this, click the Reset link next to the area name.
Step 3: Defining how a table must be captured in the document

You can modify the extraction process for one table only. Select the way you want to modify the table extraction process: ! Teach by position: This mode allows the recognition of columns containing composite data. Teaching by position should mainly be used as it is more accurate than teaching by header. When you modify the table extraction process and use teaching by position, you assume that for this document type the columns have a fixed position, i.e. the column order is always the same and the column width is fixed. When you teach by position for a document type, the table will no longer be recognized by the generic rule if you modify the search scope, the reference column, the column position or the column settings (see the description below). Teach by header: Teaching by header is used by generic rules created in Esker Platform 4.0. It allows the recognition of columns identified by a header. See Teaching by header. When you teach by header for a document type, the table will no longer be recognized by the generic rule, but by the parameters described in Teaching by header.
Teaching by position
When you teach by position, you can first redefine the search scope. When the line items are always in the same area across the pages, refining the search scope speeds up the extraction process and avoids extracting information that is not part of the line items (for example, headers or footers): ! ! Click Capture table search area to display the area where the table will be searched for. The selected area is highlighted on the document display. You can limit the search area height (the area always matches the page width). Use the mouse to choose where the area starts and where it stops. Click the Define link that appears on top of the area to confirm your selection. If you don't want to limit the table search to a specific area, click Remove the search area and search the whole page. The table will be searched for throughout the whole page.
Define your columns: 1. The Columns section lists all the columns that are captured. Some columns are captured but are not displayed in the validation form. These columns improve the global table recognition. In the following example the columns are Quantity, Total, Description and Material:
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The columns that have been captured in the document have the Modified status. The others have the Undefined status. Click the check box next to a column name to highlight the first item of this column and the table on the document display. If this column is not recognized, the table will only be highlighted. In the example above, the check box Material is selected and the first item number T3429-00F is highlighted on the document display. You can modify the column location. For this, use the mouse to frame the first item area:
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Do not frame the entire column. Make sure that you frame the whole possible area, and not only the displayed value. Remember that the value can be longer than the displayed one. In the following example, the area framed in green is correct while the area framed in red can miss some numbers in other documents:
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Click the Define link that appears on top of the area to confirm your selection. In the example above, you can choose to select only the material number, and not the comment:
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Define the Reference column: ! ! ! ! ! Select the column that introduces a new row in the table. To do this, select a check box in the Reference column. The reference column is the column that is the most representative of the row you want to extract. Do not use columns with optional items, or with a variant number of lines per row. You will have better results if you choose values with a fixed format (for example, dates or prices). The end of the table is reached when there are no more items in the reference column. In the example below, if the reference column is Quantity, two rows will be detected (highlighted in red in the image). If the reference column is Item Description, four rows will be detected (highlighted in green in the image):
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! !
Usually the quantity is a good choice for the reference column when combined with a correct search area. You can select more than one reference column. In this case, a row in which data is missing in one of the reference columns will not be recognized. Usually you do not need more than one reference column. However it can be a solution for poor quality faxes.
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To modify the settings of a column, click the Edit link next to the column name. See Teach by position Defining columns settings. Once you have modified the location or the settings of a column, its status is Modified. Click the Preview result button to highlight the captured columns on the document display. Move the cursor over the column. A tooltip displays the captured value in order to ease comparison between captured data and real data. If the result is not what you expect, you can try to refine the column settings. You can also remove all the modifications done for this column( including modifications done during previous teaching operations) and start again the modifications. To do this, click the Reset link next to the column name. The column status is Undefined.
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Note When performing a teaching operation for an invoice, you must remember that if an order number is missing on a line item, then the empty order number is filled with the order number available on the previous line item if any. When teaching, you just need to define the area on the first line:
Teaching by header
In the Table section, click View table to highlight the table in the document display:
The columns of the table are displayed in the Columns section. You can modify the table settings or the columns settings: 382
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To modify the table settings, click the Modify table recognition options link. See Teach by header Defining table settings. To modify the settings of a column, click the Edit link next to the column name. See Teach by header Defining column settings.
Make sure the status of the data, table or columns that have been modified is Modified instead of Original. See also Teaching in Document Manager (page 363)
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Defining data extraction settings

How to access the extraction settings definition pageClick the Teach button available in validation forms. Click Edit next to the area to modify. See Teaching in Document Manager.Here is the interface:
To define data extraction settings: 1. Choose how data must be extracted: ! ! ! ! Data origin Data format Search parameters OCR parameters
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Click the Preview result button to view the result in the Value field. Click Save at the bottom of the page to validate the column settings. Click Cancel to go back to the document recognition and data extraction settings page.
Origin
Constant data Choose Constant data if you are sure that the data value is always the same for this kind of document, or when the data value is inferred by the document recognition. For example, choose the Constant data option if for a document type you know that the currency used by the supplier is always USD. For example, if you teach how to recognize an invoice from a specific supplier, and you base the document recognition on the vendor name that appears on top of the invoice, then you do not need to capture the vendor number any longer. Choose the Constant data option and enter the vendor number. When you choose this option, enter directly the data value in the Define field value field or use the mouse to frame the area that contains data directly on the image display and click the Define link that appears on top of the area to confirm your selection or click in the area. Data captured from document Choose Data captured from document if the data value is not fixed. When you choose this option, you must then define how data must be captured from the document: 1. Use the mouse to frame the area that contains data directly on the image display. Click the Define link that appears on top of the area to confirm your selection or click in the area. To choose which area you must frame, you must know that: ! ! 2. 3. 4. 5. You can frame a fixed area that is larger than the value you want to extract. Then you can specify which data to retain from the extracted data. You can frame the exact area and you can specify that the area position is not fixed in the document.
Refer to Capture a floating area for details. Define the data format. Modify the OCR parameters to recognize specific fonts or character types (advanced use). Click the Preview result button to display the value kept from the extracted area. Click Save to save the modifications and return to the previous page. Click Cancel to cancel the modifications and return to the previous page.
Data format
Select in Type the type of data you can find in this column: ! ! None: Select None to accept any data format. Date: For a Date extraction, select the format corresponding to the extraction from the Format list (e.g. dd/mm/yy). If your document is an invoice or a sales order, you should always use a date format for a date. For other documents, if you do not find the format that matches the date/time format in your input document, select Regular expression as the type (instead of Date) and enter the date expression in the Regular expression (Advanced) field. Number: For a Number extraction, select the format corresponding to the extraction from the Format list (with dots or commas). If your document is an invoice or a sales order, you should always use a number format for a price. For other documents, if you do not find the format that matches the number format in your input
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document, select Regular expression as the type (instead of Number) and enter the number expression in the Format field. Note If you do not find the number format that corresponds to the extracted number, ask your administrator to add it in the registry. To do this: Under HKEY_LOCAL_MACHINE\SOFTWARE\SSTAI\GDR\GDREdit\GenericCurrency, edit the REG_MULTI_SZ key that corresponds to your culture (for example, fr-FR). Add the custom format with the decimal separator and the thousand separator. For example: If you want to add a format with a space as thousand separator and a point as decimal separator, enter 123 456.789 If you want to add a format with a coma as thousand separator and a point as decimal separator, enter 123,456.789 Regular expression: Select Regular expression to use a regular expression for data recognition. Then set your expression in the Regular expression field. See Wildcards for a description of each character available. Custom format: Select Custom format to use a format available in the Format list. The available formats (for example Zip code) are regular expressions. You can define your own custom format. To see the regular expression corresponding to a format: 1. 2. ! Select the Custom format type. Select a format (for example Zip code). Select the Regular expression type. The corresponding regular expression appears in the Regular expression field (for example [0-9][0-9][0-9][0-9][0-9]).
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Pattern: Select Pattern to use a simplified regular expression. Then set your expression in the Pattern field. Use d for any numeric character [0-9]. Use a for any alphabetical character [aA-zZ].
When using regular expressions and patterns, you can capture the regular expression directly on the document display. To do this: ! ! Click Capture regular expression. Use the mouse to frame the area that contains the string you want to use as a pattern on the document display. Click in the area.
Search parameters
Capture a floating area This option is only available when using the Image Recognition Module (OCR). Select this option if the area position is not fixed in the document, which means that the area can move inside the page and from one page to another. For example, use this option in the following cases: The document is faxed or scanned and skews and shifts lead to a move of the area. The total amount position in the document depends on the number of items to be added:
The Total field is usually on the last page of the document. When selecting this option, the text located around this area will be used to retrieve the area in the new documents that will be validated.
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Choose the Start search by the end of the document option to start searching the area from the bottom of the last page of the document to the top of the first page of the document. This option is necessary when the data you want to capture is introduced by a keyword that is repeated many times in the document and you know that the data you want to capture is usually the last occurrence of the document. Click the Preview result button on the bottom of the page to display the value kept from the captured area. This is typically the case for the Total amount that is introduced by the Total keyword and that usually appears on the last page of the document. The Total keyword can also be used inside the document for sub totals. Capture a fixed area Choose this option if you want to capture data in an area that is always located on the same page (always on the first page or always on the second page ,etc.) and at the same position on this page. You can either frame the exact area in order to capture exactly the area content. or Frame a larger area and specify which data to retain in this area by entering the following parameters: 1. Position/keyword: You can specify which data to retain from the captured data by retaining data that relates to a keyword. Enter the keyword in the Keyword field, then select a position in the Position combo box. For example, enter Total in the Keyword field and select Below in the Position list to specify that the total amount to be extracted is below the Total keyword. Maximum length: You can specify which data to retain from the captured data by retaining a maximum number of characters. Enter the maximum number of characters to be retained in the Maximum length field. A white space is equal to one character. For example, if the extracted value is Table Blue Curved, enter 10 to retain only Table Blue. Click the Preview result button on the bottom of the page to display the value kept from the captured area.
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OCR parameters
You can set OCR parameters to improve the OCR recognition. Note When a date or a price are not correctly extracted, try to set the exact format instead of the generic format (for example dd/mm/yy instead of ) before modifying the OCR parameters. Area filling type If you know precisely the type of characters the area contains, you can improve the recognition accuracy by selecting this type in the list. ! ! Automatic: default recognition method. Generic font: ! ! ! ! ! ! ! ! ! Generic font (very accurate and accurate) Generic font Generic font (fast) Generic font (very fast)
Barcode 2D barcode OMR (Optical Mark Recognition) 9-pin printer (draft) 24-pin printer (draft)
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Fixed fonts (OCR-A, OCR-B, Magnetic ink printer, Dot digit, Dash digit)
Character filters By default, all character types are recognized. However if you want to improve the accuracy in recognizing only specific characters, you can use filters to limit character recognition to specific character types. ! ! ! ! ! ? " ; , : . ( ) [ ] { } Numeric: Recognition of numerals only. Uppercase: Recognition of uppercase letters only, including accented ones. Lowercase: Recognition of lowercase letters only including accented ones. Punctuation: Recognition of punctuation signs only. The following punctuation characters can be recognized
Exclamation Mark Question Mark Apostrophe-Quote Quotation Mark Semicolon Comma Colon Period (Full-stop) Hyphen-Minus Opening Parenthesis Closing Parenthesis Opening Square Bracket Closing Square Bracket Opening Curly Bracket Closing Curly Bracket ! Miscellaneous: Recognition of miscellaneous characters only. The following miscellaneous characters can be recognized Number Sign Percent Sign Commercial At Ampersand Vertical Bar Dollar Sign Asterisk Plus Sign Equals Sign Spacing Underscore Slash Backslash Less-Than Sign Greater-Than Sign
# % @ & | $ * + = _ / \ < >
Filters depend on the area filling type you choose. Filters are not used with barcodes and optical mark recognition. Punctuation and miscellaneous filters are not used with Automatic, Generic font (very accurate and accurate) and Generic font (very fast). For example, when your document is a questionnaire containing only capitals, you can use the Uppercase filter. When you want to read hours such as 17:48, you can choose to only recognize numeric values and punctuation characters. See also Defining document recognition and data extraction settings (page 375) Teaching in Document Manager (page 363)
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Teaching by position - Defining columns settings

How to access the column settings page Click the Teach button available in validation forms. Click Edit next to the column to redefine. See Teaching in Document Manager. To define the column settings: 1. Choose column parameters that control the extraction of the column: ! ! ! ! 2. Data format Search parameters OCR parameters String replacement
Click the Preview result button to highlight the captured areas in the document display. To find out the text extracted from these areas, move the mouse over the area in the document display and read the extracted text displayed in a tooltip. Click Save at the bottom of the page to validate the column settings. Click Cancel to go back to the document recognition and data extraction settings page.
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Format
Select in Type the format type you can find in this column: ! ! None: Select None to accept any data format. Date: For a Date extraction, select the format corresponding to the extraction from the Format list (e.g. dd/mm/yy). If your document is an invoice or a sales order, you should always use a date format for a date. For other documents, if you do not find the format that matches the date/time format in your input document, select Regular expression as the type (instead of Date) and enter the date expression in the Format field. Number: For a Number extraction, select the format corresponding to the extraction from the Format list (with dots or commas). If your document is an invoice or a sales order, you should always use a number format for a price. For other documents, if you do not find the format that matches the number format in your input document, select Regular expression as the type (instead of Number) and enter the number expression in the Format field. Note If you do not find the number format that corresponds to the extracted number, ask your administrator to add it in the registry. To do this: Under HKEY_LOCAL_MACHINE\SOFTWARE\SSTAI\GDR\GDREdit\GenericCurrency, edit the REG_MULTI_SZ key that corresponds to your culture (for example, fr-FR). Add the custom format with the decimal separator and the thousand separator. For example: If you want to add a format with a space as thousand separator and a point as decimal separator, enter 123 456.789 If you want to add a format with a coma as thousand separator and a point as decimal separator, enter 123,456.789 Regular expression (Advanced): Select Regular expression to use a regular expression for data recognition. Then set your expression in the Regular expression field. See Wildcards for a description of each character available. For example: B-1234 P 1/3 corresponds to the regular expression a d/d [aA-zZ]\-[0-9][0-9][0-9][0-9] 123:45 corresponds to the regular expression [0-9][0-9][0-9]:[0-9][0-9]
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+12321231 corresponds to the regular expression \+[0-9][0-9][0-9][0-9][0-9][0-9][0-9][0-9] P 1/3 corresponds to the regular expression [aA-zZ]\s+[0-9]\/[0-9] Custom format: Select Custom format to use a format available in the Format list. The available formats (for example Zip code) are regular expressions. You can define your own custom format. To see the regular expression corresponding to a custom format: 1. 2. Select the Custom format type. Select a format (for example Zip code). Select the Regular expression type. The corresponding regular expression appears in the Regular expression field (for example, the corresponding expression for Zip code is [0-9][0-9][0-9][0-9][0-9]).
Pattern: Select Pattern to use a simplified regular expression. Then set your expression in the Pattern field. Use d for any numeric character [0-9]. Use a for any alphabetical character [aA-zZ]. For example: T1234 ou A4567 corresponds to the pattern adddd B-1234 corresponds to the pattern a-dddd 123:45 corresponds to the pattern ddd:dd +12321231 corresponds to the pattern +dddddddd P 1/3 corresponds to the pattern a d/d
When using regular expressions and patterns, you can capture the pattern or the regular expression directly on the document display. To do this: ! ! Click Capture regular expression. Use the mouse to frame the area that contains the string you want to use as a pattern on the document display. Click in the area.
Search parameters
After (regular expression) Enter a regular expression of the data that will always appear before the data you want to capture. See Wildcards for a description of each character available. Until end of line Use this option combined with the After or Or until options to capture the line that is after or before the regular expression. Select only this option to capture the first line of the row until the column limit. Or until (regular expression) Enter a regular expression of the data that will always appear after the data you want to capture. See Wildcards for a description of each character available. Merge item on page break When a table is split into two parts, as a result of a page break, choose this option to group the two parts of the same column. Capture full row height Select this option if you want to capture rows with a variant number of lines. In this case, all the lines of the row will be captured, even if you defined a different row height when defining the table settings. The row height is limited by the end of the previous row and the beginning of the next row. It also depends on the reference column you chose. In the example below, the reference column is Quantity. The height of the row for the Item Description column is highlighted in green. To extract the item number (highlighted in red), you must: Select the Capture full row height option because the number of lines per row is not fixed. Enter Item in After (regular expression). Select the Until end of line option to capture only the item number.
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OCR parameters
You can set OCR parameters to improve the OCR recognition. Note When a date or a price are not correctly extracted, try to set the exact format instead of the generic format (for example dd/mm/yy instead of Date(American format)) before modifying the OCR parameters. Area filling type If you know precisely the type of characters the area contains, you can improve the recognition accuracy by selecting this type in the list. ! ! Automatic: default recognition method. Generic font: ! ! ! ! ! ! ! ! ! ! Generic font (very accurate and accurate) Generic font Generic font (fast) Generic font (very fast)
1D barcodes 2D barcodes Optical mark recognition 9-pin dot matrix printer 24-pin dot matrix printer Fixed fonts (OCR-A, OCR-B, Magnetic ink printer, Dot digit, Dash digit)
Character filters By default, all character types are recognized. However if you want to improve the accuracy in recognizing only specific characters, you can use filters to limit character recognition to specific character types. ! ! ! ! Numeric: Recognition of numerals only Uppercase: Recognition of uppercase letters only, including accented ones Lowercase: Recognition of lowercase letters only including accented ones Punctuation: Recognition of punctuation signs only. The following punctuation characters can be recognized
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" ; , : . ( ) [ ] { }
Quotation Mark Semicolon Comma Colon Period (Full-stop) Hyphen-Minus Opening Parenthesis Closing Parenthesis Opening Square Bracket Closing Square Bracket Opening Curly Bracket Closing Curly Bracket ! Miscellaneous: Recognition of miscellaneous characters only. The following miscellaneous characters can be recognized Number Sign Percent Sign Commercial At Ampersand Vertical Bar Dollar Sign Asterisk Plus Sign Equals Sign Spacing Underscore Slash Backslash Less-Than Sign Greater-Than Sign
# % @ & | $ * + = _ / \ < >
Filters depend on the area filling type you choose. Filters are not used with barcodes and optical mark recognition. Punctuation and miscellaneous filters are not used with Automatic, Generic font (very accurate and accurate) and Generic font (very fast). For example, when your document is a questionnaire containing only capitals, you can use the Uppercase filter. When you want to read hours such as 17:48, you can choose to only recognize numeric values and punctuation characters.
String replacements
You can replace a string captured from the document by another string. You can use this replacement system when the characters recognized by the OCR are not what you expect (e.g. TO instead of T0), or to remove a description or a comment from a column. To replace a string: ! ! ! ! Use the mouse to frame the area that contains the string you want to replace on the document display. Click the Copy link that appears on top of the area. Then paste the string in the Original value field. Enter the string that will replace the captured string in Replace value. Click Add a string replace if you want to replace another captured string. Click Del if you want to remove a string replacement.
See also Defining document recognition and data extraction settings (page 375)
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Teaching by header - Defining table settings

How to access the table settings pageClick the Teach button available in validation forms. Click Edit next to the table you want to redefine. See Teaching in Document Manager. To define the table, you must: 1. 2. 3. Choose the parameters that control the extraction of the table. Click the Preview result button to view the extraction result. Click Save at the bottom of the page to validate the column settings. Click Cancel to go back to the document recognition and data extraction settings page.
Basic settings
Keywords before the beginning of the table (Keywords after the end of the table) Table extraction will begin after (or stop before) these keywords. Enter one keyword per line (separate keywords by a carriage return). The keywords you enter are not case sensitive. You can copy/paste the keywords directly from the document display. In the example below, to extract only the line items of this purchase order, enter Item as the keyword before the beginning of the table, and Total as keyword after the end of the table. The table extraction will begin after Item and stop before Total. Item and Total are not included in the table.
Reference column Select the column that introduces a new row in the table. The reference column is the column that is the most representative of the row you want to extract. Do not use columns with optional items, or with a variant number of lines per row. The end of the table is reached when there are no more items in the reference column.
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In the example below, if the reference column is Quantity, two rows will be detected (highlighted in red in the image). If the reference column is Item Description, four rows will be detected (highlighted in green in the image).
Advanced settings
Header mandatory Select this option to extract only tables with a header. Minimum number of columns Enter the minimum number of columns that must be recognized to identify the extracted table. If the minimum number of columns entered is more than the number of columns recognized, the table recognized is not considered valid. Minimum confidence level Enter a minimum confidence level below which the table recognized is not considered valid. Note To find out the confidence level of a table, move the mouse over the table in the document display. Highest confidence level only When two or more tables are recognized in the document, select this option to retain only the table with the highest confidence level reported by the OCR engine. If you do not select this option, all the tables that have a confidence level higher than the minimum confidence level you defined, will be merged. For example, do not select this option if you want to merge tables split on several pages. Alignment tolerance When a table is split into two parts, as a result of a page break or because some text has been inserted in the middle of the table, the two parts will be grouped if the table borders are aligned. You can adjust the tolerance to group tables with borders that are not aligned exactly. Enter values in inches or centimeters, depending on your regional settings. See also Teaching in Document Manager (page 363)
Teaching by header - Defining column settings

How to access the column settings page Click the Teach button available in validation forms. Click Edit next to the column to redefine. See Teaching in Document Manager. For this document type, the columns are no longer recognized by the generic rule, but by the settings described below. To define column settings: 394
1. 2. 3.
Choose column parameters that control the extraction of the column. Click the Preview result button to highlight the captured areas in the document display. Click Save at the bottom of the page to validate the column settings. Click Cancel to go back to the document recognition and data extraction settings page.
Type/Format Select in Type the type of data you can find in this column: ! ! None: Select None to accept any data format. Date: For a Date extraction, select the format corresponding to the extraction from the Format list (e.g. dd/mm/yy). If your document is an invoice or a sales order, you should always use a date format for a date. For other documents, if you do not find the format that matches the date/time format in your input document, select Regular expression as the type (instead of Date) and enter the date expression in the Format field. Number: For a Number extraction, select the format corresponding to the extraction from the Format list (with dots or commas). If your document is an invoice or a sales order, you should always use a number format for a price. For other documents, if you do not find the format that matches the number format in your input document, select Regular expression as the type (instead of Number) and enter the number expression in the Format field. Regular expression: Select Regular expression to use a regular expression for data recognition. Then set your expression in the Regular expression field. See Wildcards for a description of each character available. For example: B-1234 P 1/3 corresponds to the regular expression a d/d [aA-zZ]\-[0-9][0-9][0-9][0-9] 123:45 corresponds to the regular expression [0-9][0-9][0-9]:[0-9][0-9] +12321231 corresponds to the regular expression \+[0-9][0-9][0-9][0-9][0-9][0-9][0-9][0-9] P 1/3 corresponds to the regular expression [aA-zZ]\s+[0-9]\/[0-9] Custom format: Select Custom format to use a format available in the Format list. The available formats (for example Zip code) are regular expressions. You can define your own custom format. To see the regular expression corresponding to a format: 1. 2. ! Select the Custom format type. Select a format (for example Zip code). Select the Regular expression type. The corresponding regular expression appears in the Regular expression field (for example [0-9][0-9][0-9][0-9][0-9]).
Pattern: Select Pattern to use a simplified regular expression. Then set your expression in the Pattern field. Use d for any numeric character [0-9]. Use a for any alphabetical character [aA-zZ]. For example: T1234 ou A4567 corresponds to the pattern adddd B-1234 corresponds to the pattern a-dddd 123:45 corresponds to the pattern ddd:dd +12321231 corresponds to the pattern +dddddddd P 1/3 corresponds to the pattern d/d
When using regular expressions and patterns, you can capture the regular expression directly on the document display. To do this: ! ! Click Capture regular expression.
Use the mouse to frame the area that contains the string you want to use as a pattern on the document display. Click in the area.
Column position Enter the position (index) of the column in the table. Enter 1 for the first column from the left of the table. Column headers are taken into account before the column position. Headers Enter possible headers for this column. Enter one header per line (separate headers by a carriage return). The text you enter is not case sensitive. You can copy/paste the keywords directly from the document display. For example, the list below contains possible headers for the column quantity: Quantity
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Qty Qt. Ordered Order Qty Quant. The column headers you define here replace the column headers defined in the generic rule. See also Teaching by header - Defining table settings (page 393) Teaching in Document Manager (page 363)
Regular expressions
You can use regular expressions for advanced data extraction, when the string to be retrieved is not always exactly the same and follows a rule. Regular expressions use special characters called wildcards, which you can combine into expressions. Here is the list of wildcards you can use: Wildcard Every Character Syntax .* Description Searches for all characters Example 415 675 .* Extracts any string beginning with 415 675, of any length 415 675 .... Extracts any string beginning with 415 675 and containing four additional digits [0-9] Extracts any character between 0 and 9 f[^0-9]* Extracts any string beginning with "f", followed by 0 to n occurrences of a non-numeric character, for example: fax, ftp, for@ [efm] Extracts any string containing the e, f or m characters Order\snumber Extracts Order number or Order number Email1|2 Extracts any string beginning with "Email", followed by 1 or 2, for example: Email1, Email2
Any single Character
Searches for any single character
Any Character in a Range
[-]
Searches for any character in the range
Any Character not in a Range
[^-]
Searches for any character that is not in the range
Character in List
[]
Searches for any string containing the characters in the list
All space type
\s
Searches for all space types between characters (space, tabulation, carriage return, line feed, form feed) Searches for one of the two characters immediately preceding and following the |N
Boolean 'OR'
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Evaluation Order
()
Evaluates character sets and defines the evaluation order of the expressions
Email(1|2) Extracts any string beginning with "Email"followed by 1 occurrence of "1"or "2", i.e.: Email1, Email2 Fax:.* Extracts any string beginning with "Fax:" and followed by 0 to n occurrences of any character, for example Fax:, Fax: 415-675-8888 (33)+ Extracts any string containing at least one occurrence of the characters in parenthesis Email(1|2)? Extracts any string beginning with "Email", followed by 0 or 1 occurrence of "1"or "2", for example: Email, Email1, Email2 ^Fax:.* Extracts any string beginning with "Fax:" and followed by 0 to n occurrences of any character at the beginning of a line, for example, Fax:, Fax: 415-675-8888 [0-9]+$ Extracts any digit string which is at the end of the line, for example, if they are several phone numbers on one line, only the last phone number will be picked.
Optional Multiple Occurrence
Searches for 0 to n occurrences of the character or regular expression situated immediately to the left
Multiple Occurrence
Searches for at least one occurrence of the character or regular expression situated immediately to the left Searches for 0 to 1 occurrence of the character or regular expression situated immediately to the left Searches for characters at the beginning of a line
Optional Single Occurrence
At Beginning of Line
At End of Line
Searches for characters at the end of a line
All these wildcards can be interpreted as literal in an expression if preceded by the character "\": Wildcard Left Square Bracket Syntax \[
Right Square Bracket
\]
Left Parenthesis
$
Right Parenthesis
$
Minus Sign
\-
Plus Sign
\+
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Question Mark
\?
Asterisk
\*
Backslash
\\
Vertical Bar
\|
Dollar Sign
\$
Point
\.
Caret
\^
See also Teaching by position - Defining columns settings (page 389) Teaching by header - Defining column settings (page 394) Teaching in Document Manager (page 363)
Defining custom formats

The custom format is a format type used to define captured data format when modifying the extraction process of a document. See Defining data extraction settings and Defining column settings. You can define your own custom format for regular expressions that you use frequently. The custom format is a regular expression that is defined in an XML file. To add a custom format: 1. 2. Open the custom-format.xml file available in [StorageDir]\storage\usf where StorageDir is the Document Manager installation path (by default StorageDir = C:\Program Files\Esker Document Manager\DMStorage). By default, the file contents is the following: <?xml version="1.0" encoding="utf-8" ?> <custom-format-definition> <custom-formats> <custom-format label="_ZIP Code" regular-expression="[0-9][0-9][0-9][0-9][0-9]"/> <custom-format label="_ZIP+4" regular-expression="[0-9][0-9][0-9][0-9][0-9]\-?[0-9]?[0-9]?[0-9]?[0-9]?$"/> </custom-formats> </custom-format-definition> Add a line in the <custom-formats> section: <custom-format label="MyLabel" regular-expression="MyRegularExpression"/> Replace MyLabel with the label that will appear in the Custom format drop down box. Use _ before your label if the label is translated. Replace MyRegularExpression with the regular expression that will be used. See Wildcards for a description of each character available. See also Teaching by header - Defining table settings (page 393)
3.
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Generic font (Very accurate and accurate)

This recognition module recognizes machine printed text; i.e. from printed publications, laser or ink-jet printers and electric typewriters. Output from mechanical typewriters in good condition may also be acceptable. Range of characters This module can recognize about 500 characters, including the letters of the Latin, Greek and Cyrillic alphabets with accented letters. The set is classified as follows: ! ! ! ! ! ! ! Latin alphabet upper and lower case letters Digits Punctuation Miscellaneous (maths symbols etc.) Cyrillic upper and lower case letters Greek upper and lower case letters OCR (OCR-A / MICR) characters
Character attributes This recognition module can detect and transmit character attributes: bold, italic or underlined text (or any combination of them). It can also detect and transmit character size, and can classify font types into three broad categories: serif, sans serif and monospaced. Accuracy issues The Accurate and Very accurate modules use voting technology to provide improved recognition result: ! ! The Accurate module combines the results from the Generic font and Generic font (Very fast) modules. The Very accurate module combines the results from the Generic font, Generic font (Fast) and Generic font (Very fast) module.
With any of these two voting modules, the accuracy is considerably better, but the recognition may need significantly more time than any single module. Suspicious marking With these modules, the suspicious character and word marking feature is different from that used in the Generic font, Generic font (Fast) and Generic font (Very fast) modules. These modules do not mark characters as suspicious if all the voting modules provided the same recognition result, even if in any of them some were suspiciously recognized. Consequently, the number of words marked as nondictionary, may be lower. See also Defining data extraction settings (page 384) Teaching by position - Defining columns settings (page 389)
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Generic font
This module recognizes machine printed text; i.e. from printed publications, laser or ink-jet printers and electric typewriters. Output from mechanical typewriters in good condition may also be acceptable. All filter settings are ignored. Trade-off is not supported. Range of characters This module supports the recognition of Latin, Greek and Cyrillic alphabets with enough accented letters to recognize these languages. Multi-lingual language support The language support of this module is based on the module's internal code pages, which contain characters from a related group of languages. The internal code pages of this module are American/European, Baltic, CentralEuropean, Cyrillic, Greek and Turkish. The module supports multi-language selection for recognition, though it may not recognize languages from different language groups properly. Accuracy issues This module ignores all filters. See also Defining data extraction settings (page 384) Teaching by position - Defining columns settings (page 389)
Generic font (Fast)

This module recognizes machine printed text; i.e. from printed publications, laser or ink-jet printers and electric typewriters. Output from mechanical typewriters in good condition may also be acceptable. This module can safely handle A3 size (11.69" x 16.54") portrait and landscape images with 300 dpi resolution. The maximum number of zones defined on an image that this module can handle is 500. Range of characters This module can recognize about 500 characters including the letters of the Latin, Greek and Cyrillic alphabets with accented letters. The set is classified as follows: ! ! ! ! ! ! ! Latin alphabet upper and lower case letters Digits Punctuation Miscellaneous (maths symbols etc.) Cyrillic upper and lower case letters Greek upper and lower case letters OCR (OCR-A / MICR) characters
The characters are listed in category and alphanumeric order, together with their Code Page values, in Characters and Code Pages. These are the character categories used by the filter elements. The pre-trained OCR characters are: OCR Chair, OCR Hook, OCR Fork. See also
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Generic font (Very fast)

This recognition module recognizes machine printed text; i.e. from printed publications, laser or ink-jet printers and electric typewriters. Output from mechanical typewriters in good condition may also be acceptable. Only images with the following resolution ranges are supported: 90-110, 160-240, 280-320, 400, 600.This module does not process images larger than 6600 pixels in either width or height, which means it can safely handle A3 size (11.69" x 16.54") portrait and landscape images with 300 dpi resolution. With a larger resolution the supported image size is smaller. The maximum number of zones defined on an image that this module can handle is 64. Range of characters This module supports the characters of the following languages: ! ! ! ! ! ! ! ! ! ! ! ! English French Spanish Italian German Norwegian Portuguese Danish Dutch Finnish Swedish Brazilian
Any of these languages can be combined. See also Defining data extraction settings (page 384) Teaching by position - Defining columns settings (page 389)
OCR - 1D barcodes
This recognition module recognizes one-dimensional barcodes listed in the following table. Note These barcodes ignore all filters and the overall performance setting available in the Document tab of the OCR Engine Settings.
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Name Codabar
Description The Codabar barcode is widely used in libraries, blood banks and the cotton and transportation industries. It is a variable length code which although basically a numeric-only code, can be used to distinguish different groups of articles by using different start/stop characters. Code 3-of-9, or Code 39, is the de facto standard of non-retail industry. It is the most commonly used bar code because of its ease of use and ability to encode a full ASCII character set (upper & lower case letters, numbers, punctuation and space). Code 128 is the standard for most bar code labels, and is a very compact method for encoding numeric and alphanumeric strings. It has three modes: A, B & C, each encoding a different range of characters. Code C is numeric only and supports compressed encoding of 2 digits for every bar code symbol.
Code 39
Code 128 EAN 128 UPC 128
Ean 128 is typically used for palette labels and EDI related bar code labels. UCC 128 is used for shipping containers, and is a 19 digit fixed length bar code. EAN 8 Used in Europe for items sold to the public. EAN-8 contains numeric data only and encodes an eight digit number. The first two are the country code, the next five the product number and the last is the required check digit. This barcode is used in grocery and most retail
EAN 13
402
products in Europe. It contains numeric data only. The first two digits of a code represent the country, the next six represent the supplier ID, the next four digits are the product number and the last is the required check digit. It can be followed by either a two or five digit supplemental number. EAN-13+2 is typically used in the publishing industry, to show the week number of a magazine. EAN-13+5 is typically used in grocery where the last five digits usually represent the price. Industrial / Matrix 2-of-5 These barcodes are used in miscellaneous industrial applications, and mechanical numbering systems. They are variable length numeric only codes with optional check digits. This barcode is commonly used in warehouse and industrial applications. It is a variable length numeric only code with an optional check digit. It uses a compressing system to encode two digits in one bar code character. PostNet (Postal Numeric Encoding Technique) was developed by the U.S. Postal Service for encoding zip code information on mail. PostNet is a fixed length symbology using constant bar and space width. Information is encoded by varying the bar height between two values. This is standard in the USA for items sold to the public. UPC-A contains numeric data only and encodes a 12 digit-number. The first one is the number system character, the next five represent the supplier ID, the following five digits the product number and the last one is the required checksum. (In Europe EAN-
ITF 2 of 5 interleaved
PostNet
UPC-A
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13 is used). UPC-E This is a short version bar code consisting of only six digit characters, and so ideal for small packages because of its data compression. It contains the same information as UPC-A but is in a special condensed form.
Conditions One zone can include only one bar code. Postnet and any other type are mutually exclusive. Similarly, the EAN and UPC types are mutually exclusive. The thickness of bar code lines and the distance between them should be at least 3 pixels (that is a minimum line thickness of 0.25 mm (0.01 inch) in the case of 300 dpi resolution). No parallel non-bar code lines of similar dimensions should be located less than 6 mm (0.25 inch) from the bar code. The position of the bar code can be in any direction (except the Postnet code, where the maximum allowable skew of the bar code is 10) The recognition module can read barcodes in both a horizontal and vertical orientation. Though the zone can contain other pixel elements beside the bar code itself (the program is able to detect the bar code inside the zone), the preferred method of zoning is to define a zone, which entirely covers the bar code but does not include any other elements. See also Defining data extraction settings (page 384) Teaching by position - Defining columns settings (page 389)
OCR - 2D barcodes
This recognition module recognizes the PDF417 two-dimensional barcode: it is a high-density 2D barcode, composed of several rows stacked on top of each other, with small black rectangles arranged in columns. It can encode a maximum of 1848 characters, depending on the compression achieved. Accuracy issues These barcodes ignore all filters. Conditions By default, one zone can include up to ten bar codes. The zone can contain other elements besides the bar code. The program is able to detect the bar code(s) inside a zone. If, however, there are many other objects (text, numeric values, etc.) in the zone, recognition will be slower and these other elements in the zone won't be recognized. The two-dimensional PDF 417 bar code type is capable of storing 200 characters per square inch, up to 2000 characters in one code. It is used for document level indexing, form layout definition and encoding form data content. See also Defining data extraction settings (page 384) Teaching by position - Defining columns settings (page 389)
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OCR - Optical mark recognition

This recognition module is used for recognizing optical marks (checkmarks). Typical application areas are in questionnaires, ballot papers, educational tests and report or order sheets, where the documents to be processed are form-like and filled by respondents, usually by hand. Accuracy issues Checkmark zones are bounded by printed frames, which are visible on the input document, but may be visible or invisible in the image passed to the recognition module, due to the use of dropout colors during scanning. The accuracy of this module can be improved by specifying in advance how the module will handle frame detection (frames visible, frames invisible, auto-detect). This recognition module is not influenced by the overall performance settings available in the Document options tab (OCR Engine Settings). Conditions The frame can be a rectangle, a circle, an ellipse, etc.; it can be shaded. It may be visible or invisible in the image sent for recognition. The dimension of the frame should be at least 45-50 pixels in each direction, that is 3.5 to 4 mm (0.2 inch) in the case of 300 dpi resolution. If there is a frame visible in the image and the filled-in-error feature is disabled: it can be filled in by any shape such as an X, a tick, non-solid hatching, horizontal or vertical lines, etc. The recommended filling shape is an X or a tick. A small number of contiguous black pixels falling within the checkmark area will lead to a value "filled". The recommended scanner brightness setting is slightly darker than 50%. If there is no frame visible in the image or the filled-in-error feature is enabled: it should be filled so that the checkmark shape could not be mixed with a frame or half-frame, i.e. no lines parallel to the invisible zone borders. The filling shape should be a clear X or a tick. The dimensions of the OMR mark should be at least 45-50 pixels in both directions, which is 3.5-4 mm (0.2 inch) in the case of 300 dpi resolution. Instructions to respondents OMR processing requires a high degree of accuracy. The two-value detection is inherently accurate; three-value detection is more difficult. Good document design and clear instructions to respondents are very important in getting high accuracy. Printing model samples of ideally filled and filled-in-error checkboxes in the instructions is recommended. Respondents should be urged to fill in the document with a dark blue or black pen. Pencils are to be avoided, as are pens with an ink color close to a dropout color on the scanner to be used. See also Defining data extraction settings (page 384) Teaching by position - Defining columns settings (page 389)
OCR - 9-pin printer

This module is designed for ONLY draft-quality 9-pin dot-matrix texts. Range of characters This module can read multiple languages. It can read 18 of the 29 punctuation characters. (The Low Double Comma Quotation Mark is missing). It supports 24 of the 55 miscellaneous characters. (Some missing ones are: the Euro Sign, the Small Script F, the Copyright Sign, Registered Trade Mark Sign and the Degree Sign.) The following table lists all accented letters this module can recognize. The range of uppercase ones supported by this module is limited, since in 9-pin dot-matrix text, there is difficulty in printing these letters. Those with lowercase support only are listed separately:
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Upper & Lowercase Cap.&Small A Acute (A') Cap.&Small AE (Ae) Cap.&Small A Ring (Ao) Cap.&Small A Umlaut (A:) Cap.&Small A Tilde (A~) Cap.&Small C Cedilla (C,) Cap.&Small E Acute (E') Cap.&Small I Acute (I') Cap.&Small N Tilde (N~) Cap.&Small O Double Acute (O") Cap.&Small O Acute (O') Cap.&Small O Umlaut (O:) Cap.&Small O Tilde (O~) Cap.&Small O Slash (O/) Cap.&Small OE (Oe) Cap.&Small U Double Acute (U") Cap.&Small U Acute (U') Cap.&Small U Umlaut (U:) Character attributes
Lowercase only Small A Circumflex (a^) Small A Macron (a-) Small A Grave (a`) Small E Umlaut (e:) Small E Circumflex (e^) Small E Grave (e`) Small I Umlaut (I:) Small I Circumflex (I^) Small I Grave (I`) Small O Circumflex (O^) Small O Macron (O-) Small O Grave (O`) Small S Hacek (Sv) Small U Circumflex (U^) Small U Grave (U`)
Since this module recognizes draft dot-matrix texts, character attributes are not applicable. Expanded characters are not recognized, condensed printout can be, but the accuracy is liable to be low. Conditions This module is used if it is directly specified in a zone structure. It can generate confidence data on recognized characters and can interpret all filter values. See also Defining data extraction settings (page 384) Teaching by position - Defining columns settings (page 389)
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OCR - 24-pin printer

This recognition module recognizes Letter or Near Letter Quality output, as well as Draft Quality output, from 24-pin dot-matrix printers. Only images with the following resolution ranges are supported: 90-110, 160-240, 280-320, 400, 600.This module does not process images larger than 6600 pixels in either width or height, that is it can safely handle A3 size (11.69" x 16.54") portrait and landscape images with 300 dpi resolution. With a larger resolution the supported image size is smaller. The maximum number of zones defined on an image that this module can handle is 64. Range of characters This module supports the characters of the following languages: ! ! ! ! ! ! ! ! ! ! ! ! English French Spanish Italian German Norwegian Portuguese Danish Dutch Finnish Swedish Brazilian
Any of these languages can be combined. See also Defining data extraction settings (page 384) Teaching by position - Defining columns settings (page 389)
OCR - Fixed fonts

This module is designed to read certain groups of fixed-font characters specially designed for OCR or imaging applications, in which no two characters have similar shapes. Application areas are in banking, check or way bill handling, product distribution and document validation, where high accuracy can be vital. It also handles some nonfixed print styles. OCR-A/OCR-B
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In 1968, American Type Founders produced OCR-A, one of the first optical character recognition typefaces to meet the criteria set by the U.S. Bureau of Standards. The design is simple so that it can be read by a machine, but it is slightly more difficult for the human eye to read. OCR-A follows the 1981 standard set by the American National Standards Institute (ANSI), X-3.17-1981 (size I). The same design is also specified for the German DIN 66008 standard. OCR-B was designed in 1968 by Adrian Frutiger for Monotype. This design pushes the limits of the optical reader, but is easier for people to read. OCR-B's construction follows the ISO 1073/II-1976 (E) standard, with 1979 corrections (letterpress design, size I). Both OCR-A and OCR-B have "alternate" versions, which have the standard ISO-Adobe character set instead of the more limited OCR character set. Magnetic Ink Printer This character recognition system uses special ink and characters which can be magnetized and read automatically. MICR is used almost exclusively in the banking industry where it is used to print details on cheques to enable automatic processing.
Range of characters for OCR-A

! ! ! ! ! Uppercase English letters (26) Digits Some punctuation: Comma, Period (full-stop) Miscellaneous characters: Asterisk, Backslash, Dollar sign, Greater-Than sign, Less-Than sign, Plus sign, Slash, Space 3 special OCR-A symbols: ! ! ! OCR Chair OCR Hook OCR Fork
Range of characters for OCR-B

! ! ! ! Uppercase English letters (26) Digits Some punctuation: Comma, Period (full-stop) Miscellaneous characters: Greater-Than sign, Less-Than sign, Plus sign, Slash, Space
Range of characters for Magnetic Ink Printer characters

! ! ! Digits Some punctuation and miscellaneous characters: Period (full-stop), Commercial At, Number sign, Space 4 special MICR symbols: ! ! ! OCR Branch Bank OCR Amount of Check OCR Dash
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OCR Customer Account Number.
Dot and dash digits Ten digits only and the period. Commas are also read, but converted to periods. Though this is in theory a fixed-font, many variants of it are used. Accuracy issues When this module is handling fixed fonts, well printed on a firm surface, with a limited number of possible characters, it should provide high accuracy recognition. This can be further enhanced by use of regular expressions (via a user dictionary) or user-written checking available through the checking subsystem. This recognition is fairly tolerant of differing resolution settings. The dot- and dash-digit symbols are typically printed onto product containers, which may be curved or molded; furthermore many different standards are used. For high accuracy here, the texts to be read should be found on flat surfaces (on packing documents rather than product containers). Conditions This module supports the checking subsystem fully, and also all filter elements (however, Lowercase filter will have no effect). Characters should be at least 4 x 8 pixels large and should not be touching. OCR-A and OCR-B support both single and multi-line zones, the other filling methods (Magnetic Ink, dot and dash digits) do not: each line must be zoned separately. Magnetic ink strings found on checks are usually single-line only. Zones with OCR-A and OCR-B can have either single or multi-line content. By default, for these types of zones, the recognition module assumes multi-line content. See also Defining data extraction settings (page 384) Teaching by position - Defining columns settings (page 389)
Reprocessing forms after a teaching process

When the reprocessing is activated, if there is a modification of the way data is extracted from the document after the validation form creation, a confirmation message displays (It occurs when users in charge of teaching create a supplementary rule.) You can then click Yes to choose to benefit from the modifications and continue the validation. The reprocessing may take a few minutes. You can then click No to validate the form immediately with the previous extraction settings. You will then have to correct the extracted data yourself. If you want/don't want to reprocess the documents, ask your administrator to enable/disable the reprocessing. Note (For administrators) To enable or disable the reprocessing of the forms when a supplementary rule has been created after the creation of the form, you must set the ReprocessFormIfteachingUpdated key in the web.config file. See Web.config file reference (page 609). See also Teaching in Document Manager (page 363)
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Teaching troubleshooting
How can I know that a document has been processed by a supplementary rule? During the validation, when a document has been processed by a supplementary rule, the identifiers which allow the recognition of this document type are highlighted on the document display:
How can I know which user has already performed a teaching operation on a document type and when? 1. 2. 3. When you click the Teach button, a message displays if a teaching operation has been performed on this document type. Click Next. You can see the name of the user who performed the last teaching operation and the date when it occurred at the bottom of the page under the table definition:
How can I know the name of the supplementary rule used to process a document? You have two methods to find the information. First method: 1. 2. 3. 4. 5. 6. 7. In Document Manager, click the Validation tab. Choose the view that displays your document. Click the Create a view link. Give a name to this view. In the Select columns section, select Applied rules and click the right arrow. Save the view. The name of the generic rule and the supplementary rule if any are displayed in the Applied rules column. Second method: 1. 2. 3. When you click the Teach button, a message displays if a teaching operation has been performed on this document type. Click Next. You can see the name of the supplementary rule that processed the document:
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How can I find why the extraction process has already been modified for a document? 1. 2. 3. When you click the Teach button, a message displays if a teaching operation has been performed on this document type. Click the Next button. Next,select the Ref check box on top of the document display:
4. 5.
You can see a superposition of the document used to perform the first teaching operation and the current document (which appears in gray on the document display). The area used to recognize the document is highlighted in the document display. If more than one area are used to recognize the document, select them in the list on the left to highlight them in the document display.
How can I be sure that I have correctly modified the extraction process? Once you have redefined the extraction process, use the preview button at the bottom of the page to extract data according to the extraction parameters you defined. I don't understand why a document has been processed by a supplementary rule rather than another? (Advanced) Ask your administrator to launch the traces for the DDC Recognition module in GDR rules. You will find the identifiers captured on the document:
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Reports overview
Esker offers a reporting tool that allows you to create up-to-the-minute reports combining information from and about the messages that transit through the server via mail, fax, email, SMS, FTP, archiving, and other available transports. This help section explains the various possibilities for presenting data in Esker reports.
What is a report?
A report A report is an effective way to present your information. Reports give you control over how information is displayed and great flexibility when presenting summary information. It's easy to perform calculations and to insert graphs to depict data visually. is simply an organized presentation of data. Esker reports refer to messages and documents that transit through the server. You can produce two types of reports: ! Server-statistical reports providing a detailed history of the server's load, statistics about that load, or billing and cost information. For example, consider a report that shows fax transmission costs by company sites, with the total fax cost and the average cost for a fax for each site. Custom reports on archived documents, these reports are directly related to the content of the archived documents (e.g., invoices, purchase orders, form letters, mailing labels).
Esker reports are designed, generated, displayed and managed in HTML format. Here is an example of an Esker report showing sent faxes classified by fax line (Line 1, Line 2 and Line 0). The following fields are displayed for each fax on the report: date/time of completion, the duration, the fax number, the status and the number of pages are displayed for each fax on the report:
Here is a possible chart based on the data contained in the above report:
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Why use reports?

Esker reports match both administrators and users' needs: ! ! Administrators use reports to diagnose the performances and cost of the Esker Platform server document delivery solutions. Users can use reports to organize and print key business information, for example, a synthetic view of a mass mailing performed or of product sales, for a presentation or for distribution to others in the organization.
You should use a report when: ! ! You want to print information that you use regularly. You want to group or summarize information for reporting to others.
To learn more about using reports, refer to Getting started with reports.
Getting started with reports

Refer to the roadmap below for explanations and links on the main report-related tasks. ! Before designing your own report, you can view the existing reports. For this, open the Reports tab in the Document Manager, and click on report names to view reports. For information about the Reports tab, refer to Reports interface. For explanations about the existing reports, refer to Reports provided by default.
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To create your own report, there are two separate steps to follow: 1. 2. Design the report using the web Report Wizard that guides you through the required steps. If you prefer, you can save a copy of an existing report and edit this copy instead of starting from scratch. Run the report to view your data in your report.
Once you have created a report design and save it, you can use it over and over again. The report design stays the same, but you obtain current data each time you run the report. ! Once you have designed a report, you can schedule its generation to receive a copy of this report in PDF format either regularly (daily/weekly/monthly or yearly) or just once, at a given date and time. For more details, refer to Scheduling a report. You can print the report for a presentation to others in the company. For details, refer to Printing a report. If you need to use the report in a format other than HTML, you can use the export To export is to distribute your report to a disk file. Esker report tool allows you to export your reports in multiple formats. feature. For details, refer to Exporting a report. If your report needs to be changed, you can modify the report design. Refer to Editing a report. You can delete a report if you no longer wish to use it. Note Depending on your Document Manager profile, you may not be able to perform one or more of the above tasks, for example, scheduling reports. See also Reports overview
! !
! !
Reports interface overview

How to access the reports tab in Document Manager From Document Manager, open the Reports tab. Type your expanding text here. The Reports tab displays the list of available reports with their names and descriptions and allows you to create new reports. For more information on the Esker reporting tool, refer to Reports overview. Four sample reports are provided by default with the product. For explanations of these reports, refer to Reports provided by default.
Introduction to the Reports tab interface

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1.
Views : Views are used to display a subset of jobs according to certain custom-defined filters (e.g. reports on the fax activity, etc.) and offer tools for managing them (e.g. Delete, Create buttons, or additional real-time sub-filters).Views let you customize the layout of the tab. The customization may include filters on what is displayed in the list of messages, additional sub-filters, specific buttons, etc. The three links (Create, Modify and Delete) next to the View drop-down list allows you to edit views. For more information about views, please refer to Views overview. By default, only one view is proposed, All reports (default), which displays every report created. See also Using views
2.
List of reports : This area is comprised of a table that contains your reports, possibly filtered by the current view (see first section for more information), and some tools for managing them. The table displays the report name, a description of the report and a Visibility column that allows you to see whether the report is public (available to all users) or private (available to you alone).Once you have chosen a view (in the first area), the content of this table will update accordingly to help you find the report you are looking for. From there, you will be able to perform actions on your reports, from basic operations such as viewing or deleting a report to a more advanced usage (e.g. scheduling reports). For a better readability, the table is displayed on multiple pages (the number of lines on each page can be configured via the Number of elements displayed in a list parameter in your Personal setting page). You can easily navigate through these pages by using the First page, Previous page, and Next page links available at the top and the bottom of the table. Click the column header of your choice to sort the list relatively to this column in ascending order. Click it a second time to sort it in descending order. A small arrow is displayed next to the column header, indicating which column is currently used for the sorting, and in which order. Note Views allow you to customize the table appearance, so the columns and the actions (in the Action column) available may differ from one view to another.
Managing reports
! Reports run automatically when you click the report name. To run one of the reports available, click on its name in the report list. A web page opens that provides an example of the report with up-to-date data. For more information, refer to Running a report. To view the parameters of one of the reports available, select Edit next to the report name in the report.see Modifying a report. To create a custom report, click the Create button. This launches the Report Wizard, which is a web wizard that provides point-and-click options. Refer to Creating a report for details on the report creation steps. To create a new report based on an existing one you must run the existing report and use the Save as action available on the report page. See Saving a copy of a report.
! !
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From the page showing the report, you can print the report and you can configure a task on the server to generate instances of the report at a given date and time. For details about report scheduling, refer to Scheduling a report. You can delete a report, see Deleting a report. Warning Reports follow the policies defined for the user who is logged on. To see a report, "Read" must be marked on the data included in the report.
Reports provided by default

The Esker reporting tool comes with the following reports by default: ! ! ! ! ! All documents by transport and status Documents sent per day Pending documents by transport Transport chart Default reports related to SOP-AP
A good way to understand how a report works is to look at these reports and examine their design. To view these reports in Document Manager, open the Reports tab and click the name of the report to be displayed from the report list. To examine their parameters in Document Manager, click Edit next to the report name on the Reports tab. You will find below an explanation of each report followed by a screenshot of the report and a table describing the report's parameters. These are examples of values you could use in your reports. You may create the reports you need starting from one of these reports rather than starting from scratch. For this, use the Save as button on the report page. For more information, refer to Saving a copy of a report.
All documents by transport and status

This report shows the messages (inbound or outbound) that have either been successfully sent, that have failed, or that have been cancelled. Messages are grouped by transport and by status. Here is an example of this report generation showing 20 emails sent successully and 3 web forms that have been cancelled. The + sign on the report page lets you display the message details: sender name, recipient name, etc.
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Parameter Report type Transports Groups Columns Filter Chart
Value Grouped list Applies to all the transports configured on the server (outbound and inbound). Groups messages by transport (all emails, all faxes, etc.), and within each transport, by status Displays the following columns: Sender name, Recipient name, Subject, Date/time submitted, Date/time completed. The sort is done on the Date/time completed field. Only displays the messages that are in a final status (success, failed or canceled). See the list of possible Message status. Includes an horizontal bar - stacked chart showing the number of records per transport.
Documents sent per day

This report shows the messages that are sent successfully each day from the current server. Here is an example showing 216 messages sent on February, 16 and 65 on February, 17.
Parameter Report type Transports Groups Filter Chart
Value Summary Applies to all the outbound transports configured on the server. Groups messages by date/time of completion. Only displays messages that have been sent successfully. See the list of possible Message status. Includes a vertical bar chart showing the number of records sent per day.
Pending documents by transport

This report shows all the messages (inbound and outbound) that are in a waiting status in the server database (i.e. to validate, being sent or waiting). Here is an example showing 60 outbound faxes and 64 web forms to validate and 64 inbound DeliveryWare Rules jobs waiting:
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Parameter Report type Transports Groups Filter
Value Summary Applies to all the transports configured on the current server (outbound and inbound). Groups messages by transport (all emails, all faxes, etc.), and within each transport, by status Only displays the messages that are not in a final status (i.e. unprocessed, submitted, accepted, converting, converted, retry, to validate, being sent, waiting ). See the list of possible Message status. Includes a vertical bar - stacked chart showing the number of records per transport.
Chart
Transport chart
This report shows a chart of all the messages received or sent on the current server. Here is an example showing the number of messages per transport with their status.
Parameter Report type Transports Filter Chart
Value Chart only Applies to all the transports configured on the server (outbound and inbound). no filter Includes a vertical bar -stacked chart showing the number of records sent per transport.
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Default reports related to SOP-AP

The following reports display a number of statistics regarding to sales order processing and account payable workflows. By default, these reports are public. You can use them as-is or edit them to suite your needs. Report name AP - Average data input processing time AP - Average SLA processing time Description Displays the average data input processing time for all invoices sorted per user in charge of validation. The data input processing time is the time taken by a user to validate an invoice. Displays the average SLA (Service Level Agreement) processing time for all invoices sorted per user in charge of validation. The SLA processing time is the time elapsed between the document reception and the validation ending by the user. Average total processing time for all invoices sorted per user in charge of validation. The total processing time is the time elapsed from the document reception to the payment approval or unblocking. Displays the number of credit notes created per vendor. Displays the sum of all invoices grouped by month and vendor. The invoice date is used to regroup the invoices. Displays the sum of all invoices grouped by owner and status. The owner of an invoice is the user in charge of it's validation. A given invoice can have one of the following statuses. ! ! ! ! ! AP - Invoices by status The invoice has been created in Esker Platform (status code 0). The invoice is currently waiting to be approved (status code 10). The invoice's payment has been refused (status code 20). The invoice's payment has been approved (status code 30). The invoice's payment has been unblocked (status code 40).
AP - Average total processing time AP - Credit notes per supplier AP - Invoices by date range AP - Invoices by owner
Displays the sum of all invoices grouped by status and vendor. A given invoice can have one of the following statuses. ! ! ! ! ! The invoice has been created in Esker Platform (status code 0). The invoice is currently waiting to be approved (status code 10). The invoice's payment has been refused (status code 20). The invoice's payment has been approved (status code 30). The invoice's payment has been unblocked (status code 40).
AP - Invoices by supplier
Displays the sum of all invoices grouped by vendor and status. A given invoice can have one of the following statuses. ! ! ! ! ! The invoice has been created in Esker Platform (status code 0). The invoice is currently waiting to be approved (status code 10). The invoice's payment has been refused (status code 20). The invoice's payment has been approved (status code 30). The invoice's payment has been unblocked (status code 40).
AP - Invoices put on hold
Displays the sum of all the invoices that are currently on hold. The invoices are grouped by vendor.
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Report name AP - Invoices that have been on hold
Description Displays the sum of all the invoices that have been on hold at some point during their processing. The invoices are grouped by vendor. Note This report includes the result of the report Invoices put on hold.
AP - Invoices unblocked for payment AP - Invoices waiting for approval AP - Invoices waiting for validation SOP - Average data input processing time SOP - Average SLA processing time
Displays the sum of all the invoices unblocked for payment grouped by vendor.
Displays the sum of all the invoices currently waiting for approval grouped by user in charge of validation. Displays the sum of all the invoices currently waiting for validation grouped by user in charge of validation and vendor. Displays the average data input processing time for all sales orders sorted per user in charge of validation. The data input processing time is the time taken by a user to validate a sales order. Displays the average SLA (Service Level Agreement) processing time for all sales orders sorted per user in charge of validation. The SLA processing time is the time elapsed between the document reception and the validation ending by the user. Displays the sum of all sales orders grouped by customer. Displays the sum of all sales order grouped by month and customer. The PO date is used to regroup the sales orders. Displays the sum of all sales orders grouped by owner. Displays all sales orders currently waiting for validation grouped by user in charge of validation and customer.
SOP - Sales Orders by customer SOP - Sales Orders by date range SOP - Sales Orders by owner SOP - Sales Orders waiting for validation
See also Reports overview Getting started with reports (page 414)
Creating a report
Before creating a custom report A report is an effective way to present your information. Reports give you control over how information is displayed and great flexibility when presenting summary information. It's easy to perform calculations and to insert graphs to depict data visually., you should have a clear idea of the output report you need to generate: which data and calculations you want to display and how, which chart to include if you need one, etc. Read Which data to report on? below to help you with this. The best way to understand how a report works is to look at one of the predefined reports provided with the product and examine its design. For this, refer to Reports provided by default. Some information in a generated report comes from the source of the report's data, other information about a report, such as the report name and chart title, is stored as part of the report design. You can either create the new report from scratch or you can create it from an existing report, using the Save as option. For this, refer to Saving a copy of a report.
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Important Before creating a report, check that you have "Read" access to the data you want to include in your report. For example, to report on the fax traffic in your department, you must have access to the outbound fax queue in the security policies defined for Esker Platform. To create a new report: 1. 2. From Document Manager, open the Reports tab, and click the Create button. Follow the steps of the Report Wizard using the Next button. See the list of Report Wizard steps. Context-help is available for all screens of the wizard. Click Help at the top right of any wizard page to access it.
Which data to report on?

With Esker products, the raw data to report on is the data associated with the messages that transit through the server. Which data is associated with a message depends on the transport used to process the message (i.e., email, fax, SMS, archive, etc.). That's why prompting you to select the transports on which to base the report is the first step in the design of an Esker report. We can draw up two categories of data to report on: ! Predefined message fields The report takes its data from the DeliveryWare field values. Typical fields are : Recipient address, Sender name, Priority, Cost, etc. Data field values are displayed in the report columns if you select a detailed list report type. (e.g., recipient address, completion date and time, sender name, status, cost, etc.). Reporting on these fields allows administrators to monitor the server activity (detailed history of the server's load, statistics about that load, or billing and cost information). Custom fields created by your server administrator for the archiving of a specific type of business documents (e.g., invoices, purchase orders, mailings, etc.). With these fields users can create any kind of reports depending on the archived document type (opportunity, forecast and sales reports, account and contact reports, leads reports, campaign reports, and so on).
Report Wizard steps

Each report design includes some or all of the following steps depending on the report type selected on the first wizard screen: ! ! ! ! ! ! ! ! Step 1: Selecting the report type to use Step 2: Selecting the transports to report on Step 3: Selecting operations Step 4: Selecting columns to group data (this step does not apply to list and chart only reports) Step 5: Selecting report data (this step does not apply to summary and chart only reports) Step 6: Filtering records Step 7: Defining a chart Saving the report
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Report edition : Step 1 - Selecting the report type to use

How to launch the Report Wizard and access this screen From Document Manager, open the Reports tab and click the Create button. You may want to create a number of different types of reports A report is an effective way to present your information. Reports give you control over how information is displayed and great flexibility when presenting summary information. It's easy to perform calculations and to insert graphs to depict data visually., depending on your needs. For instance, an analysis prepared for senior management might call for a summary or grouped report while a meeting with a vendor might call for a detailed report containing all archived data. Esker reporting tools allow you to create reports that: ! Organize and present data in groups A group is a set of records that are related to each other in someway. For example, a group might consist of all the messages originating from a given person or the messages delivered via a given transport (email, fax, SMS, etc.).. Calculate group totals and grand totals A grand total is the summary of all values in a column, for the entire report.. Include a limited amount of data based on accurate criteria. Present your data in an attractive format with charts.
! ! !
On the first screen of the Report Wizard, you are asked to choose among the following types of reports. Your choice determines the way data will be presented on the report. ! ! ! ! List Grouped list Summary Chart only
You can find explanations of these report types below. Note Once the current report has been created, you will not be able to change the report type selected here, even by editing the report design. If this type does not suit you, you will have to create a new report and select a different report type.
List
Also known as "tabular reports". This type of report provides a simple listing of your data without any subtotals. With this type of report, you can click on any message in the report list to view the message properties page and access information that is not displayed on the report. Use this report type for reports such as message lists or contact mailing lists. You can add a chart below the list to provide a graphical view of your data. Click here to view an example Here is a list report that shows the list of successful faxes sent with the sum of fax pages sent:
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Grouped list
This type of report provides a listing of your data including sorting Sorting is a method of organizing the order in which data appears on your report. and subtotaling A subtotal is the sum of all values from a single field, from all the records in a group. of the data. Data is organized into groups A group is a set of records that are related to each other in someway. For example, a group might consist of all the messages originating from a given person or the messages delivered via a given transport (email, fax, SMS, etc.)., such as by account, by transport, by product category or by date. Subtotals are calculated for each group and a global total is displayed for the entire report. With this type of report, you can click on any message in the report list to view the message properties page and access information that is not displayed on the report. You can add a chart below the table to provide a graphical view of your data. Tip about grouped list reports Information is often more informative when viewed by group. For example, a report that groups sales by region can highlight trends that otherwise might go unnoticed. Totals are placed at the top of each group in your report. Click here to view an example Here is a grouped list report that shows the faxes sent per fax line:
Summary
This type of report provides a summarized grid with only the total and subtotals classified by groups and no message list. Subtotals A subtotal is the sum of all values from a single field, from all the records in a group. are calculated for each group A group is a set of records that are related to each other in someway. For example, a group might consist of all the messages originating from a given person or the messages delivered via a given transport (email, fax, SMS, etc.). and a grand total A grand total is the summary of all values in a column, for the entire report. is displayed for the entire report. This type of report does not allow you to access message properties pages. You can add a chart below the table to provide a graphical view of your data. Click here to view an example Here is a summary report that provides information on fax traffic. It shows all successful faxes sent classified by Fax Line (29 faxes sent on Line 1 and 21 faxes sent on Line 2). And it shows the various operations for each fax line and for all faxes in the highlighted in red after the report details. ! ! the average time required to send a fax, and the minimum and maximum duration the average number of pages sent per fax
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the average number of attempts to send a fax
Chart only
This type of report provides a graphical view of your data only. There are four main types of charts available with variants: Horizontal bar, Vertical column, Line and Chart pie. Click here to view an example Here is a pie chart that shows the ratio of emails and faxes sent:
See also Report edition : Step 2 - Selecting the transports to report on (page 425) Creating a report (page 421) Reports overview (page 413) Getting started with reports (page 414)
Report edition : Step 2 - Selecting the transports to report on

How to launch the Report Wizard From Document Manager, open the Reports tab and click the Create button. In this step of the Report Wizard, you are asked to select the transport(s) (also called "delivery methods") to base the report on. This will determine the list of fields The report takes its data from the database field values. Typical fields are : Recipient address, Sender name, Priority, Transmission cost, etc. Data field values are displayed in the report columns if you select a detailed report type. available for the report A report is an effective way to present your information. Reports give you control over how information is displayed and great flexibility when presenting summary information. It's easy to perform calculations and to insert graphs to depict data visually.. For example, if you select Outbound email messages as a transport to report on, you will be able to choose fields to insert on the report among the list of fields associated with the Outbound email messages transport (i.e., recipient email address, completion date and time, subject, priority, etc.). Selecting a custom document archive as the transport to report on allows you to generate reports on your personal data (for example, invoice number, customer name, invoice total, etc. if the archived document is an invoice.). 425
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Selecting any other transports (e.g. Outbound faxes, Inbound Faxes,Print, Inbound email messages, etc.) allows you to create server-statistical reports providing a detailed history of the server's load, statistics about that load, or billing and cost information. Note The list of transports available depends on the connectors installed and configured on the server.
Transport selection
You must select at least one transp'ort. If you select more than one transport, for example, Outbound fax and Outbound email messages, the list of fields The report takes its data from the database field values. Typical fields are : Recipient address, Sender name, Priority, Transmission cost, etc. Data field values are displayed in the report columns if you select a detailed report type. available for the report will include the fields specific to each transport selected (for example, Email address and Fax number) and the fields that are common to the transports selected (for example, Date/Time completed and Recipient name). See also Report edition : Step 3 - Selecting operations (page 426) Creating a report (page 421) Reports overview (page 413) Getting started with reports (page 414)
Report edition : Step 3 - Selecting operations

How to launch the Report Wizard From Document Manager, open the Reports tab and click the Create button. Reports A report is an effective way to present your information. Reports give you control over how information is displayed and great flexibility when presenting summary information. It's easy to perform calculations and to insert graphs to depict data visually. allow you to perform calculations on raw data. For example, a report can quickly calculate the average number of pages sent per fax (for this, check the Average box next to the Pages sent field under Statistics about pages). The sum of records In the server database, a record is created for each message transiting through the server. Each record contains one or more fields depending on the transport used to deliver it. Data from an individual record is displayed as a row of data on list reports. for each transport selected (for example, the number of faxes), as well as the total number of records in the report are implicitly calculated and inserted in all reports. In addition, the following sorts of calculations are available: ! Sum of the values for a given field The report takes its data from the DeliveryWare field values. Typical fields are : Recipient address, Sender name, Priority, Cost, etc. Data field values are displayed in the report columns if you select a detailed list report type. Average of the values for a given field Minimum value for a given field Maximum value for a given field
! ! !
The fields on which you can perform operations are classified into categories which are displayed in alphabetic order. There is one category for each transport selected, one category for miscellaneous fields common to all transports, one category for cost-related fields, one category for document counters (for example, counting the number of cancelled documents), etc. For information on one of the fields available, see the Fields list.
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You can perform operations on dates, for example, calculate the interval between two dates and show the average interval for all messages, using computed fields.
Sum: subtotals and grand totals

Many reports use some sort of totaling. For example, in a report on fax traffic grouped by company department, you might want to calculate the total dollar amount spent on fax output in each department. You can do this by creating a subtotal A subtotal is the sum of all values from a single field, from all the records in a group. (i.e. Sum operation) on the Cost field. Subtotals of fax cost will be calculated for each group A group is a set of records that are related to each other in someway. For example, a group might consist of all the messages originating from a given person or the messages delivered via a given media (email, fax, SMS, etc.). and displayed at the top of each group (under the department name), and a grand total A grand total is the summary of all values in a column, for the entire report. of total fax cost for all departments of the company will be calculated for the entire report and displayed at the bottom of the report page.
Sums and Averages

Summaries are also used at the group A group is a set of records that are related to each other in someway. For example, a group might consist of all the messages originating from a given person or the messages delivered via a given media (email, fax, SMS, etc.). level, allowing you to calculate averages, sums, and other group values (minimum and maximum values). For example, in a server monitoring report, you may want to calculate the average duration for fax transmission (for this, select Average on the Duration fax field).
Computed Fields
You can define custom computed fields to perform operations on date/time intervals and display these operations on your report. You will also be able to group data and to filters records based on any computed field available. There is one computed field predefined by default, called Processing time. This field calculates the interval time between the date/time when a message is submitted to the server and the date/time when the message is sent (or failed). You can use this field to calculate the average message processing time for example. For this, check the Average box on the Processing time field line. To define a custom computed field, click New computed field at the bottom of the table. 1. 2. 3. Enter a name for the new field. Define the calculation you want by selecting a date from each drop-down list, before and after the minus sign. Choose what you want to display on your report based on this calculation: the Sum, the Average, the Minimum value or the Maximum value.
Where do these calculations appear on the report?

On List reports, the totals are displayed at the bottom of the report, after the list of records. Click here to view an example. The list report below shows totals for the number of faxes sent and the number of fax pages sent.
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On grouped reports (Grouped list and Summary report types), subtotals A subtotal is the sum of all values from a single field, from all the records in a group. are displayed for each group A group is a set of records that are related to each other in someway. For example, a group might consist of all the messages originating from a given person or the messages delivered via a given media (email, fax, SMS, etc.). of data, in the group header A group header is a section created by the program whenever you insert a group, a summary, or a subtotal. The group header section is typically used to display the name of the group or some other identifying information. at the top of each group. The grand total A grand total is the summary of all values in a column, for the entire report. for the entire report is displayed at the bottom of the report. Click here to view an example The summary report below shows the following calculations at two levels (for each fax line and for all faxes): ! ! ! the average time required to send a fax and the minimum and maximum duration the average number of pages sent per fax the average number of attempts to send a fax
On line and vertical bar charts, calculations are shown on the Y-axis (vertical). On pie charts, calculations are displayed as values next to the wedges. Click here to view an example The pie chart below shows the number of emails and faxes sent:
See also Report edition : Step 4 - Selecting columns to group data (page 428) (this step does not apply to list and chart only reports) Creating a report (page 421) Reports overview (page 413) Getting started with reports (page 414)
Report edition : Step 4 - Selecting columns to group data

This step in the Report Wizard does not apply to List and Chart only reports.
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How to launch the Report Wizard From Document Manager, open the Reports tab and click the Create button. In many reports A report is an effective way to present your information. Reports give you control over how information is displayed and great flexibility when presenting summary information. It's easy to perform calculations and to insert graphs to depict data visually. you need to break the data into groups A group is a set of records that are related to each other in someway. For example, a group might consist of all the messages originating from a given person or the messages delivered via a given media (email, fax, SMS, etc.). in order to make it easier to read and to understand. The Esker report tool lets you do this easily. Some sort of grouping is proposed by default depending on the selected transports. For example, if the current report is about outbound faxes, the Fax number field is pre-selected for grouping. If you have selected multiple transports, it is the Transport field that is pre-selected. You can keep this pre-selection or select another field to suit your needs. 1. Choose the fields The report takes its data from the database field values. Typical fields are : Recipient address, Sender name, Priority, Transmission cost, etc. Data field values are displayed in the report columns if you select a detailed report type. by which you want to group and subtotal A subtotal is the sum of all values from a single field, from all the records in a group. the data. In the example shown below, the information is grouped by transports: Outbound faxes and Outbound email messages. Select Transport to group messages according to the transport used to process them. You can choose up to three fields for grouping data. Choosing more than one field allows you to subsort your data. Each group level has a sorting Sorting is a method of organizing the order in which data appears on your report. option : Ascending or Descending. When grouping by date field (for example, Date/time completed), you can further group the data according to a specific time period such as days, months, years, hour or minutes. If you further group by hour, the report will show sub-group headers with hour intervals like (3PM-4PM). The date and time displayed in the group header matches the language of the current user (e.g. mardi 24 janvier 2006 16h for a French user gives Tuesday, January 24, 2006 4 PM for an English user). Click here to view an example.The following example shows the faxes and the emails that were set on February, 16 2006 between 8:40 am and 8:41 am. This is done using a group by Date/time completed plus hour and using two filters on the Date/time completed field (greater than 2/16/2006 8:40:00 AM and less than 2/16/2006 8:41:00 AM):
2. 3.
The various fields available are classified into categories (which are displayed in alphabetic order). There is one category for each transport selected, one category for miscellaneous fields common to all transports, one category for cost-related fields, one for notification-related fields, one for statistics about pages, etc. For information on one of the fields available, see the Fields list. The calculations defined on the previous wizard screen will be performed for each group and will be displayed at the top of each group, in the group header A group header is a section created by the program whenever you insert a group, a summary, or a subtotal. The group header section is typically used to display the name of the group or some other identifying information.. In the example below, you can see that 10 faxes and 12 email messages have been sent. Note For custom document archives, the Recipient address field is filled with the archive name as it appear under the Archive Connector on the server.
Understanding group headers

When a group is inserted, a group name field is automatically inserted in the group header section of the report. The group name field displays the current group's name. For example, if you group faxes by fax line as in the example below and preview the report, the group header for the Line 1 group shows "Line number: 1" and the number of fax
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sent for this line. The group name is automatically formatted to stand out from the records in the group. You can click the minus or plus signs to hide or display the group details below the each group header.
Sorting records
You are prompted to choose the sort order Sort order is an indicator of the direction in which you want your data to be presented once it is sorted. Data is displayed in one of two sort orders: ascending or descending. for each group defined.
Ascending
Ascending order means smallest to largest (1 to 9, A to Z, False to True) or earlier to later for dates (Tuesday, January 24, 2006 comes before Friday, January 27, 2006). The program sorts the records in ascending order based on the values in the field you select.
Descending
Descending order means largest to smallest (9 to 1, Z to A, True to False) or later to earlier for dates (Friday, January 27, 2006 comes before Tuesday, January 24, 2006). The program sorts the records in descending order based on the values in the field you select. See also Report edition : Step 5 - Selecting report data (page 430) (this step does not apply to summary and chart only reports, click here in this case). Creating a report (page 421) Reports overview (page 413) Getting started with reports (page 414)
Report edition : Step 5 - Selecting report data

This step in the Report Wizard does not apply to Summary and Chart only reports. How to launch the Report Wizard From Document Manager, open the Reports tab and click the Create button. Placing data on a report A report is an effective way to present your information. Reports give you control over how information is displayed and great flexibility when presenting summary information. It's easy to perform calculations and to insert graphs to depict data visually. is a very important task. You need to know what type of data should be placed on the report and where on the report it should be placed. Much of the data placed on a report are fields The report takes its data from the database field values. Typical fields are : Recipient address, Sender name, Priority, Transmission cost, etc. Data field values are displayed in the report columns if you select a detailed report type., displaying data as it is stored in the server database. Each field selected will be displayed here in a separate column A column is the display of data from a single database field. on the report. Below is a sample that shows three columns on the report page, with a grouping A group is a set of records that are related to each other in someway. For example, a group might consist of all the messages originating from a given
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person or the messages delivered via a given media (email, fax, SMS, etc.). by transport and a sorting Sorting is a method of organizing the order in which data appears on your report. by completion date and time:
Adding/removing columns in your report

To help you with this step, some columns are pre-selected in the Selected columns list depending on the transports selected. For example, if the current report is about outbound faxes, the following columns are proposed by default: Date/time completed, Date/time submitted, Recipient company, Recipient name, Sender account, Sender address, Status. You can keep this column selection or change it to suit your needs. The fields on which you selected operations in step 3 will be displayed on the report even if not selected here. Warning There is no limitation for the number of columns in the report since reports are displayed in HTML format. Yet you must be aware that the more columns you add, the longer the report generation and display will be. Note that from the generated report you will be able to click on any message listed and see its property page. This allows you to view any information about the message that is not displayed on the report. The wizard screen presents two boxes: the left one lists all the available columns, the right one lists the columns that will be included on the report. To add a column into the right box, double-click it on this column from the left box, or select it, and use the > arrow. To remove a column, select the column to delete from the right box, and click <. To remove all columns from the selection, click <<.
List of columns available

The various columns available are classified into categories, which are displayed in alphabetic order. There is one category for each transport selected (including custom document archives with their own custom columns), one category for miscellaneous columns common to all transports, one category for cost-related columns, one for notification-related columns, one for statistics about pages, etc. For information on one of the columns available, see the Fields list. Note For custom document archives, the Recipient address field is filled with the archive name as it appear under the Archive Connector on the server.
Ordering columns on your report

Order the report columns in the way you wish to view them in your report. Use the Up and Down buttons to order the columns from left to right on the report. The first column in the list will be displayed on the left on the report.
Sorting columns on your report

If you have included several columns in your report, choose the column you want to use for the sorting of the data in the report table. Select the first column in the above box if you want the sorting to be done on the first column on the left in the report.
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The sort field A sort field is a database field on which the sort procedure is based. chosen here will be automatically displayed even if you have not included it in the Selected columns box. Also choose the sort order Sort order is an indicator of the direction in which you want your data to be presented once it is sorted. Data is displayed in one of two sort orders: ascending or descending.: Ascending or Descending.
Ascending
Ascending order means smallest to largest (1 to 9, A to Z, False to True) or earlier to later for dates (Tuesday, January 24, 2006 comes before Friday, January 27, 2006). The program sorts the records in ascending order based on the values in the field you select.
Descending
Descending order means largest to smallest (9 to 1, Z to A, True to False) or later to earlier for dates (Friday, January 27, 2006 comes before Tuesday, January 24, 2006). The program sorts the records In the server database, a record is created for each message transiting through the server. Each record contains one or more fields depending on the media used to deliver it. Data from an individual record is displayed as a row of data on a tabular report. in descending order based on the values in the field you select. See also Report edition : Step 6 - Filtering records (page 432) Creating a report (page 421) Reports overview (page 413) Getting started with reports (page 414)
Report edition : Step 6 - Filtering records

How to launch the Report Wizard From Document Manager, open the Reports tab and click the Create button. The Esker product allows you to pare down the data to include only the data required for your report A report is an effective way to present your information. Reports give you control over how information is displayed and great flexibility when presenting summary information. It's easy to perform calculations and to insert graphs to depict data visually.. You will rarely want a listing of all the information contained in the Esker server database. Most often you will be interested only in the messages delivered in a given time period or to a certain person, or in messages that have a specific status (success, failed, being sent, waiting, to validate, etc.). For example, it may be useful to have a fax list that only lists faxes that originate from a given department. For this, define a filter on the Sender account field. As another example, you may want to apply a report to faxes and emails submitted the day before that are still pending. In this case, you will define a filter on the Date/time completed and Status fields. Tip Customizing your reports may require executing them a few times as you adjust the report filter and options. We recommend using a filter that gives you a smaller sampling of data until you have finished customizing the report and are ready to save. The current Report Wizard screen is used to select one or more filters to apply on messages before calculating data. You can also choose to add display filters that will be used by default by your report.
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Adding a filter
To define the criteria by which records In the server database, a record is created for each message transiting through the server. Each record contains one or more fields depending on the media used to deliver it. Data from an individual record is displayed as a row of data on a tabular report. will be returned: 1. 2. Click New filter. Choose a field The report takes its data from the database field values. Typical fields are : Recipient address, Sender name, Priority, Transmission cost, etc. Data field values are displayed in the report columns if you select a detailed report type. name from the first drop-down list. Choose an operator. The operator choice depends on the field selected. See Filter operators for descriptions of all available operators. In the third box, enter your search terms to limit the report to records with specific data. The value field takes different forms depending on the selected field. When displayed, click ... to access a list of possible values or a calendar. See the Fields list for information on the type of value to enter for each field. See Message status for the list of numeric values you can set for the Status field. See Notes on entering filter criteria below for tips on entering search terms. When defining multiple filters, click Show advanced option if you want to change the default AND relationship between each filter.
3. 4.
5.
Enter your advanced filter conditions in the Combined criteria field to specify the relationship between each filter line. Use the line numbers of each filter line and separate each line number with AND, OR, or NOT in your language to specify the conditions a record must satisfy to be included. Use the AND operator to find records that match both values, use the OR operator to find records that match either value, and use the NOT operator to find records that exclude values. For example, to report on faxes submitted the day before that are either in success status or that include more than 10 pages, enter three filter lines: "Date/time completed equal to Yesterday," Status equal to Success," and "Pages sent greater than 10." Then enter "1 AND (2 OR 3)" in the Combined criteria field. See Working with combined criteria for tips on entering advanced filter conditions.
Click Delete to use fewer filters. Click here to view an example The following example shows the faxes and the emails that were set on February, 16 2006 between 8:40 am and 8:41 am. This is done using a group by Date/time completed plus hour and using two filters on the Date/time completed field (greater than - 2/16/2006 8:40:00 AM and less than - 2/16/2006 8:41:00 AM):
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Notes on entering filter criteria ! To create a filter that includes more than one value, enter your search terms, separated by pipes (|), in the third field. For example, to search for addresses in California, New York, or Washington, use "Recipient full address contains CA |NY |WA". ! To search for fax numbers, you might need to include the exact fax number formatting; for example, "Fax number starts with (561)". ! To limit yourself to records that do not contain blank or "null" values for a particular field, choose the field and the not equal to operator; leave the third field blank.
Adding a display filter

In addition to standard filters, you may also use display filters. The only difference between report filters and display filters is that the latter will not be automatically applied when the report is launched. Instead, the list of display filters will be displayed on the page, allowing the user to modify the values. Display filters in reports are created and managed in a similar way than in views. When designing a report, you can choose to add display filters that will be used by default. To do so: 1. 2. 3. 4. Click New filter. Choose a field name from the first drop-down list. Choose an operator. The operator choice depends on the field selected. See Filter operators for descriptions of all available operators. In the third box, enter the terms that will be used to search for data to hide in the report. The value field takes different forms depending on the selected field. When displayed, click ... to access a list of possible values or a calendar. See the Fields list for information on the type of value to enter for each field. See Message status for the list of numeric values you can set for the Status field. See Notes on entering filter criteria below for tips on entering search terms.
See also Report edition : Step 7 - Defining a chart (page 434) Reports overview (page 413) Getting started with reports (page 414)
Report edition : Step 7 - Defining a chart

How to launch the Report Wizard From Document Manager, open the Reports tab and click the Create button. As an option , you may choose chart settings to display your report data in a chart. The chart is displayed below the report table (except for chart only reports in which there is no report table). If you do not want to include a chart in your report A report is an effective way to present your information. Reports give you control over how information is displayed and great flexibility when presenting summary information. It's easy to perform calculations and to insert graphs to depict data visually., set the Type field to None. If you want to include a chart in your report, you must: 1. 2. 3. Enter a title for the chart on your report (optional). Select the type of chart to be used. Depending on the chart type, specify the data for the X-axis (horizontal), the Y- axis (vertical), groupings for grouped charts, and values with labels for those values in a pie chart.
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Chart Title
If you enter a title, which is not compulsory, this title is printed on the report (centered above the chart).
Chart Type
Select the type of chart to be used when representing the data in your report. The list of available charts depends on the type of reports selected. There are four main types of charts with variants: Vertical bar, Horizontal bar, Line and Pie. Negative numbers are supported on line and vertical/horizontal bar charts (except for stacked charts).
Select
To Display...
Vertical Bar
Vertical Bar - Grouped
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Vertical Bar - Stacked
Vertical Bar - Stacked to 100%
Horizontal Bar
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Horizontal Bar - Grouped
Horizontal Bar - Stacked
Horizontal Bar - Stacked to 100%
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Line
Line - Grouped
Line - Cumulative
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Line - Grouped Cumulative
Pie
Click here to view an example Here is a pie chart that shows the ratio of emails and faxes sent:
Configuring Horizontal bar charts

1. Choose the type of data to be displayed on the Y-axis (vertical) for your chart. For this, choose a field The report takes its data from the database field values. Typical fields are : Recipient address, Sender name, Priority, Transmission cost, etc. Data field values are displayed in the report columns if you select a detailed report type. from the drop-down list. For information on a field, see the Fields list. For grouped reports, the Yaxis displays data from the first-level group A group is a set of records that are related to each other in someway. For example, a group might consist of all the messages originating from a given person or the messages delivered via a given media (email, fax, SMS, etc.).. Choose the type of data to be displayed on the X-axis (horizontal) for your chart. The X-axis displays data issued from one of the calculations defined previously. The drop-down list displays the calculations defined for
2.
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the report. Among these calculations, choose the one you want to display on the chart. For grouped reports, the X-axis displays dynamic calculation results for each group. 3. For grouped and stacked bar charts, a different color is used for each group on the chart. A legend is inserted next to the chart to associate each color with a group name (e.g., email, fax, SMS if grouped by transport names). Choose the type of data by which you wish to group information on your chart next to the legend on the right (for example, select Transport name to have a view of the data and calculations for each transport (email, fax, FTP, SMS, archive, etc.). For information on a field, see the Fields list.
Configuring Line and Vertical bar charts

1. Choose the type of data to be displayed on the Y-axis (vertical) for your chart. The Y-axis displays data issued from one of the calculations defined previously. The drop-down list displays the calculations defined for the report. Among these calculations, choose the one you want to display on the chart. For grouped reports, the Y-axis displays dynamic calculation results for each group. Choose the type of data to be displayed on the X-axis (horizontal) for your chart. To do this, choose a database field from the drop-down list. For information on a field, see the Fields list. For grouped reports, the X-axis displays data from the first-level group. For grouped and stacked line and bar charts, a different color is used for each group on the chart. A legend is inserted next to the chart to associate each color with a group name (e.g., email, fax, SMS if grouped by transport names). Choose the type of data by which you wish to group information on your chart next to the legend on the right (for example, select Transport name for a view of the data and calculations for each transport (email, fax, FTP, SMS, archive, etc.)). For information on a field, see the Fields list.
2.
3.
Configuring pie charts

1. Next to the legend on the left, choose the type of data to be displayed as wedges for your chart. To do this, select a database field from the drop-down list. For information on a field, see the Fields list. For grouped reports, the pie displays data from the first-level group. Choose the type of data to be displayed as values for your chart next to the pie. The drop-down list displays the calculations previously defined for the report. Among these calculations, choose the one you want to display on your pie chart. For grouped reports, the pie displays dynamic calculation results for each group.
2.
What to do next?
You have now finished designing your report. 1. 2. 3. Click Finish to launch the generation of your report. The more fields you have added to your report, the longer the report generation and display will be. Once on the Report page, click Save to enter a name and a description for your report and save it under the list of available reports. See Saving the report. Once you have saved your design, run the report again.
On the report page, you can print the report or export it to a .xls, .csv, .txt or .pdf file on your computer. If this is a List or a Grouped list type of report, you can also access message properties by clicking on records in the report table. Use the back button of your navigator to return to the report page when you are on a message properties page. Refer to Report page to learn what else you can do from the generated report page. See also Next step: Saving the report Creating a report (page 421)
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Reports overview (page 413) Getting started with reports (page 414)
Saving the report

The Save report page enables you to enter/change the name and description of the current report A report is an effective way to present your information. Reports give you control over how information is displayed and great flexibility when presenting summary information. It's easy to perform calculations and to insert graphs to depict data visually. and to save the report's parameters. Using the Save button does not create a new custom report as the Save as button does. 1. 2. 3. 4. Enter a name for the report in the Name field. This name appears in the list of available reports. Enter a description for the report in the Report description field. This description appears next to the report name in the list of available reports. Leave Private checked if you want to be the only user to view this report. The other Document Manager users will not see the new report. Uncheck the box if you want to make the report available to every user. Click Save to save the report parameters. This closes the report and displays the list of all available reports including the one you have just saved.
Working with combined criteria

Use the following tips when entering your combined criteria: Important You must enter the operators AND, OR , NOT in your language (i.e. the language of the Document Manager interface). Otherwise the combined criteria entered does not work. Operators are not case sensitive, you can enter them in either case. English: AND, OR, NOT French: ET, OU, NON German: UND, ODER, NICHT Spanish: Y, O, NO Italian: E, O, NON ! ! ! For each filter line that contains a field, an operator and a value, include the line number in the Combined criteria field. Make sure each open parenthesis "(" has a matching close parenthesis ")." Enclose priority conditions that have in parentheses. For example, "(1 AND 2) OR 3" finds records In the server database, a record is created for each message transiting through the server. Each record contains one or more fields depending on the media used to deliver it. Data from an individual record is displayed as a row of data on a tabular report. that meet either both the first two filters or the third. While "1 AND (2 OR 3)" finds records that meet the first filter as well as either the second or third. Insert one of these terms between each filter line number: and, or, not. Avoid conditions like "1 AND OR 2" AND "(1 2 3)." 441
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! ! !
Begin a condition with the term NOT but do not end one with NOT. For example, "NOT 1 AND (2 OR 3 OR 4)" finds records that meet any of the last three filters and excludes records that meet the first filter. If you remove the contents of a filter, remove the number of that filter line from the Combined criteria field. If you are not able to view a field used in a filter line, results of all the other filter lines are displayed. For example, if your combined criteria is "1 OR 2 OR 3" and you do not have access to the field used in line 1, your combined criteria is ignored and any records that match both the second and third filter lines are displayed. Use the following examples when entering combined criteria: Finds records that match both the first two filter lines or the third. Use the following filter conditions: 1. Fax number starts with 608 2. Number of pages sent greater than 5 3. State equal to Failure This filter can help you see faxes that start with 608 and that include more than 5 pages or any fax that has failed.
(1 AND 2) OR 3
1 AND (2 OR 3)
Finds records that match both the first filter line and either of the last two. Using the same filters as in the example above, this expression finds all faxes starting with 608 that either contain more than 5 pages or that have failed. You can also repeat a filter line in your expression. For example, the expression in this example yields the same results as (1 AND 2) OR (1 AND 3).
(1 AND 2) OR (3 AND 4)
Finds records that match both the first two filter lines or the second two filter lines. This could be useful when comparing activities on different periods of time. Use this expression with the filters below to find all the faxes that cost over $5 that were submitted the week before as well as the faxes that cost over $10 that were submitted the month before. In this example, your filters would look like this: 1. Call cost greater than 5 2. Date/time completed equal to Last week 3. Call cost greater than 10 4. Date/time completed equal to Last month
(1 OR 2 OR 3) AND 4
Finds records that match any of the first three filter lines that also include the last. For example, using these filter conditions: 1. Account equal to Sales 2. Number of pages sent greater than 5 3. Call cost greater than 5 4. Transport equal to fax Use a filter like this to find faxes that have been submitted under the Sales account, that include more than 5 pages or that cost more than $5.
See also Fields list (page 485) Filter operators (page 443)
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Filter operators
The following table describes the operators you can use when defining a filter: Operator equal to not equal to Uses Use for an exact match; for example, "Date/time completed equal to Today." Shows records that don't have the value you enter. This is especially useful for eliminating empty fields; for example, "Email not equal to <blank>." Use when you know what your value starts with, but not the exact text. This is a narrower search term than "contains." For example, if you enter "Account starts with California" you would find California Travel but not Surf California. Use for fields that include your search string but might also include other information. For example, "Account contains California" would find California Travel and Surf California. Eliminates records that do not contain the value you enter; for example, "Mail address block does not contain P. O. Box." Use for results that are less than the value you enter; for example, "Cost less than 1" returns records where the cost field ranges from 0 to 0.99. Use for results that match or are less than the value you enter.
starts with
contains
does not contain less than
less than or equal to greater than
Use when you want results that exceed the value you enter; for example, "Cost greater than 1" returns records where the cost amount begins at $1.01.
greater than or Use for results that match or exceed the value you enter. equal to See also Fields list (page 485) Working with combined criteria (page 441)
Messages status
The table below lists the different possible states for a message processed by the server. Status 0 Description Unprocessed: Messages that have never been loaded by the Output Connector Manager. (Note: The Output Connector Manager is the component in charge of delegating each delivery job to the right connector, depending on the transport involved.) Submitted: Messages that have been submitted to the server from the input queue Accepted: Messages accepted by the connector
10 30
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40 50 60
Converting: Messages that are being converted Converted: Messages that have been converted and are ready to be sent
Retransmission pending: Messages that are being submitted again (after failure for example). Converted, waiting to be validated before being sent: Messages that need validation before sending. They have been converted and are waiting to be validated before being sent. Being sent: Messages that are currently being sent by the server Waiting: Messages that are currently being sent via an external service like Esker on Demand, VSI-FAX, etc. Success: Messages that have been successfully delivered Failed: Messages whose delivery has failed Canceled: Messages whose delivery has been canceled Rejected: Messages that needed validation before being sent and that have been rejected at validation stage.
70
80 90
100 200 300 400
Running a report
Reports run automatically when you click the report name: In Document Manager, open the Reports tab. From the Reports page, click the name of the report to run in the report list. You can also run reports from the Report Wizard when you have just finished designing a new report: click Finish at the end of the wizard. You run reports to view and analyze your data. Note The information you see in reports is only the data to which you have access in the server policies definition. This includes your own records, records to which you have read or read/write access, records owned by users in your group or organization and shared with you. For information on one of the columns in the report, see the Fields list. Here are the tasks you may want to perform from the report page: View message properties This applies to List and Grouped list reports only. On the report page, you can click on any value to view the properties of the associated message. A new web page opens that displays the message details and history. Limit the report result To eliminate unwanted records from the report, click Edit. Or use the Previous button if you have just followed the steps to design the report. Go to the Filter screen in the wizard. For details, see Report edition : Step 6 - Filtering records. If you want to keep the current version of the report before changing the filter, duplicate the report using the Save as option.
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Refresh data Click Refresh for an updated version of the current report. Change the display filters You can select which display filters you wish to use when viewing your report or add new display filter. Check the box in front of a display filter to make it active by default. Print the report Click Print. This opens a printable view of the report in your browser and launches your browser's Print dialog box. Select the printer and the print options to use and click Print to launch the print. Change the report's parameters Click Edit. Or click Previous if you have just followed the steps to design the report. Change the parameters you want in the Report Wizard. If you want to keep the current version of the report before making your changes, duplicate the report using the Save as option. Change the report name and description To change the report name and/or description displayed in the report list, use the Save button or Save as button if Save is not available. Using the Save button does not create a new custom report as the Save as button does. Prevent users from viewing this report If you want to be the only user that can see the current report, click the Save button or the Save as button if Save is not available. Check the Private box. Using the Save button does not create a new custom report as the Save as button does. Create a new report based on the current one To create a new report based on the current one: Click Save as. In the page that displays, enter a name and a description for the new report, and click Save as to save the copy. Run the new report and click Edit to change its parameters. You arrive directly at step 2 of the Report Wizard, see Step 2 - Selecting the transports to report on. Export the report to save it on your computer To save the report on your disk: Click Export. Select an output format (.csv, .xls, .txt or .pdf). Click Export again. Choose your destination folder and file name, and click Save. Scheduling the report Click Schedule. This opens the Report scheduling page, which allows configuring the report generation task. See also Reports overview (page 413) Getting started with reports (page 414)
Printing a report
If you want to keep a view on the data as it is on the report that you have just run, you can use the export or print option from the report page. To print a report, you first need to run the report. The detailed procedure is as follows: 1. In Document Manager, open the Reports main page. Click the name of the report to be exported from the report list. A web page opens that shows an up-to-date copy of this report (data has been automatically refreshed). On the Report page, click the Print button. This opens a printable view of the report in your browser and launches your browser's Print dialog box. Select the printer and the print options to be used and click Print to launch the print.
2.
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You can also print reports at the end of the Report Wizard once you have finished designing a new report: click the Print button on the page that displays your report at the end of the wizard. See also Reports overview (page 413) Getting started with reports (page 414)
Exporting a report
If you want to keep a view on the data as they are on the report that you have just run, you can use the print or export option from the report page. You can save the reports A report is an effective way to present your information. Reports give you control over how information is displayed and great flexibility when presenting summary information. It's easy to perform calculations and to insert graphs to depict data visually. on your computer in the following formats: xls, csv, .txt and .pdf. (CSV format is not available for chart-only reports.) Note If your report design includes a chart and you choose to export into .xls or .pdf format, this chart will appear in the file resulting from the export. To export a report, you first need to run it. The detailed procedure is as follows: 1. In Document Manager, open the Reports main page. Click the name of the report to export from the report list. A web page opens that shows an up-to-date illustration of this report (data has been automatically refreshed). On the Report page, click the Export button. This opens the Exporting report page. On this page, choose the output format that suits you and click Export. This opens your navigator's File Download dialog. On the File Download dialog, click Save. Choose the destination folder and file name and click Save again.
2. 3. 4. 5.
You can also export reports at the end of the Report Wizard once you have finished designing a new report: click the Export button on the page that displays your report at the end of the wizard.
What to do with reports in Excel

For reports that you have exported to Excel: ! ! ! ! You can arrange the columns A column is the display of data from a single database field. and perform any other calculations, as needed. To resize columns, select the whole spreadsheet and use Excel's Format > Column > AutoFit Selection option. To force printing of the report on one page, use the Fit to option under Page Setup. Print the report using the print icon in Excel.
See also Scheduling a report (page 448) Reports overview (page 413) Getting started with reports (page 414) Creating a report (page 421) Editing a report (page 447)
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Saving a copy of a report

You can use the Save as option: ! To save a copy of a report A report is an effective way to present your information. Reports give you control over how information is displayed and great flexibility when presenting summary information. It's easy to perform calculations and to insert graphs to depict data visually. before modifying it. This way you do not alter the original report and you will be able to switch back to it if your modifications are not successful. To create a new report starting from an existing one. Note You will be able to change all the report's parameters except the report type (list, grouped list, summary or chart only). If you save a copy of a summary report, the new report will automatically be a summary report. If you need a specific report type that is not used in the existing reports, you need to create your report from scratch. See Creating a report. To save a copy of the selected report's parameters, proceed as follows: 1. 2. 3. 4. 5. 6. In Document Manager, open the Reports main page. Click the name of the report to copy from the report list. A web page opens that shows an up-to-date illustration of this report (data has been automatically refreshed). On the Report page, click the Save as button. This opens the Save as report page. From this page, enter a name for the new report in the Name field. This name will appear in the list of available reports. Enter a description for the new report in the Report description field. This description displays in the list of available reports on the Reports main page. Leave Private checked if you want to be the only user to view this report. The other Document Manager users will not see the new report. Uncheck the box if you want to make the report available to every user. Click Save as to save the report copy. This closes the report and displays the copy you have just made.
You can then run the new report and click Edit on the report page to change its parameters. You arrive directly at step 2 of the Report Wizard, see Step 2 - Selecting the transports to report on. See also Reports overview (page 413) Getting started with reports (page 414)
Editing a report
You may need to modify the parameters of a particular report A report is an effective way to present your information. Reports give you control over how information is displayed and great flexibility when presenting summary information. It's easy to perform calculations and to insert graphs to depict data visually. in accordance with new business constraints. It is possible to modify all the parameters of the report except the report type (list, grouped list, summary or chart only). Warning If you modify the design of a report, you will lose the original design. If you are unsure about the modifications you are about to make on the report, you should make a copy of the report before modifying it. For this, run the report and click Save as on the report page. To modify a report, follow these steps: 1. In Document Manager, open the Reports tab. In the report list, click Edit next to the name of the report to modify. You can also run the report to modify and click Edit on the report page. You arrive directly at the second step of the Report Wizard.
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2.
Follow the steps of the Report Wizard using the Next button to modify the report design as needed. Contexthelp is available for all screens of the wizard. Click Help at the top right of any page to access it.
Report Wizard steps

Each report design includes some or all of the following steps depending on the report type selected on the first wizard screen: Report edition : Step 2 - Selecting the transports to report on (page 425) Report edition : Step 3 - Selecting operations (page 426) Report edition : Step 4 - Selecting columns to group data (page 428) (this step does not apply to list and chart only reports) Report edition : Step 5 - Selecting report data (page 430) (this step does not apply to summary and chart only reports). Report edition : Step 6 - Filtering records (page 432) Report edition : Step 7 - Defining a chart (page 434) Saving the report (page 441) See also Scheduling a report (page 448) Reports overview (page 413) Getting started with reports (page 414)
Scheduling a report
The Esker reporting tool allows you to schedule reports. Use this feature when you have designed a report and you want to run this report regularly or just once at a given date and time. Recurring report generation can be very useful for a regular overview of the server's activity regularly each day, week, or month. By default, scheduled reports are sent in PDF format by email to the users you specify. If the email transport or PDF as output format does not suit you, you can create your own rule to handle the scheduled reports arriving in DeliveryWare Rules. For more information, refer to Creating a DeliveryWare rule for advanced scheduled reports routing. To schedule a report, follow these steps: 1. In Document Manager, open the Reports main page. In the report list, click Schedule next to the name of the report to schedule. A Schedule button is also available on the report page: click the report to schedule in the reports list, and click Schedule on the page that is displayed. This opens the Report scheduling page, which allows you to configure the report generation task. If you do not see the Schedule button, contact your administrator so that he/she can add this button in your Document Manager profile. Using the Report scheduling page, create the scheduled task for the report generation: ! ! ! 3. 4. 5. Enter a name for the report generation task, Choose whether to enable or disable the task Choose whether or not to disable the task when its execution fails
2.
Select the report(s) to be scheduled. Choose the type of task: one-time or recurring. Configure the frequency if creating a recurring task. Configure the routing of the report(s): ! Select the routing type (default or advanced): to use a custom rule, select Advanced and specify the rule to use to convert and deliver the report and the input format of the report to feed the rule (.txt, .csv, .xls, or .pdf).
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! 6.
If using the default routing mechanism, specify the user(s) that should receive the report and customize the subject and the message of the email message sent to send the report(s).
Click Save and run now if you want to send the report now.
In Document Manager, open the Scheduling tab to view the list of scheduled report tasks configured. Note You can create multiple report generation tasks for which some may be enabled and others disabled. See also Viewing the list of scheduled reports (page 451) Reports overview (page 413) Getting started with reports (page 414)
Report scheduling page

How to access this page In Document Manager, open the Reports page and click Schedule next to the report you want to schedule in the report list. This page allows you to create a report generation task for the server. Use this feature when you have designed a report and you want to generate a copy of this report regularly (every minute, hourly, daily, weekly or monthly) or just once at a given date and time. For more information about report scheduling, refer to Scheduling a report.
Task
Task name Name of the scheduled report task as displayed in the list of scheduled tasks. Enable task Check this option to allow the execution of the current scheduled report task. Uncheck it to prevent further execution of the current scheduled report task. Disable task on error In case of a recurring task, check this option if you want to stop the report generation recurrence if the previous execution of the task has failed.
Report
Select the report that this task should generate from the list of available reports.
Recurrence
Type Select One-time task if you want the scheduled report task to be run only once. The report will be run once at the date and time specified in the Next execution date field.
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Select Recurring task if you want the scheduled report task to be run at regular intervals. Then configure the task recurrence lead time using the Repeat every and Frequency unit fields. Next execution date Choose the date and time for the next execution of the current scheduled report task. Selecting customize in the date drop-down box opens a calendar that helps you specify the date. Repeat every This field only appears with recurring tasks. Depending on the chosen frequency unit, configure the task execution interval. ! ! ! If you select Minute, Hour or Day as the interval base, set the Repeat every field as needed. If you select Week as the interval base, (1) set the Repeat every field as needed, and (2) specify on which day of the week the execution must occur. If you select Month as the interval base, (1) set the Repeat every field as needed, (2) specify on which week of the month and on which day of this week the execution must occur, or (2) specify on which day of the month the execution must occur.
Frequency unit This field only appears with recurring tasks. Specify on which interval base the task should be run (minute, hour, day, week, or month).
Routing
Routing type This section determines the way scheduled report(s) will be handled on the server. Select Default to use the default routing mechanism that sends reports by email in PDF format. Then define the scheduled report recipients and customize the subject and the message of the email sent. Select Advanced to use a custom DeliveryWare rule to process your scheduled reports. You must have created this rule on the server. For help on this, refer to Creating a DeliveryWare rule for advanced scheduled reports routing. Use custom rule configuration Select the configuration that contains your custom rule for the routing of the scheduled reports. This rule will receive reports in the format selected in the Format of the sent file field. Format of the sent file Choose the format in which the scheduled reports should be sent to the rule that you have designed (i.e., the input format of the rule). Note that this format will also be the output format for the reports if you do not set a specific output format in your rule. It is the Esker Event Scheduler service that converts the reports into the format specified here and that routes the reports to the rule specified in the Use custom rule configuration field.
Email recipients
This section is only displayed if the current task uses the Default routing type. It allows you to define the scheduled report recipients. By default, the current user is pre-selected. Click Add to add more recipients.
Email properties
This section is only displayed if the current task uses the Default routing type. It allows you to customize the subject and the message of the email sent.
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Save and run now

Click this button to save the task and run it immediately. The report will be generated and sent in a few seconds. See also Viewing the list of scheduled reports (page 451) Reports overview (page 413) Getting started with reports (page 414)
Viewing the list of scheduled reports

To view the current list of scheduled report tasks in the Document Manager, open the Scheduling tab. This opens a page that shows all the scheduled report tasks configured. Refer to Scheduling tab overview for details on this page. You can also access the list of scheduled reports from the Reports main page, by clicking List of scheduled reports above the list of reports. Note If you do not see the Scheduling tab and/or the link List of scheduled reports on the Reports page, contact your administrator so that he/she sets the appropriate permissions in your Document Manager profile. See also Scheduling a report (page 448) Reports overview (page 413) Getting started with reports (page 414)
Scheduling tab overview

How to access the Scheduling tab in Document Manager From Document Manager, click the Scheduling tab at the top of the interface. The Scheduling tab lists all the report generation tasks that are scheduled on the server. It displays information on each task and allows you to create new report generation tasks. For more information, refer to Scheduling a report. This list can also be accessed through the Reports tab. The tab is divided into two main areas. Click a link below for more information about the corresponding area.
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1.
Views : A view displays a subset of scheduled reports according to certain filters (for example, reports on fax activity, etc.).Views let you customize the layout of the tab. The customization may include filters on what is displayed in the list, additional sub-filters, specific buttons, etc. The three links (Create a view, Edit and Delete) next to the Display drop-down list allow you to edit views. For more information about views, please refer to Views overview. By default, only one view is proposed, All scheduled reports (default), which displays every scheduled reports. See also Using views
2.
List of scheduled reports : This area is comprised of a table that contains your report generation tasks, possibly filtered by the current view (see first section for more information), and some tools for managing them. See Scheduling a report for more information.Once you have chosen a view (in the first area), the content of this table will update accordingly to help you find the scheduled report tasks you are looking for. From there, you are able to edit, delete report tasks, and to export the tasks list). For a better readability, the table is displayed on multiple pages (the number of lines on each page can be configured via the Number of elements displayed in a list parameter in your Personal setting page). You can easily navigate through these pages by using the First page, Previous page, and Next page links available at the top and the bottom of the table. Click the column header of your choice to sort the list relatively to this column in ascending order. Click it a second time to sort it in descending order. A small arrow is displayed next to the column header, indicating which column is currently used for the sorting, and in which order. Note Views allow you to customize the table appearance, so the columns and the actions (in the Actions column) available may differ from one view to another.
Managing scheduled reports

! ! ! To create a report generation task from this page, click the Create button. This opens the Report scheduling page in which you configure the new task. Refer to Scheduling a report for details on the configuration steps. To modify one of the report generation tasks defined, click Edit next to the task to be modified. This opens the Report scheduling page in which you can change the task configuration. To delete one of the report generation tasks defined, click Del next to the task to be deleted.
See also Reports overview (page 413) Interface overview (page 16)
Creating a DeliveryWare rule for advanced scheduled reports routing

You can create a custom DeliveryWare rule to process the scheduled reports the way you want instead of using the default routing proposed (email with the report attached in PDF format). The principle is as follows: 1. 2. First identify or create the report you want to schedule. Check that this report matches your needs or the needs of the persons you will send it to. Then build the DeliveryWare rule that will process the scheduled reports, as explained here.
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3.
Finally create the report scheduling task. For this, refer to Scheduling a report.
To create your custom rule to process scheduled reports, proceed as follows: 1. Choose the input format of the scheduled reports that will feed your custom rule. There are four possible formats for the rule input stream: .csv, .txt, .pdf, .xls. (You will select the chosen format when creating the report scheduling task to allow the conversion into this format.) Export the report to be scheduled into the chosen format (.csv, .txt, .pdf, .xls) to obtain the reference file necessary to build your custom rule. For details, refer to Exporting a report. In Esker Administrator, right-click the Reports configuration under \DeliveryWare Rules, and select New > Rule.
2. 3.
4. 5. 6. 7. 8. 9.
This launches the DeliveryWare Rules Designer Wizard. Click Next on the first screen. Browse to the exported report file you have just created in the Reference File Selection screen (for example, report.xls). Check the input format selected on the File Format screen (Windows application for report.xls, Text for report.csv, Adobe PDF for report.pdf). Configure the file type recognition that suits your needs (by file name, by content or from keyword). Note that the rule input file name matches the report name (for example, Documents per transport.pdf). File division and page break setting have no meaning when processing scheduled reports. Configure the output transports that you wish to use for your reports (for example, Message for Document Manager to receive the report in your Document Manager inbox, Web Publishing to publish the scheduled reports on the Web, etc.
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10. Once you have completed the Designer Wizard, you can customize the rule to suit your needs, extract field values from the input report, create a condition for sending the report, define additional attachments for the output messages, etc. Important By default, the scheduled report will be attached to all the output messages configured in the rule in the same format as the input format (csv, .txt, .pdf, .xls). To change the report output format, right-click the Current document attachment item in the Designer tree view, and select Options. Choose the output format you want to in the Format field under Output file. See also Reports overview (page 413) Getting started with reports (page 414)
Deleting a report
You may want to delete one of your custom reports that you do not use anymore. To delete a report A report is an effective way to present your information. Reports give you control over how information is displayed and great flexibility when presenting summary information. It's easy to perform calculations and to insert graphs to depict data visually.: 1. 2. In Document Manager, open the Reports main page. In the report list, click Del next to the name of the report to be deleted. Confirm the deletion by clicking Yes in the dialog box that appears.
In Document Manager, you can delete several reports at once: 1. 2. 3. 4. Open the Reports main page. In the report list, tick the box next to the name of the reports to delete. Click the Delete button. Confirm the deletion by clicking Yes in the dialog box that appears.
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Managing users and contacts in Document Manager

End users can manage contacts using Document Manager, and administrators can also manage users.
Address books
Users and contacts are stored in different address books that you can access through the Contacts tab and the Users tab. There are three address books accessible in Document Manager: ! ! The users address book: contains the users of Esker Platform. It may also contain some contacts. This is an LDAP address book. The contacts address book: this book is intended to contain the contacts of your company. It's an ODBC address book, which can be defined in Esker Platform in the Address books properties. Refer to Configuring address books and users - Overview. If you have not set any contact address book in Esker Administrator, then the users address book will be used to store the contacts. The personal contacts address book: if you users are allowed to have personal address books, then the personal contacts address book will contain the user's contacts, and its content will depend on the user logged in. Refer to Configuring address books and users - Overview.
Your rights will determine which address books you have access to.
Contacts
A contact is someone to whom documents will be sent and thus contains all the necessary corresponding information such as name, email address or phone and fax numbers. See Contacts overview for more information. Contacts can register themselves in your address books using Subscription lists.
Users
A user contains the same information as a contact, but also has some information relating to the use of Document Manager such as a login and a password, or a profile. Users are associated with a profile which define his rights as well as the layout of Document Manager's interface when he logs in. See Users overview for more information. See also Document Manager overview (page 11)
Contacts overview
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Adding contacts to your address book

There are three ways to add contacts in your address book: ! ! ! Manually adding through the Contacts tab. Click New contact and fill the contact's properties so that you can then select him from your address book when sending documents. Creating Subscriptions lists to which contacts will register, adding themselves in a particular folder of your contact address book. Importing lists of contacts in CSV format. Please see below for more information.
Organizing contacts
By default, every new contact is added to the root level of your address book. However, it will become more and more difficult to find contacts as their number grows up. This is why Document Manager provides you two ways to organize them: ! Using views: Views let you create sets of contacts defined by custom filters on users fields (e.g. name, phone number, etc...). For example, you can create a view that contains every user whose fax numbers starts with a particular prefix. Once saved, the view is easily accessible in the Contacts tab, and you can create as many views as you wish. Creating folders: Folders offer a way to organize contacts. Folders can be very useful for creating lists of contacts to whom you can send the same document at the same time. When contacts subscribe to a particular subscription list, they are automatically added to your address book in a folder with the same name as the subscription list.You can only create one level of folders.
Managing existing contacts

To manage your contacts, open the Contacts tab , in which you can: ! ! ! ! ! View a contact's properties Edit a contact's properties Delete contacts from your address book. Export and import contacts. Filter and sort the list of contacts according to your needs using views.
For more information on how to use this tab, see Contacts tab overview
Exporting and importing contacts

You can export contacts by clicking the Export link in the Contacts tab. Contacts displayed will be saved in a CSV file so that you can re-import them later or use other tools to work on this file. You can also import a list of contacts in CSV format from the Document Manager interface. To do so, click the Import from a CSV file button on the Contacts tab. This opens the first page of the CSV import wizard. See also Contacts tab overview (page 30) Managing users and contacts in Document Manager (page 455) CSV format (page 592) Importing contacts from a CSV file - Step 1 (page 458)
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Contact properties
To access this page In the Contacts tab, click on a contact's name or on the Edit link of the Action column of a contact. This page summarizes information about a contacts. If you accessed this page in read-only mode and want to edit the contact properties, click the Edit button at the top of the page. Click the Save button once you have set the desired information. Click the Cancel button at any time to go back to the Contacts tab. Create in folder (only when creating a contact) In this hierarchized drop-drown list, select the folder in which you want your contact to be created. Remember that once you have created the contact, you won't be able to move it into another folder, except by exporting and importing the contact.
General information
Title: Select the gender of the contact. First name, Last name: Type the name of the contact. Email address: Type the email address of the contact. Display name: name displayed in Document Manager for this contact. Full name: Unique name for the contact. Two contacts with the same first name and last name must have a different full name but they can have the same display name.
Phone and fax

Enter the Fax number, the Mobile phone number, and the Phone number of the contact. Those information will be used to send this contact some documents by fax or by SMS for example.
Mailing address
Enter the mailing address of the user in the following fields: Company, Street, P.O. Box, ZIP Code, City, Country and State/Province. This address will be used when sending a document by mail to this contact.
Delivery preferences
This section lets you define the default options to be used when sending a document to the contact. ! ! Preferred transport: select the transport that will be used when sending messages via the recipient's preferred delivery method. Preferred attachment format: select the attachment format that can be used by custom submission forms or rules.
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Additional information
Here you can enter a comment concerning the contact if needed. See also Contacts tab overview (page 30) Contacts overview (page 455)
Creating a new folder

To access this page In the Users tab or the Contacts tab,click the New folder button. This button isn't necessary always available (it depends on the current view and on your rights and profile). Creating folders lets you organize your contacts and users into sub folders. When dealing with contacts, you are limited to only one level of hierarchical organization. Folder Name Type the name of your folder. This name will appear in the list of Users tab or the Contacts tab. Description Type a description for your folder's content. This field can then be displayed in the Users or the Contacts tabs by creating a view. See also Managing users and contacts in Document Manager (page 455) Users overview (page 461) Contacts overview (page 455)
Importing contacts from a CSV file - Step 1

How to access this page In the Contacts tab click the Import from CSV file button. This button isn't necessary always available (it depends on the current view and on your rights and profile). This page lets you define the parameters of the importation. Select a file Click the Browse... button next to this field, and select the CSV file you wish to import.
File options
Header line If your CSV file contains a header line (which means the first line of the file contains no actual data, and only column headers), leave this box checked. If this is not the case, uncheck it. Character set Select the character set in which your file was written. Column separator
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Select which separator is used to separate values in your file. If you don't know which separator is used, open you CSV file with a text editor, and you should be able to see which one is used.
General import options

List/Folder name This option is only available if you clicked the Import from a CSV file option from the top level folder in the Contacts tab . If you let this option empty, a top level folder with the same name as the file you provide will be created. However, you can use this field to specify the name of the folder into which the contacts should be imported. Update existing contacts without prompting Check this box if you want any existing record to be overwritten during the import operation without being warned. If you leave this box unchecked and a contact is to be overwritten, you will be redirected to the third step which will allow you to select exactly which contacts you wish to overwrite. See also Contacts overview (page 455) Importing contacts from a CSV file - Step 2 (page 459) CSV format (page 592)

How to access the importing contacts page 2 In the Contacts tab click the Import from CSV file button. Fill the first page (see Importing contacts from a CSV file), and click Next. When importing contacts, the wizard automatically tries to match the fields in the CSV file that you provided in the first step of the wizard with the contacts fields in Document Manager database. However, if some fields have not been recognized correctly, you can manually match the fields in your file with the Document Manager fields: Each section (Personal information, Phone and fax, Mail Address, Delivery preferences, and Additional information) is comprised of three columns: ! ! Left column: this is the Document Manager field (e.g. Title, or Full Name) Middle column: the drop down list contains all field headers that was found in your CSV file during importing. By default, Document Manager tries to match its own field header (in the left column) with a field header in your file, and when it succeeds, the matching CSV field header is displayed in this column. However, if you believe the matching is incorrect, then select the field header you wish to match in the drop-down list. Right column: it displays a preview of the field content found in your CSV file to help you through the matching process. You can choose the record of your choice in the Record preview drop-down box at the top of the page. When you change records, every field displayed in this column will be updated accordingly. This field corresponds to exactly what will be imported if you click Import. Note If you imported a CSV file without headers, Document Manager automatically creates header names for you (field0, field1, etc.). Document Manager will be able to successfully import a CSV file only if it contains at least one of the following fields ! ! ! Full Name (e.g. Michael Smith) Last Name (e.g. Smith) Email address (e.g. michael.smith@company.com)
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Example
Consider the following CSV file content: "Name","lastName","email" Mike,coullough,mike@sample.org John,bagry,john@sample.net Then, once imported, it displays:
This screens means: ! ! ! ! Document Manager could not find any files in the CSV file to match with the Title and Full name fields. Document Manager matched the First name field with the field "Name" in your CSV file, which is correct. If you wanted to, you could change the matched field by selecting another one in the drop-down list. The current Record preview is the second one. Document Manager displays the content of the selected record in the third column ("John") allowing you to easily check whether that field effectively corresponds to the First name of the contact. If you change the Record preview value to one, this field would display "Mike".
Imported file preview

This section summarizes all the fields that have been matched to give you a preview of what will be imported exactly. Field name: name of the field in Document Manager's database. Field value: value of the match field in the current record. If you want to preview other records to make sure every field is indeed correctly matched, use the Record preview drop-down box. See also Contacts overview (page 455) Importing contacts from a CSV file - Step 1 (page 458)

How to access this page This page will display when duplicate entries are found while importing contacts. This page displays the duplicate entries that have been found when importing contacts into your address book, meaning Document Manager has found a contact with the same email in the database. In this case, and for each duplicate contact, you can choose either to update the database with the CSV file content you are importing, or to leave the database entry as is.
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The left column displays the duplicate contacts that have been found, and the right column displays the contacts that will be overwritten in the database. You can move any contact from one column to another by using the arrows between them. Note This page will not be displayed if you checked the Overwrite existing records without prompting the option on the first page of the import wizard. See also Contacts overview (page 455)

How to access this page This page will display at the end of the importing wizard. This pages displays a summary of the import process.
Users overview
How to access users in Document ManagerClick the Users tab at the top of the interface. This tab may not be available depending on your rights. Users are people who can connect to the document manager via the login page. They have a username and a password as well as many other preferences, such as language settings or preferred document format. What users can do (type of document they can send and available tabs) is defined by their profile which can be set in the user's properties page.
Adding users
To add a user, you must open the Users tab and click the New User button at the top of the page. Then fill in his properties and save the user. You can organize your users in folders. To create a new folder, click the Create folder link above the users list. Once a folder has been created, you can add users in it, by clicking Create user and selecting the folder of your choice in the Create in folder field of the User properties page.
Organizing users
The default view lists all users in your address book. If users are not well organized, it will become more and more difficult to find them as their numbers increase. This is why Document Manager provides you with three ways of organizing them: ! Using views: Views will let you create sets of users defined by custom filters in users fields (e.g. name, phone number, etc...). For example, you can create a view that contains every user whose fax number starts with a particular prefix. Once saved, the view is easily accessible in the Users tab, and you can create as many views as you want. Creating folders: Folders offer a way to organize your users into a hierarchy. You are allowed as many levels you want.
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Creating lists: Lists are virtual lists of users. They offer only one level of hierarchical organization but allow you to create groups of users that you can use to send specific messages to, for example. By virtue of its virtual nature, you can delete a list of users without deleting the users (you only delete shortcuts to users) and a single user can appear in many lists without causing consistency problems.
Managing users
To manage your users, open the Users tab, in which you can: ! ! ! ! ! View a user's properties Edit a user's properties Delete users from your address book. Export users. Filter and sort the list of users according to your needs using views.
For more information on how to use this tab, see Users tab overview. For easier access to your users, you can create lists of users. These lists do not actually contain users but only references to users, meaning that adding a user in two lists will not duplicate the user in your address book. Lists can be useful for artificial group users. See Creating a new list for more details.
Exporting users
You can export users by clicking the Export link on the Users tab. The contacts displayed will be saved in a CSV file so that you can re-import them later or use other tools for working on this file. The exported list will correspond to the current view. See also Users tab overview (page 33) Creating a new folder (page 458) Creating a new list (page 465)
User properties
To access this page In the Users tab, click on the name of a user. This page summarizes information about a user. If you accessed this page in read-only mode and want to edit the contact properties, click the Edit button at the top of the page. Click the Save button when you have set the desired information. Click the Cancel button at any time to go back to the Users tab. Create in folder (only when creating a user) In this drop-drown list organized into a hierarchy, select the folder in which you want your user to be created. Take note that once you have created the user, you will not be able to move it into another folder.
General information
Full name: Unique name for the user. Two users with the same first name and last name must have a different full name but they can have the same display name.
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Title: Select the gender of the user. First name, Last name: Type the name of the user. Display name: This field corresponds to how the name of the user will be displayed in the left pane of the interface. It will update itself when you set the first and last name of the user, but you can manually change it if you wish. Email address: Type the email address of the user. Preferred delivery method: select the delivery method that will be used by default to send you messages (e.g. Email, Fax, etc.). Select Inbound messages for Document Manager if you want to receive your documents in the Inbound tab of the interface. User id: Unique Identifier used by the user to log into Document Manager. Use Windows authentication: Check this box if you want the user to be identified using Windows authentication. Checking this box will disable the passwords field that are no longer required. Password, Confirm password: Set a password for the user. He will be able to change it later on using the Configuration page. Note Depending on the parameters set in the web.config file, you may me required to follow a password policy when defining a password for a user. For example, you may be required to use passwords of at least 8 characters or passwords containing at least 3 letters and 2 figures. However, this is not the case by default.
SAP
This section only displays if your administrator has configured your user to interact with an SAP system by attributing you an SAP user name on the server. This information is used to connect to your SAP system when validating invoices or sales orders for SAP. Refer to Validating an invoice for SAP or to Validating a sales order for SAP for more information. SAP Server: Name of the server on which your SAP user is defined. This information can't be changed. If you think it is wrong, contact your administrator. SAP user: SAP user name. This information can't be changed. If you think it is wrong, contact your administrator. Password: Password corresponding to your SAP user. If you changed your password on your SAP system, you need to reflect the change here so as the validated SAP forms can be correctly updated in your SAP system.
Configure regional settings

Regional settings: User's country. This information is used: ! ! ! ! ! To display dates/times in the appropriate format in the Document Manager interface. To display numbers in the appropriate format in the Document Manager interface. In the When to send parameter value when deferring date and time of submission for a document. For fax number internationalization. See Fax number format (page 56). For the language in which to send notification messages.
Language: Language in which the Document Manager interface will be displayed. Time zone: Time zone of your user.
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Appearance
Web profile: Select the profile to be associated with this user. The content of the list depends on the profiles you've already created. Please refer to Profiles overview for more information. Web layout: Choose between Standard and Full screen. The full screen layout offers more space and is useful if you have views with many columns to display. Number of items displayed in a list: Will affect how the tabs that contains lists of elements (such as Jobs, Messages, Address books, etc.) will be displayed. This parameter defines how many items will be displayed in the list on each page. Number of characters per column: Select the maximum number of characters to be displayed in each column of the tables (such as in the Messages tab or the Contacts tab for example). This is useful for ensuring a good formatting, especially when long fields are displayed. If you leave the value empty (i.e. the default value), then there is no limit, and the columns of the tables will be resized so that every fields fit in.
Phone and fax

Enter the Fax number, the Mobile phone number, and the Phone number of the user.
Mail address
Enter the mailing address of the user in the following fields: Company, Address, P.O. Box, ZIP Code, City, Country and State.
Here you can enter a comment concerning the contact if needed. See also Users overview (page 461)
Creating a new folder

To access this page In the Users tab or the Contacts tab,click the New folder button. This button isn't necessary always available (it depends on the current view and on your rights and profile). Creating folders lets you organize your contacts and users into sub folders. When dealing with contacts, you are limited to only one level of hierarchical organization. Folder Name Type the name of your folder. This name will appear in the list of Users tab or the Contacts tab. Description Type a description for your folder's content. This field can then be displayed in the Users or the Contacts tabs by creating a view. See also Managing users and contacts in Document Manager (page 455) Users overview (page 461)
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Contacts overview (page 455)
Creating a new list

To access this page In the Users tab, click the New list button. This button isn't necessary always available (it depends on the current view and on your rights and profile). Creating list lets you group existing users in one place, so they are all accessible at the same time when sending a mass mail or a mass fax for example. Lists are limited to one level of hierarchical organization. When you create a new list, you must fill in the following fields: List Name Enter the name of your list. This name will appear in the list of users in the Users tab. Description Enter a description for your list's content. See also Managing users and contacts in Document Manager (page 455) Users overview (page 461)
Subscription lists overview

How to access subscription lists Click the Subscriptions tab at the top of the interface. Subscription lists offer you a way to automate the creation of lists of contacts by offering them to add or remove themselves in a particular folder in your address book through a web page, so you can then send them documents that interest them.
How does it work?

All you need to do is to provide the URL of your list to potential contacts, who will then subscribe to it (meaning they are added to your address book). Then, when sending a document, you can easily select this list in your address book, thus making sure that every interested contact will receive the document. The contacts can also unsubscribe from a subscription list to stop receiving corresponding documents. This way, you no longer have to manage your list of contacts anymore because they are offered a way to decide whether they want to receive a document or not. For each existing subscription list, a new folder is created in your contacts address book in which the subscribers will be displayed, allowing you to manage the list of contacts manually for a given subscription list if needed. When you create a subscription list, Document Manager automatically creates a view in your address book to allow selecting every contact in the subscription list at once. This view is named based on the name of the subscription list that you have created. See Making subscription lists available for more information. Example: Your company regularly makes promotional offers concerning your products and you would like to send a document containing these offers to your potential customers each time such an offer is made. All you have to do is to create a subscription list and name it 'Regular promotional offers' for example. When you 465
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have finished creating it, copy the web link that is provided to you by Document Manager for your potential customers (e.g. on your company's web site or by mail). Interested customers will simply have to follow the link and then the instructions provided on the page to subscribe to your list. Each time your company presents a new promotional offer, simply select this list as recipient, and send the document, thus ensuring every subscriber will receive the document.
Subscription lists and categories

Categories may be regarded as sub-sections of the subscription list. When you define a new category for a given subscription list, you will then be able to select in your address book the contacts who subscribed to this category and thus to send them documents concerning this category only. Your contacts will receive only the documents they want to receive, and you won't have to deal with creating lists of contacts to know to who to send which document or not. When you create a category, Document Manager automatically creates a view in your address book to allow you to select all contacts in this category at the same time. The name of this view is based on the name of the subscription list that you have created, appended to the name of the category. Example: You created a Subscription list in order to deliver a newsletter devoted to Sports, named SportsNews. You also created two categories, named "Football" and "Skiing". Now, you can send an email with your general newsletter to every contact who subscribed to the SportsNews subscription list. This way, every subscriber will receive this document irrespective of whether they subscribed to a category or not. You can also send the "Football" or "Skiing" related newsletter to the subscribers to the corresponding category by selecting the corresponding view in the address book. This way, the contacts who subscribed to a category will receive their specialized newsletter in addition to the general newsletter, while the other contacts will only receive the general one.
Managing subscription lists' contacts

The contacts in a subscription list can be add or remove themselves from the list using the provided web link (See Subscription list properties). However, it is possible to manage these contacts manually. To do so, open the Contacts tab, and select the view corresponding to your distribution list in the Display drop down list. If you have created categories, they will also be displayed as views so that you can select contacts from one category or another. By selecting the subscription list name alone, every contact in either category will be selected. You can now add, delete or modify contacts in the list as you would with any other contacts. See also Making subscription lists available (page 466) Subscription list properties (page 467)
Making subscription lists available

In this topic, you will find information on making the subscription lists you have created available to your contacts so they can then register to your lists.
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Requirements
The pages corresponding to your subscription lists are generated by Document Manager and stored on the server where it is installed. The contacts will have to connect to this server to be able to view the subscription lists web pages. You must thus make sure to allow access to this server from external locations.
Distributing the URL corresponding to your subscription list

The link provided in the Web link column in the Subscription tab is a path relative to the root path you use to connect to Document Manager. You just need to join the root path with the given relative one in order to obtain the full address your contacts will use to connect to your lists. For example, given that: ! ! You connect to Document Manager via the following address: http://yourcompany.com//DocMgr/ The subscription list link given in the Subscriptions tab is /subscribe/MyList.xuf
You should then provide your contacts with the following address: http://yourcompany.com/DocMgr/subscribe/MyList.xuf
Subscription list properties

To access the Subscription list properties page In the Subscription tab, click on a subscription list's name, or on New subscription. This page lets you define subscription list parameters. When you have finished, click the Save button to save the subscription. You can also preview the subscription page directly by clicking the Save and Preview button. You can click the Back button to go back to the previous page cancelling any modification you made.
Subscription properties
Name Name of the subscription that will be displayed in the Subscription tab. This name will also be used to generate the name of the web page your contacts will connect to, so it's important to give an explicit name to your subscription lists. Welcome Message This message will be displayed on the subscription page, and should briefly explain the purpose of the subscription list.. Notification message This field lets you customize the message that the notified user will receive. Category description Enter a description for the categories you want to create. Notify subscriptions / Notify unsubscriptions / Notification address If you want someone to be notified each time a contact subscribes or unsubscribes from the list, check the corresponding box(es) and enter his/her email address in the Notification address field.
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Categories
You can define categories here. Your contacts will be able to select which category they wish to subscribe to (multiple selection is available for them, so each category can be selected if they so wish). You will then be able to send documents to each category separately if needed, and to manage contacts depending on the categories they subscribed to, as these categories will appear as views in the Contacts tab. Type the name of your category in the Name field. If you want to add a category click the New link at the bottom of the list of categories to add a new line. You can also remove a category by clicking the Delete link next to it. The Up and Down links lets you change the order in which the categories will be displayed. Always use these links instead of deleting and recreating a category, as the users who subscribed to it will be lost.
Transports
Select the transports the contacts will be able to select to receive their documents. If you want to force a transport type, just select the one you want and it will be the only one available on the subscription list web page.
Displayed fields
This section deals with personal information for your contacts. The items in the right box will be displayed at two different places: ! ! When contacts registers the first time, they will be asked to fill in these fields. When a contact logs in, this information will be displayed as a reminder on the subscription page.
The left box contains the columns available that aren't displayed yet, and the right one the current displayed columns. You can move any item from one box to another. To do this: 1. 2. 3. 4. Click the item you want to move (in the left or in the right box). If you selected an item in the left box, click the > button to move it to the right. If not, click the < button to move it to the left. You can also use the >> and the << buttons to move all the column headers from one box to another. Organize the columns header that will be displayed, using the Up and Down links on the right. Select a header (such as -- General information --) and click the links to move it up or down in the list. The top-most element will be the first column displayed.
See also Subscription lists overview (page 465) Making subscription lists available (page 466)
Profiles overview
A profile is a set of permissions that determines the options that are available in Document Manager and can be applied to any user. Administrators can use profiles to manage groups of users with different permissions. This saves time when a new permission needs to be granted to multiple users. For example, if a company decides to subscribe to the fax delivery service, you only have to add the authorization to send faxes in the appropriate profile(s). You do not need to edit all user properties.
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Permissions
The following permissions can be defined in a user profile: ! ! ! Submission forms: Defines which links will be available in the home page to send documents (e.g. Send an email, or Send a fax). Buttons: Defines which buttons will be available in which tabs when creating or using a view (Delete, Resubmit, Audit trail, etc.). Tabs: Defines which tabs will be available (e.g. Inbounds, Jobs, Validation, etc.).
See also Profile properties (page 469)
Managing profiles
Open the Profiles tab to access the list of profiles. From there you can create, edit or delete profiles. See Profiles tab overview for more information. Tip If you do not see the Profiles tab in your interface although you are an administrator, you can access your profile properties by clicking the Setup link and clicking Modify my profile. Edit your profile and add the Profiles tab to your interface.
How to apply a profile to a user

To apply a profile to a user, open the Profiles tab. Find the user you are looking for, and click the Edit link on the left of the corresponding line. If the link is not available, you can also click the user's name and on the next page click the Edit button at the top of the page. See User properties for more information. See also Profiles tab overview (page 35)
Profile properties
To access this page In the Profiles tab, click New or click on the name of an existing profile, or click Edit next to a profile. If you do not see the Profiles tab in your interface although you are an administrator, you can access your profile properties by clicking the Setup link and clicking Modify my profile. This page lets you define which options will be available in the Document Manager interface for the users affected to this profile.
How to use the interface

Some sections are divided in two boxes next to each other. Left boxes contain unassigned items (e.g. buttons or tabs) that can be added to the profile and right boxes contain assigned items that are already present in the profile. ! Click an element to select it and use the > and the < buttons to move your selection from left to right or the other way.
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! !
You can also use the >> and the << buttons to move all the items from one box to another. Use the Up and Down links on the right to change the order of the items in the right box: first select the item of your choice and then use these buttons. The top element will be the first displayed. Note By double-clicking an item, you can automatically transfer it in the other box. You can also make multiple selections at the same time by pressing the CTRL key while selecting items.
Name
Enter the name of the profile in the Profile Name field. This name will be used to identify the profile in the Profiles tab. This field is limited to 50 characters.
Submission forms
Submission forms are forms through which users will submit documents by filling the fields. A delivery method (fax, email, etc.) is always associated with a submission form. This section lets you define which submission form will be available in the Send a document section of the Home tab. When you send mail, select the appropriate form according to your printing facility. This is important with regard to paper and envelope sizes for example. You can also select custom defined submission forms. See also Submission forms overview
Buttons
The buttons define the actions that will be available in each tab (e.g. Delete, Resubmit, etc.). They are sorted by tab, which means you can allow deleting messages but not jobs for example. Remember that the buttons that will effectively be displayed depend on the profile you have just defined and also on the current view. The profile is taken into account first, which means, for example, that if you do not authorize the Delete button for jobs, and an existing view contains this button, the button will not be visible. It also means that when creating a view, this button will not be accessible to the users of this profile.
Tabs
Here, you can define which tabs will be available in the profile. The tabs available are: ! ! ! ! ! ! ! ! Archive Jobs Message Validation Reports Profiles Inbound Users
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! ! ! ! !
Contacts Subscription Scheduled reports Custom defined tabs: these are public views that have been configured to appear as a tab. See Views overview for more information. Specific tables
Allow creating views By checking this box, you allow users to create their own views. See also Profiles overview (page 468) Profiles tab overview (page 35) Sending documents with Document Manager (page 45)
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What can be customized in Document Manager?

As a user, you can customize your use of Document Manager in many ways: ! ! Modify your personal settings: Here you can change your personal information, as well as your username and password. Receive your documents in Document Manager: In your personal settings, set the Preferred transport field to Inbound documents for Document Manager. This way incoming documents will be routed to Document Manager providing you with a simple way to access them. Use views to customize the displays of lists (jobs, messages, contacts, etc...) in their respective tabs accordingly to your needs. For example, you can create a view in the messages tab that will, when selected, filter every failed fax message for the last two days in just a few clicks. Once you get used to them, views will become an essential part of your documents management. If you use some views particularly often, you can even set them to appear as tabs next to each other. This way you always have a direct access to it. See the Display field in the Views properties page, which is accessible when creating or editing a view. Create your own cover pages for faxes.
As an administrator, in addition to the previous features, you can also: ! ! ! Manage users that will log in Document Manager. Apply different profiles to different users so that their interface matches their rights exactly. Add and manage specific tables for your database.
Modifying your personal settings in Document Manager

To access this page Click the Setup link at the top of any page, then click Modify your personal settings.
General information
! ! ! ! ! Full name: Unique name. Two users with the same first name and last name must have a different full name but they can have the same display name. Title: Select your gender. First name, Last name: Enter your name. Display name: this field corresponds to how your name will be displayed in the left pane of the interface. Email address: Enter your email address.
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Preferred delivery method: select the transport that will be used by default to send you messages (e.g. Email, Fax, etc.) and notifications. Select Inbound messages for Document Manager if you want to receive your documents in the Inbound tab of the interface. User ID: Enter the login you wish to use to access Document Manager.
Administrators only
These information only displays when an administrator is editing a user's profile. ! ! Use Windows authentication: Check this box if you want the user to be identified using Windows authentication. Checking this box will disable the password fields as the password isn't required anymore. Password, Confirm password: set a password for the user. He will be able to change it later on if he wishes via the Configuration page.
SAP
This section only displays when Document Manager has been configured to interact with SAP. Please contact your Administrator for more information. ! ! SAP user: displays your SAP username Password: enter your SAP username password here, so that invoices and sales orders can be correctly created in your SAP system.
Configure regional settings

! Regional settings: Country of the user. This information is used: ! ! ! ! ! ! ! To display the localized date/time for the user in the Document Manager interface. In the When to send parameter's value when deferring the date and time of submission for a document. To display numbers in the appropriate format For fax number formats For the language in which to send notification messages
Language: Language in which the Document Manager interface will be displayed. Time zone: Time zone of the contact.
Appearance
! ! ! Web Profile: this field is not editable, and corresponds to your assigned profile. Web Layout: choose between Standard and Full screen. The full screen layout offers more space and is useful of you have views with many columns to be displayed. Number of items displayed in a list: Will affect how the tabs that contain lists of elements (such as Jobs, Messages, Contacts, etc.) will be displayed. This parameter defines how many items will be displayed in the list on each page. Number of characters per column: Choose the maximum number of characters to be displayed in a column of the tabs that contain lists of elements (such as Jobs, Messages, Contacts, etc.)
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Phone and fax

Enter the Fax number, the Mobile phone number and the Phone number of the contact.
Mailing address
Enter your mailing address in the following fields: Company, Street, P.O. Box, ZIP Code, City, Country and State/Province.
! Comment: enter a comment about your user if needed. See also Configuration page
Changing your Document Manager password

To access this page Click the Setup link at the top of any page, then click Modify personal information. On this page you can change the password used to log into Document Manager. To do so: 1. 2. 3. 4. Enter your current password in the Previous password field Enter the new password in the New password field Enter the new password again in the Confirm new password field Click the Change button to validate your choice or Cancel to go back to the previous page without modifying the password.
See also Modify your personal settings
Restoring default settings

How to access the Restore default settings option Click the Setup link at the top of any page, then click Restore default settings.
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The Restore default settings option clears the recently-used items in the application and sets back the default settings. You may use the Restore default settings option in two precise cases: ! You have created a view to filter a list (for example, the messages list) but this view takes too long to display the list and you no longer want to use it. Clicking on the Restore button will not suppress your custom view but it will allow to use the default view provided with the application when you open the list (instead of your custom view). Note that this option applies to all the lists that can be filtered with views in the application (i.e. jobs, messages, contacts, reports, users, profiles, etc.). Once you have clicked on Restore, the application displays all these lists with their default views. You want to create a new message and for this message, you do not want to use the same options as for the previous message sent. Clicking on the Restore button will erase the recently-used options and switch back to the default options. See also Views overview
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Views overview
Views offer high-level customization of certain tabs. By creating views, you will adapt the interface to your exact needs, offering a faster and easier way to work with your documents. Views apply to tabs that display lists of elements in a table, such as inbound messages or sent jobs.
What can be done with views?

Views offer the following features: ! Filter the elements that will be displayed in the table: Narrow down the list by filtering the elements of the table that will be displayed based on context sensitive criteria (depending on the type of element displayed by the tab: jobs, messages,etc.) Add real-time sub-filters: The first filter is permanently associated with a view, and cannot be changed in real time. The sub-filters let users dynamically add some more filters to the table by providing the users with fields in which they enter their own values. For example, if you create a view that displays only faxes, you can add a sub-filter for sending dates. If it is left empty, the filter will have no effect, but by entering a date, the list of displayed faxes will be narrowed down to the ones submitted since the entered date. This is done without the need (or the rights) to modify the view properties.
You can also customize the view to better suit your needs: ! Add buttons and quick links: Select the actions that will be available in the view: Delete, Resend, Update, etc. Buttons will perform an action on a selection of elements, while quick links will only concern a single element in the table. Make your view public or private (administrators): If your view is of common interest, you may make it public so that every user can access it. Private views let you define your own views without interacting with other users' interfaces. Create a tabbed view (administrators): your view will appear as a new tab offering an easier and faster way to access it, instead of selecting it in the View drop-down list.
Creating a view
To create a view, click the Create a view link at the top of the current tab. This will load the View properties page in which you will be able to configure the features offered by your view. If you have created a view to filter a list (for example, the messages list) and you not longer want this view to be displayed when you open this list, use the Restore the default settings link. This will not suppress your custom view but it will allow to display the default view provided with the application rather than your custom view when you open the list. For more information on this option, refer to Restoring default settings. For more information on managing views, please refer to Using views. See also View properties (page 479)
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Using views
Views are available on certain tabs and provide a quick way to filter and order the elements displayed by the corresponding tab. On these tabs, everything that concerns a view is displayed above the table of elements (messages, jobs, etc.).
Where can I use views?

Views are available for the following tabs: Inbound tab, Jobs tab, Messages tab, Validation tab, Archive tab, Contacts tab, Users tab, Reports tab, Scheduling tab. Note Depending on your user profile, it is possible that some tabs may not be available to you.
How do I manage views?

Views are applied to a particular tab, meaning that they will only be available in the tab where they were created. ! ! ! ! Use a particular view: select the view of your choice in the View drop-down list. The page will update itself to match the chosen view. See below for more information. Create a new view: Click the Create a view link next to the View drop-down list. This will open a page where you will set the view properties as well as the name that will be displayed in the View list. Modify an existing view: First select the view you want to modify. Then click the Modify link to open the selected view properties. Delete an existing view: First select the view you want to delete, and then click the Delete link next to the View drop-down list.
How to use existing views?

To apply an existing view to the tab, select the view in the View drop down list. The view will then automatically be applied and update the table consequently.
Sub filters
Even if the view already filters the table on predefined criteria, sub-filters allow you to narrow down the filter in real time even more. To do so, enter the parameters on the basis of which the list will be narrowed down and click the Search button underneath. The checkbox on the left of each filter lets you activate or deactivate the corresponding filter. A filter that has been deactivated won't be considered at all. Your list is now displayed according to the parameters you entered. To cancel a filter, delete the value you have set, and apply the filter once more.
Global buttons
The buttons (Update, Delete, Transfer, etc.) that appear in the view may vary, depending on the view properties. However, these buttons usually concern a selection of elements in the table. To select some elements, check the box on the line of the table corresponding to the elements that you wish to select. You can select as many documents as you want as long as you stay on the same page. Your selection will not be retained from one page to another. You can also use the Select all / Unselect all links at the top and the bottom of the table to select or unselect all the
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documents on the page at the same time. Please note that these buttons only apply to the page displayed at the time, and not to the entire list of elements in the table (in the case of a multiple pages table). See also Views overview View properties
View properties
To access this page Click the Create a view... or Modify... links next to the Display drop-down list available in the following tabs: Inbound, Jobs, Messages, Validation, Archives. Fields marked with are mandatory. You will be unable to save the view until all mandatory fields are completed. A warning message will appear advising that the field must be completed. Views always refer to list of elements in a table, such as messages or jobs. A view's properties are organized in different sections.
View name
Type the name that will appear in the View drop-down list on the originating tab. This field is limited to 50 characters. If you are creating a view from the Users tab or the Contacts tab, you will also find two other fields in this section: ! ! The Subtype field: select the address book on which the view will be applied. It is not possible to create a view in multiple address books at one time. The Hierarchized view box: if you check this box, you will allow hierachization upon the displayed list of users and/or contacts. This means that if it is not checked, every result corresponding to your view criteria will be displayed flat, and if checked, you will need to navigate through your lists and folders to find every matching result.
Search filters
This section will let you decide the criteria according to which the table will be filtered. You can define as many criteria as you wish and also choose the logical operator to be applied between each of them. Defining a filter means defining a comparison between a table's element's parameter and a given value. If the comparison is true, the element will be displayed, if not, it will not be. This is done by setting the following columns: ! ! ! Field: select the parameter to be compared in the drop-down list. For example, if you select Transport, the comparison will be carried out on the transport type (fax, email, etc.) Comparison: select the comparison formula that will be used for the comparison. Continuing the previous example, and by selecting 'equal to', the filter will look for every transport that is equal to... Value: there are two ways to set the value to which a parameter should be compared to: ! For simple values (such as numbers), type the value to be compared to the given parameter. If you need to match multiple values, you can use the '|' (pipe) separator, which will be interpreted as an OR function. For more complex values, click the ... link next to the Value field to cause a window to pop up propositions that have already been formatted. Select as many fields as you need by checking the boxes in the table. Click OK when you have finished. Use the Select All / No selection buttons at the top to select or unselect every fields. You can cancel the selection by clicking the Cancel button.
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Tip For date values, a calendar will display to allow selecting a date. However, you can also enter a specific time to narrow the filter if needed. To do so, enter it in the following format: MM/DD/YYYY HH:MM:SS Please note that date formatting depends on your local settings, so it is advised to firs use the browse button to select the date and only then manually enter a time. You can add some more filters, by clicking the New filter link underneath the table. This will add a new filter. Repeat the process described previously for each filter you add. You can delete a filter by clicking the Delete link in the Action column of the corresponding line. By default, all the defined filters must be true at the same time for the element to be retained by the filter. In other words, they are bound by the AND logical operator. For example, if you define these two filters in a view in the messages tab: 1. 2. Transport equals fax Cost greater than 2
The table that will be displayed will only contain faxes for which the cost is greater than 2. However, you can choose your own logical operators by clicking the Enable advanced options link at the bottom of the table. To do so: 1. 2. Note that after you click this link, the right most column of the table contains numbers. These number uniquely identify each proposition in the table. Fill in the Condition grouping field by using the numbers to identify the propositions and logical operators between them. The valid operators are 'and', 'or', 'not', and '()'. For example, if your table contains three propositions identified by the numbers 1,2, and 3, you could write some of the following propositions:(1 and 2) or not 3 (1 or (3 and 2)) and not(2 and 3) (2 or 3) and 1
Displayed filters
Displayed filters are defined in exactly the same way as search filters. The only difference is that the filters defined here will not be automatically applied when the view is launched. Instead, the list of filters defined here will be displayed on the page, allowing the user to modify the values. This section lets you define the sub filters that will be optionally applied to the list of elements and that can be modified in real-time by the users using the view. Creating displayed filters works the same as creating search filters. Please see above for details. You can determine whether a sub filter should be active by default or not when the view is launched. Check the box in the Active column of a sub filter to make it active by default. Allow adding new filters in the page By checking this option, users will be able to create as many additional filters as they wish. However, these filters will not be retained if users change the view. Display predefined filters This option lets you decide if you want the predefined filters to be displayed or not. Check the box to display them. See Using predefined filters for more information on this type of filters.
Select columns
This section lets you choose exactly which column headers should or should not be displayed in the list of element that will be filtered by the view. The left box contains the available columns that aren't displayed in the view, and the right one the current displayed columns. You can move any column header from one box to another. To do so: 1. Click the column header you want to move (in the left or in right box).
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2. 3. 4.
If you selected a column header in the left box, click the > button to move it to the right. If not, click the < button to move it to the left. You can also use the >> and the << buttons to move all the column headers from one box to another. Organize the column headers that will be displayed using the Up and Down links on the right. Select a header and click the links to move it up or down in the list. The top-most element will be the first column displayed.
Tip By double-clicking an element, you can automatically transfer it into the other box. You can also make multiple selections at once by pressing the CTRL key while selecting the columns headers. For more information about a particular column header, please refer to Fields list. Advanced This option lets you modify the columns headers labels for the current view. Refer to Renaming columns in views for more information.
Select the buttons

This section lets you add some general buttons at the top of the tab as well as quick links in the Action column of the list. While general buttons are generally used for multiple selections, the quick links focus on only one element at the time. The available buttons that may be added depends on which tab the view concerns. They are two boxes that contain buttons name. The right box contains the visible buttons in the view, while the left box contains the buttons can be added to the view. General buttons names are followed by "(multiple)". You can move button names from one box to another. To do so: 1. 2. 3. 4. Click the button name you wish to move (in the left or in right box). If you selected a column header in the left box, click the > button to move it to the right. If not, click the < button to move it to the left. You can also use the >> and the << buttons to move all the buttons names from one box to another. Organize the buttons that will be displayed using the Up and Down links on the right. Select a button name, and click the links to move it up or down in the list. The top-most element will be displayed on the left.
Tip By double-clicking an element, you can automatically transfer it into the other box. You can also make multiple selections at the same time by pressing the CTRL key while selecting the buttons name.
Sort
This section lets you define in which order the elements of the list will be displayed when the view is loaded. Select the column on which you want to base the sorting in the Default sorting column drop-down list. The list will then be sorted according to this column in ascending order. You can reverse the sorting by checking the Sort in reverse order box.
Refresh
Enter the number of seconds between two automatic page refreshings. By entering 0, it will disable automatic refreshing in which case you should use the Refresh button to manually update the list content.
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Visibility
Lets you define whether the view will be visible to everyone or just to you. Select Public view to make it available to every user or select Private view.
Display
This option is only available to Administrators. By default, a view appears in the Display drop-down list in the tab to which the view is related (jobs for example). However, administrator can decide to display a view as a new tab that will appear next to others. This way, the view is easily accessible at any time. By defining it as a public view (see the Visibility property above), the tab will be visible by every user. This is a good way to provide access to very common views to your user. Refer to Custom tab overview for more information on how to manage this tab.
Using predefined filters

To decrease the number of elements displayed in the list, you can use the predefined filters displayed above the list. The filters available depend on the column used to sort the list. By default the columns are sorted by submission date (when available), and the available filters are Today, This week, This month, etc. The selected filter is displayed in bold. Filters are not retained. If you quit the page and then come back on this page, the filter is set to All.
Display period filters

Click All above the jobs list or the messages list to display the jobs or messages sent during this period. You can display only the jobs or messages sent during a given period, for example, the current day. For this, select one of the periods displayed above the list: ! ! ! ! This week corresponds to the last 7 days Last week corresponds to the 7 days before This week This month corresponds to the current calendar month Last month corresponds to the month before the current calendar month Note To display all jobs or messages choose the All messages view and the All period predefined filter.
Other filters
To filter jobs or messages with the other predefined filters, click the column that you want to use to sort the list, then click a predefined filter. For example: ! To display the messages for which transmission has failed, click the Status column header, then click the Failed link.
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To display the jobs depending on the first letter of their name, click the Job name column header. An alphabet is provided to filter the messages list. Click C to display only the messages whose name begins with a C.
See also Fields list (page 485)
Searching in Document Manager

On the left side of the interface, you can type a request in the Search box. The right side of your screen will display the results found organized by categories. Note If you can't see the search box, you might be in full screen mode. Please refer to Modify your personal settings to restore the Standard display mode. The search in Document Manager is more or less powerful depending on whether or not the Fast Search feature has been installed on the Esker Platform server. ! When Fast Search is not installed, the search function is limited to certain elements (jobs, messages, users, contacts, subscription lists and reports) and to certain fields in these elements (for example, full name and email address for contacts and users, job name and owner ID for jobs, etc.). The Fast Search is based on indexing and means performance. It allows fast and flexible indexing for keyword-based search of text data stored in the database. With Fast Search, you can search any field in any element in Document Manager.
When Fast Search is not installed...

The search function will search for elements that start with the exact given string in the following fields: Element type Contacts and user Jobs Searched columns ! ! ! ! Messages ! ! ! Reports Subscription lists ! ! Full Name Email Address Job Name Owner ID Subject Recipient Name Recipient Address Report Name Name Administrators will see jobs for all users, while users will only see their own jobs. Administrators will see messages for all users, while users will only see their own messages. Comments Users are visible only to administrators
When Fast Search is installed...

The search function will search for elements that start with the exact given string in the following fields:
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Element type Address book ! ! Users ! ! Jobs Messages Archives Validation Reports Subscription lists
Searched columns Contact Full Name Contact Email Address Full Name Email Address
Comments
Users are visible only to administrators
All fields included in the job XML file are searchable. All fields included in the message XML file are searchable. All fields included in the archive XML file are searchable. All fields included in the validation XML file are searchable. ! ! Report Name Name
Administrators will see jobs for all users, while users will only see their own jobs. Administrators will see messages for all users, while users will only see their own messages. Archives are only visible to users who have access to the archives tab. Validations are only visible to users who have access to the validation tab. Reports are only visible to users who have access to the reports tab. Subscription lists are only visible to users who have access to the subscriptions tab.
Note 1 You cannot search within the attachments. Note 2 You can search in jobs, messages and validation only if the latter are in a final awaiting for validation or in a final status (such as validated, rejected, etc.).
Advanced search features with Fast Search

The matching is not case sensitive. The engine searches for what starts with the exact given string. In other words, you can search for a single match or a prefix match.
Search for one word

If you enter one word, the search engine will look for that word exactly in all existing fields: John will match Hello John and John@example.com (because @ is a separator) but not JohnDoe. Joh will not match Hello John nor John@example.com.
Search for multiple words

If you enter multiple words, the search engine will look for any of these words, like if you entered each word once and merged the search results. John Doe will bring all results with any of the words John or Doe, for example it would match Alexandra Doe and John Smith.
Using the asterisk

A prefix match is similar to a simple match, except that the wild card character asterisk * is used to represent the variable component of a word or phrase. You can use the asterisk to replace the end of a word in your request.
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Mail* will match Marketing mailing< and Your mail has been received<, but not emailing. Important The search does not support requests starting with an asterisk. Do not use the asterisk on the beginning of a word as the results would be erroneous.
Using double quotes

Multiple consecutive words are treated as a single phrase if set between double quotes ", and must appear in exactly the same order in the matching document. You can search for a precise sentence by surrounding it with double quotes. "John Doe" will bring all results with Doe immediately following John, but not John Jack Doe. Note Do not use single quotes as they are replaced by spaces. If you experience problems when using the Fast Search, ask your administrator to troubleshoot it. See also Document Manager overview (page 11) Interface overview (page 16)
Fields list
Below is the list of fields available in Document Manager when creating a View or a report.
Fields list
ASCII Connector
File directory
ASCII file folder Date and time when the server generated this event Message attached to the event Type of audit event Address book of the user that generated the audit message Complete identifier of the user that generated the audit message
Audit Connector
Date/Time generated Event message Event type Event User Addressbook Event User Identifier Source identifier Source MSN Source recipient address Source status Source status code Source transport
Complete identifier of the document that generated the event

MSN of the message that generated the event Recipient of the message that generated the audit event Status of the source message when the event was generated Numeric value representing the source message's status Transport used by the message that generated the audit event Executed command line Name of the submitting application DeliveryWare rules applied to the inbound file Unique ID for the workflow associated to the current job Indicates if the archive of the job is closed Unique identifier for the document
Command line Connector

Command line
Common
Application name Applied rules Business workflow ID Closed archive indicator Document ID
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Fields list
ID Maximum number of retries Number of tries Original job ID Owner ID Priority Sent using a delegated connector Subject Transport User comment
Unique identifier of the message Maximum number of retries requested Total number of retries made by the server to submit the message Identifier of the initial job. Identifier of the owner of the message Priority of the message Delegate the processing of the job (Delegate sending) Subject of the message Name of the transport used to submit the message. Comment entered by administrator Copy Connector configuration name Create path if it doesn't exist Overwrite files if they already exist Password Resolved path User name
Estimated cost of the last transmission attempt
Copy File Connector

Copy configuration Create destination folder Overwrite files if they already exist Password Resolved path Username
Costs
Cost Total call cost
Total estimated price of all attempts Number Number Number Number Number of of of of of canceled child failed child failed or canceled child successfully sent documents child
Counters
Canceled documents Failed documents Failed or canceled documents Successfully sent documents Total number of documents
Custom Application Connector

Configuration name
Workgroup queue name Date and time at which the message was received by the server Date and time when the server accepted the job Validation date and time Date and time of the job processing ending Date and time of the attachments conversion Job requested deferral date and time Date and time of the last submission attempt Next fax sending retry date and time Date and time of validity of the job Message submission date and time Files purge date and time Messages purge date an time DeliveryWare Rules configuration name DeliveryWare Rule name Total number of cover pages detected Address book of the user currently validating the form Next warning date and time Date and time at which the validation process began OOTO management flag
Date
Date received Date/time accepted by the server Date/time checked Date/time completed Date/Time converted Date/time deferred Date/time of last try Date/time of next try Date/time of validity Date/time submitted Files stored until Messages stored until
DeliveryWare rule
Rules configuration Specified rule
Document Manager Form Connector

Cover page count Current validator address book Date/time of next alert Date/time of validation starting Enable OOTO management
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Fields list
Final number of fields Initial number of fields Next alert level Number of field corrections Number of field modifications Number of split document Number of the split document Split Split done Teaching key Validated by
Number of controls on the form after the validation Number of controls on the form before the validation Next alert warning level (User or Admin) Number of extracted fields modified by the user Number of changes made by the user Total number of document generated by the splitting Split document index Splitting interface enabled flag Splitting done flag Supplementary rule prefix User currently validating the form Dialed fax number Alternate fax number Sender fax identifier Caller station identifier (inbound faxes only) Internationalized alternate fax number without PABX prefix Internationalized fax number without PABX prefix Identifier of the receiving fax system Date and time of first attempt of fax submission Fax transmission duration Coding used during the transmission Error correction flag Fax number Fax number to which the fax was submitted Internationalized version of the alternate fax number Internationalized version of the submitted fax number Fax line used Inbound short status (inbound faxes only) Inbound status code (inbound faxes only) Cover page removed Routing digits (inbound faxes only) Reply address Submitting server name Signal noise as reported by the fax driver Signal quality as reported by the fax driver Signal strength as reported by the fax driver Fax transmission speed Routing time if failover occurred Total duration of the fax transmission FTP connector configuration name HP user address SAP configuration which received the message Name of the file processed by the rule Split document index LanFax owner of the fax
Fax Connector
Actual recipient Alternate fax number CSID Caller number Canonical alternate fax number Canonical fax number Contact CSID Date/time of first try Duration (seconds) Encoding Error correction Fax number Fax number index Internationalized alternate number Internationalized fax number Line number Receipt report Receipt status (code) Remove cover page Routing digits (DID) Sender address Server Signal noise Signal quality Signal strength Speed Timeout before failure Total duration (seconds)
FTP Connector
FTP configuration
HP Digital Sender Connector

User address
Inbound SAP Connector

SAP configuration
Job Connector
File name Number of the split document
LanFax Connector
LanFax owner
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Fields list
LanFax user
Name of the LanFax user Acknowledgment of mail delivery Address page requested flag Color printing requested flag Stamping cost unit Date and time of document conversion Date and time at which the mail was folded Date end time at which the mail was printed Document grouping requested flag Duplex printing flag Requested envelop size Envelop effectively used Document grouping current status Requested mailing service Maximum number of sheets tolerated Requested acknowledgment of undeliverable mail flag Number of sheets sent Deprecated since DeliveryWare v4.0 Recipient address printed flag Sender address printed flag Mail provider location State of the recipient State code of the recipient Postal code of the recipient Country if the recipient Country code of the recipient Full address of the sender ID of the registered mail Date of undeliverable mail return Latest date and time for submission Sender country Sender postal code Country code of sender Sender state code State code of the sender Lotus Notes email address Notification index Notification message Enable anti-spam requested flag Email address Email tracking requested flag Read receipt enabled flag Date and time the email message was opened for the first time by the recipient Last date and time the email was read by the recipient Number of times the email message has been opened by the recipient
Mail on Demand Connector

Acknowledgement of receipt Address page Color printing Cost unit Date/time converted Date/time folded Date/time printed Document grouping Duplex printing Envelope size Envelope used Grouping status Mailing service Maximum number of sheets Non-delivered mail notification Number of sheets Postage cost Print recipient address Print sender address Provider ID Recipient State Recipient State Code Recipient ZIP Code Recipient country Recipient country code Recipient full address Registered number Returned mail date Send before (date/time) Sender Country/Region Sender Zip/Postal code Sender country code Sender state Sender state code
Notes connector
Recipient ID
Notification
Notification index Notification message
Outbound Email Connector

Anti-spam management Email address Email tracking Enable email tracking First date/time opened Last date/time opened Number of times opened
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Fields list
Outbound SAP Connector
Address Address type SAP configuration
Recipient address in SAP Recipient address type Connector for SAP configuration Name of the printer to which the message was sent Name of the recipient Company of the recipient Host printer name Identifier for the SAP output job notification RFC recipient for the notification Notification gorup name SAP LOMS name SAP ROMS name SAP identifier of the output job Connector for SAP configuration which processed the SAP printing job SAP owner of the output job SAP client of the output job Already polled job flag User name User client Account of the sender Address of the sender Company of the sender Name of the sender Address type of the sender Phone number to which the SMS was sent SMS identifier, deprecated since DeliveryWare v4.0 SQL Connector connection configuration SQL connection string Resolved connection string Requested SQL request Number of received pages for an inbound fax Total number of pages sent (fax or Mail on Demand letters) Delegated job flag Error message Error code Amount for the document Date for the document ID for the document
Print Connector
Printer
Recipient
Recipient name Recipient company
SAP Print Connector

Host printer Notification ID Notification destination Notification group Output Management Logical System Output Management Real System SAP Identifier SAP configuration SAP owner SAP owner client SAP polling flag User User client
Sender
Sender account Sender address Sender company Sender name Sender type
SMS Connector
Mobile phone number SMS ID.
SQL Connector
Connection Connection string Executed SQL request Initial SQL request
Statistics about pages

Pages Pages sent
Status
Delegated Failure summary Status code
Validation
Document amount Document date Document number
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Fields list
Partner name Partner number To validate User field (1) User field (2) User field (3) Validated by Validation status
Name of the business partner ID of the business partner Validation request flag User field 1 User field 2 User field 3 User who effectively validated the message Current validation status VSI-FAX fax number VSI-FAX server used for the transmission VSI-FAX user to which the message was sent Web site name Number of times the message was involved in a server crashing Date and time of message processing start Deferred job flag Server which initiated the job Address book of the job owner Process currently owning the job Message involved in a server crashing flag Remote network port Remote network protocol Remote network server
VSI-FAX Connector
Fax number VSI-FAX server VSI-FAX user
Web Publishing Connectors

Http site
Advanced fields
Aborted processes Date/time of process starting Deferred Originating server Owner address book Owner process Process aborted Remote Port Remote protocol Remote server
Any transport fields

This page contains field that are common to all transports. For more information about fields that are specific to a transport, refer to the corresponding transport fields: ! ! ! ! ! ! ! ! ! ! ! ! Command Line Copy DeliveryWare Rules Email Fax FTP LanFax Mail on Demand Notes Printer SMS SQL Request
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! ! !
User Form VSI-FAX Web publishing
Fields list
Optional variables
Aborted processes Address book of the user in charge of validation Applied rules Date/time accepted by the server Date/time checked Date/time completed Date/time converted Date/time of last try Date/time of next try Date/time of process starting Date/time of validity Date/time received Date/time submitted Deferred Delegate sending Delegated Delegation user ID Failure summary Files stored until Canceled documents Failed documents Failed or canceled documents Successfully sent documents Total number of documents ID ID of the user in charge of validation Maximum number of retries Message stored until Notification index Notification message Number of tries Original job ID Owner process Pages Pages sent Process aborted Remote owner address book Remote owner password Remote port Remote protocol Remote server Status code User comment Validation Validation owner ID Validation status
Number of record abortions Name of the applied DeliveryWare rules Date and time when the server accepted the job Validation date and time Date and time of the job processing ending Date and time of the attachments conversion Date and time of the last submission attempt Next fax sending retry date and time Date and time of message processing start Date and time of validity of the job Date an time of message reception Message submission date and time Deferred job flag Delegate the processing of the job Delegated job flag Remote owner identifier Short error message File purge date and time Number of canceled child Number of failed child Number of failed or canceled child Number of child successfully sent Number of child Unique identifier for the message Maximum number of retries Message purge date an time Notification number index Notification message flag Number of retries to send the message Identifier of the initial job. Process currently processing the record Number of pages sent Number of pages received Aborted record flag Remote owner address book Remote owner password Remote server port Remote server protocol Remote server Message status code Comment entered on the message Requests a validation for message ID of the user who validated the message Current validation status of the message
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Optional fields
Aborted processes
Description Number of times the current message was involved in the crashing of its processing application. If this number is superior to two, then the message will fail with a specific error status. Values ! 0: default value. ! n: Number of times involved
Optional
See also Process aborted Internal name
RecordAbortedCount
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Address book of the user in charge of validation

Description Name of the address book for the user in charge of validating the message. Internal name
Optional
PreferredValidationOwnerPb
See also ID of the user in charge of validation Back to top
Applied rules
Description Returns the names of the rules applied on the inbound message (e.g. an Inbound fax or an Inbound email) Internal name
Tracking
AppliedGDRRules
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Date/time accepted by the server

Description Returns the date and time when the server accepted the job.
Tracking
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Values A string containing the date in the following format: ! "YYYY-MM-DD HH:MM:SS."
Internal name
AcceptedDateTime
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Date/time checked
Description Specifies the date and time when the message was approved or rejected. Values A string containing the date in the following format: ! "YYYY-MM-DD HH:MM:SS."
Tracking
Internal name
ValidationDateTime
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Date/time completed
Description
Optional
Returns the date and time when the server completed the job processing operation, meaning that the job has been sent successfully or has failed after all retries. Else this property is empty. Values A string containing the date in the following format: ! "YYYY-MM-DD HH:MM:SS."
Internal name
CompletionDateTime
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Date/time converted
Description Returns the date and time when the server converted the job files. Values A string containing the date in the following format: ! "YYYY-MM-DD HH:MM:SS"
Optional
Internal name
ConvertedDateTime
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Date/time of last try

Description Returns the date and time when the server last attempted to send the message. Values A string containing the date in the following format: ! "YYYY-MM-DD HH:MM:SS."
Optional
This property is empty if the message hasn't been processed yet. Internal name
LastTryDateTime
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Date/time of next try

Description
Optional
Returns the date and time of the next fax sending retry. Only applies for fax transport, if fax overflow is enabled. Values A string containing the date in the following format: ! "YYYY-MM-DD HH:MM:SS"
Internal name
NextTryDateTime
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Date/time of process starting

Description Date and time at which the processing of the message started.
Optional
Note This variable is cleared once the message has finished being processed, except if there was a problem during the processing. Values A string containing the date in the following format: ! "YYYY-MM-DD HH:MM:SS."
Internal name
RecordOwnerDateTime
See also Owner process Back to top
Date/time of validity
Optional
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Description Date and time of validity of the job. Setting this value will override the default validity duration set for the connector corresponding to the transport. If not set, this property will contain the date and time of validity as computed by the server once the job has been submitted. Values A string containing the date and time of validity in the following format: ! "YYYY-MM-DD HH:MM:SS"
Internal name
ValidityDateTime
Back to top
Date/time submitted
Description Date and time at which the message was submitted to the server. Values A string containing the date in the following format: ! "YYYY-MM-DD HH:MM:SS"
Optional
Internal name
SubmitDateTime
Back to top
Date received
Description
Optional
Date and time at which the message was received by the server. This only applies to incoming messages such as inbound emails or inbound faxes. Values A string containing the date and time of validity in the following format: ! "YYYY-MM-DD HH:MM:SS"
Internal name
ReceivedDateTime
Back to top
Deferred
Description Indicates whether or not the job is or has been deferred. Values ! 0 : the job was deferred ! 1 : the job was submitted as to be processed immediately
Optional
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DOCUMENT MANAGER
Internal name
Deferred
Back to top
Delegate sending/Sent using a delegated connector

Description
Optional
Specifies if the processing of the job should be delegated to another server. If the job is to be delegated, you need to provide the delegation configuration name in the Remote server property. When reading this property on an existing message, it indicates whether the message was requested to be delegated to another server or not. Values ! 0 : The job should be processed by the server to which it was provided. ! 1 : The job should be delegated.
Internal name
DelegatedSend
Back to top
Delegated
Description Indicates whether the job was submitted by a remote server or locally. Values ! 0 : the job was submitted directly to this server. ! 1 : the job was submitted by a remote server.
Optional
Internal name
Delegated
Back to top
Delegation user ID
Description Specifies the remote job owner with the complete dn. Example cn=user1,ou=orga1,ou=_EskerPhonebook. Values A string containing a valid dn. Internal name
Optional
RemoteOwnerID
See also Delegate sending Remote server Remote protocol Remote port 496
VIEWS OVERVIEW
Remote owner address book Remote owner password Back to top
Failure summary
Description Returns an error message if any error occurs during the job processing. Internal name
Optional
ShortStatus
Back to top
Files stored until

Description
Optional
Returns the date and time at which the files should be purged according to what was set in the Delete the files after property at submission time. If the Delete the files after property wasn't set then this property is empty and the files will be purged according to the server's or the connector's purge settings. Values A string containing the date in the following format: ! "YYYY-MM-DD HH:MM:SS."
Internal name
PurgeFilesDateTime
See also Purged Delete the files after (document) Message stored until (document) Back to top
Canceled documents
Description
Tracking
Number of canceled child. A child is a message that has been created by the rule which processed the current message. Internal name
ForwardCancelled
Back to top
Failed documents
Description
Tracking
Number of child in error. A child is a message that has been created by the rule which processed the current message.
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DOCUMENT MANAGER
Internal name
ForwardError
Back to top
Failed or canceled documents

Description
Tracking
Returns the number of failed child. A child is a message that has been created by the rule which processed the current message. Internal name
ForwardFailed
Back to top
Successfully sent documents

Description
Tracking
Returns the number of successful child. A child is a message that has been created by the rule which processed the current message. Internal name
ForwardSuccess
Back to top
Total number of documents

Description
Tracking
Returns the total number of child. A child is a message that has been created by the rule which processed the current message. Internal name
ForwardTotal
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ID
Description Returns the unique identifier assigned by the server to the message. Internal name
Optional
Msn
Back to top
ID of the user in charge of validation

Description Complete dn of the user who was originally set to validate the message.
Submission
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VIEWS OVERVIEW
Internal name
PreferredValidationOwnerId
See also Address book of the user in charge of validation Back to top
Maximum number of retries

Description Specifies the maximum number of retries for job submission. Values
Optional
Any integer value. Default value depends on the transport, and can be defined in the Retries tab of the corresponding connector properties in Esker Administrator. Internal name
MaxRetry
Back to top
Message stored until

Description
Optional
Returns the date and time at which the record should be purged according to what was set in the Delete the record after property at submission time. If the Delete the record after property wasn't set then this property is empty and the record will be purged according to the server's or the connector's purge settings. Values A string containing the date in the following format: ! "YYYY-MM-DD HH:MM:SS"
Internal name
PurgeRecordDateTime
Back to top
Notification index
Description
Optional
Returns the notification index. When multiple notifications are created, each of them is attributed a new index with an increment if 1, starting from 0. Internal name
NotifIndex
See also Notification message Back to top
Notification message
Tracking
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DOCUMENT MANAGER
Description Indicates whether the message is a notification message or not. Values ! 0 : the message is not a notification message. ! 1 : the message is a notification message.
Internal name
NotifMessage
See also Notification index Back to top
Number of tries
Description Returns the number of retries done when attempting to send the message. Internal name
Tracking
NTries
Back to top
Original job ID
Description Returns the identifier of the initial job that generated the current message, if any. Internal name
Tracking
OriginalJobID
Back to top
Owner process
Description
Optional
Describes the application currently processing the message. While this variable is set, no other application can process the message. Note This variable is cleared once the message has finished being processed, except if there was a problem during the processing. Value A string in the following format: ! APPNAME@MACHINE_NAME[ProcessID-RandomNumber]
Example CONNCONT@LY-AS2[2300-66484] Internal name
RecordOwner
See also 500
VIEWS OVERVIEW
Date/time of process starting Back to top
Pages
Description Total number of pages that were sent. Blank pages are not taken into account, but cover pages are. Note This variable only makes sense for received faxes Internal name
Optional
NPages
Back to top
Pages sent
Description
Optional
Returns the number of pages actually transmitted (not necessarily zero for a failed message, since the job may have failed after some pages were sent). Note This variable only makes sense for sent faxes or mail on demand letters. Internal name
PagesSent
Back to top
Process aborted
Description
Optional
Can indicate if the current message was involved in a crash of the processing application, and its processing was therefore aborted. Values ! 0: default value, message was processed normally. ! 1: The process was involved in the crash.
See also Aborted processes Internal name
RecordAborted
Back to top
Remote owner address book
Optional
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DOCUMENT MANAGER
Description Specifies the name of the address book in which the remote job owner is declared. For the address book provided by default, the value is _LocalPublishedPhonebook. For personal address books, the value is the address book name as published under \Address Books in the Esker Administrator tool. Values A string containing a valid dn. Internal name
RemoteOwnerPB
See also Delegate sending Delegation user ID Remote server Remote protocol Remote port Remote owner password Back to top
Remote owner password

Description Specifies the remote job owner's password. Internal name
Optional
RemoteOwnerPwd
See also Delegate sending Delegation user ID Remote server Remote protocol Remote port Remote owner address book Back to top
Remote port
Description Specifies the port of the remote server to which this message will be delegated. Values Any integer. Default value is 80. Internal name
Optional
RemoteNetworkPort
See also Delegate sending Delegation user ID Remote server Remote protocol Remote port
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VIEWS OVERVIEW
Remote owner address book Remote owner password Back to top
Remote protocol
Description Specifies if the connection with the remote server is secured or not. Values ! http ! https
Optional
Internal name
RemoteNetworkProtocol
See also Delegate sending Delegation user ID Remote server Remote port Remote owner address book Remote owner password Back to top
Remote server
Description
Optional
Specifies the IP address of the remote server to which this message will be delegated or the delegation configuration name. Internal name
RemoteNetworkLocation
See also Delegate sending Delegation user ID Remote protocol Remote port Remote owner address book Remote owner password Back to top
Status code
Description Returns a numeric code if any error occurs during the job processing. Values Refer to Error messages for a detailed list of error codes and messages. Internal name
Optional
StatusCode
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DOCUMENT MANAGER
Back to top
User comment
Description
Tracking
Comment entered by the administrator in the MMC by right-clicking on an already submitted job and selecting Comment. Value A string containing the comment. The string may contain carriage return characters if multiple lines were entered. Internal name
UserComment
Back to top
Validation
Description Specifies whether the message must be validated before it is sent. Values ! 0 : No validation is required. ! 1 : The job will need to be validated before it is sent..
Optional
Internal name
NeedValidation
Back to top
Validation owner ID
Description Specifies the user who validated the message by providing his complete domain name (dn). Example cn=user1,ou=orga1,ou=_EskerPhonebook Internal name
Optional
ValidationOwnerID
Back to top
Validation status
Description Indicates the current validation status of the message. Values ! 0: unprocessed ! ! 1: approved 2: rejected
Optional
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VIEWS OVERVIEW
! ! ! !
3: forwarded (user forms only) 4: Transferred by the administrator (user forms only) 5: Rerouted by the Out of Office Manager (user forms only) 6: Document has been split and is waiting for the issued documents to be validated. (user forms only)
Internal name
ValidationState
Back to top
Archive fields
This topic describes the fields that are common to all archives. Archives content being user-defined, the available fields can't be described here. However, you will also find information about available fields data types below.
Fields list
Optional fields
Closed archive indicator Subject Unique compressed file
Fields type
String Integer Real Boolean Date and time Date
Closed archive indicator Archive subject Zip attachment
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DOCUMENT MANAGER
Optional fields
Closed archive indicator
Description This field is reserved for internal use only. Internal name
Optional
IsClosed
Back to top
Subject
Description
Optional
Enter a subject for the archive. This field can be particularly useful when searching for a particular archive later. Internal name
Subject
Back to top
Unique compressed file

Description Gathers all attached files in a unique compressed file named based on the first attachment.
Optional
Note Please note that archives are always compressed before they are stored, so no significant space will be gained using this field. However you may use it for better readability of archived attachments for example. Values The valid values are: ! ! yes: the attachments will be compressed in an unique zip file. no: the attachments will not be compressed.
Internal name
ZipAttachments
Back to top
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VIEWS OVERVIEW
Field types
String
Description Enter any character. By default, size is limited to 50 characters for query conditions. You can feed the field with any length but you can only request on the 50 first characters of the string. Back to top
Integer
Description Enter up to nine digits from 0 to 9. Does not support minus digits (the Real data type does). Back to top
Real
Description Enter any digit from 0 to 9, and optionally a period, a + sign or a - sign (e.g. -13.99). Back to top
Boolean
Description Enter 1 for "true" or 0 for "false". Back to top
Date and time

Description Select a date and a time. The date format is as follows: YYYY-MM-DD HH:MM:SS Back to top
Date
Description Select a date. The date format is as follows: YYYY-MM-DD. Back to top
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DOCUMENT MANAGER
ASCII fields
Fields list
Required fields
File directory
ASCII file folder
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VIEWS OVERVIEW
Required fields
File directory
Description Specifies the folder where the inbound fax files are copied: the fax in a TIFF file and the fax description in a .csv file. Internal name
Submission, Required
FileDirectory
Back to top
Audit connector fields

Fields list
Date/Time generated Event message Event type Event User Addressbook Event User Identifier Source identifier Source MSN Source recipient address Source status Source status code Source transport
Date and time when the server generated this event Message attached to the event Type of audit event Address book of the user that generated the audit message Complete identifier of the user that generated the audit message
Complete identifier of the document that generated the event

MSN of the message that generated the event Recipient of the message that generated the audit event Status of the source message when the event was generated Numeric value representing the source message's status Transport used by the message that generated the audit event
Date/Time generated
Description Date and time when the audit event was generated by the server and collected by the audit connector. Values A string in the following format: ! "YYYY-MM-DD HH:MM:SS"
Internal name
EventDateTime
Back to top
Event message
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DOCUMENT MANAGER
Description Content of the message attached to the event. This field can be used when validating, rejecting or forwarding a document to add comments or additional information. Values A string containing the message's contents. Internal name
EventObjectId
Back to top
Event type
Description Type of the audit message that was created when this event occured. Two types of audit messages are available: workflow events and system events. Values An integer representing the type of audit message. The tables below allow you to find out what value to use for each of the workflow and system events. Event name Create Forward Validate Success Reject Resubmit Failure Cancel Delete Read Read Attachments Write Internal name Type of audit event Value Workflow Workflow Workflow Workflow Workflow Workflow Workflow Workflow Workflow System System System 1 2 3 4 5 6 7 8 9 10 11 12
Event
See also Configuring the audit connector Back to top
Event User Addressbook

Description Specifies the name of the address book in which the user that created the event is declared. This user's identifier is stored in the Event User Identifier field. For the address book provided by default, the value is _LocalPublishedPhonebook. For personal address books, the value is the name of the address book as published under \Address Books in the Esker Administrator. If no address book is specified, then the Esker Platform Users address book will be used, as defined in the \Address books node properties.
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Values A string containing the name of address book. Internal name
EventUserPB
Back to top
Event User Identifier

Description Complete domain name (dn) of the user that generated the audit message. Values A string containing a valid dn. Internal name
EventUserID
Back to top
Source identifier
Description Complete identifier of the document that generated the event. This identifier is inherited from the source message. Values A string containing the source message identifier. Internal name
SourceIdentifier
Back to top
Source MSN
Description MSN number of the message that generated the event. Values An integer containing the MSN number. Internal name
SourceMsn
Back to top
Source recipient address

Description Recipient address of the message that generated the audit event. Depending on the source message's transport type, this address may be an email address, a fax number, a DeliveryWare rules configuration, the domain name (dn) of a user for example.
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DOCUMENT MANAGER
Values A string containing the source message's recipient address. The specific format used by this field depends on the source transport. Internal name
SourceRcptAddress
Back to top
Source transport
Description Transport used by the message that generated the audit event Values A string code representing the type of transport. The possible values for this variable include, but are not limited to: ! ! ! ! ! ! SM:Internet mail (SMTP) CN: Microsoft Exchange GW: GroupWise LN: Lotus notes PU: DeliveryWare Rule USF: Web form
For a complete list of available values for this variable, refer to Recipient types, connectors and transports. Internal name
SourceRcptType
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Source status
Description Status of the source message when the event was generated. Values A string containing the source message's short status. Internal name
SourceShortStatus
Back to top
Source status code

Description Numeric value that represents the status of the source message when the event was generated. Values An integer containing the status code of the source message. A list of possible status values can be found in the Error messages documentation.
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VIEWS OVERVIEW
Internal name
SourceStatus
Back to top
Command Line fields

Fields list
Optional fields
Command line
Executed command line
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DOCUMENT MANAGER
Optional fields
Command line
Description Returns the command line as it was executed on the server. Internal name
Optional
CmdFullLineCommand
Back to top
Copy fields
Fields list
Required fields
Configuration name
Copy Connector configuration name Create path if it doesn't exist Overwrite files if they already exist Password Resolved path User name
Optional fields
Create path if it doesn't exists Overwrite files if they already exist Password Resolved path User
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VIEWS OVERVIEW
Required fields
Configuration name/Copy configuration
Description Specifies the configuration used to copy files. Select an existing Copy file connector configuration in the list. Internal name
Required
CopyPath
Back to top
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DOCUMENT MANAGER
Optional fields
Create path if it doesn't exist/ Create destination folder
Description Specifies whether to create the path if it does not exist or not. Values The valid values are: ! ! 1 (Yes) : The path will be created if it doesn't exists. 0 (No): The path won't be created if it doesn't exists.
Optional
The default value for this parameter is the one defined in the Copy file configuration properties. Internal name
CreateIfNotExist
See also Overwrite files if they already exist Back to top
Overwrite files if they already exist

Description Specifies whether to overwrite files that already exist. Values The valid values are: ! ! 1(Yes): Yes, files will be overwritten if they already exists. 0 (No): No, the files will never be overwritten and the job will therefore fail.
Optional
The default value for this parameter is the one defined in the Copy file configuration properties. Internal name
OverWriteIfExist
See also Create path if it doesn't exist Back to top
Password
Description
Optional
Specifies the password used for copying on the distant machine. If none is provided then the password set in the Copy file configuration will be used instead (if any), the Copy file configuration used being defined by the content of the Configuration name field. If you set this variable, then you also need to set the User field.
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VIEWS OVERVIEW
Values Any string. Internal name
CopyPassword
See also User Back to top
Resolved path
Description
Optional
Specifies the full path to the destination folder as it was used to copy the file(s). If variables were used in the destination path this variable contains the path with these variables resolved. Internal name
ResolvedPath
Back to top
User/Username
Description
Optional
Specifies the user name used for copying on the distant machine. If none is provided then the user set in the Copy file configuration will be used instead (if any), the Copy file configuration used being defined by the content of the Configuration name field. If you set this variable, then you also need to set the Password field. Values Any string. Internal name
CopyUser
See also Password Back to top
Custom Application fields

Fields list
Required fields
Configuration name
Workgroup queue name
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DOCUMENT MANAGER
Required fields
Configuration name
Description Specifies the name of the Custom Application workgroup delivery queue. Internal name
Submission, Required
ConfigName
Back to top
DeliveryWare Rules fields

Submission variables
Required variables
Rules configuration
Rules configuration name Name of the processed file Split document index Rule name
Optional variables
File name Number of the split document Rule
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VIEWS OVERVIEW
Required fields
Rule configuration
Description Specifies the name of the rules configuration that the document will be sent to. Value at tracking Name of the rules configuration which processed the message Internal name
Required
GDRConfiguration
Back to top
519
DOCUMENT MANAGER
Optional fields
File name
Description Name of the file processed by the rule, with its extension. Internal name
Optional
OriginalSourceFileName
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Number of the split document

Description Current 0-based index of the document originating of a split document. Internal name
Tracking
SplitDocumentNumber
Back to top
Rule name
Description
Submission, Optional
Specifies the name of the rule to execute. You must provide the name with the .rlg extension. Values Any string. Value at tracking Name of the rule which processed the message Internal name
GDRRuleName
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Document fields
Fields list
Optional fields
Application identifier Application name Date/time deferred System document ID
Name of the submitting application Name of the submitting application Defer the processing of the job Unique identifier
520
VIEWS OVERVIEW
Owner address book Owner identifier Priority Subject
Address book of the owner of the job Identifier of the owner of the job Job priority Subject of the message
521
DOCUMENT MANAGER
Document level submission fields

Application identifier
Description Specifies the identifier of the application the message transmission originates from. Values Any string. Internal name
Optional
Identifier
See also Application name Back to top
Application name
Description
Optional
Specifies the name of the application the message transmission originates from. The value defined at the transport level overrides the value defined at the document level. Values Any string. Internal name
ApplicationName
Back to top
Date/time deferred
Description
Optional
Specifies the date and time to which the transmission should deferred. If none is specified, then the job will be processed immediately by the server. Please note that for this particular variable, the submission value format is different than usual. Values at submission A string in the following format: ! "DD/MM/YYYY HH:MM"
Values at tracking A string in the following format: ! "YYYY-MM-DD HH:MM:SS"
Internal name
DeferredDateTime
Back to top
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Document ID
Description Unique identifier for the document set by DeliveryWare Platform.
Optional
Back to top
Owner address book

Description
Optional
Specifies the name of the address book in which the job owner is declared. For the address book provided by default, the value is _LocalPublishedPhonebook. For personal address books, the value is the name of the address book as published under \Address Books in the Esker Administrator. If no address book is specified, then the Esker Platform Users address book will be used, as defined in the \Address books node properties Values A string containing the name of address book. Internal name
OwnerPB
See also Owner identifier Back to top
Owner identifier
Description
Optional
Specifies the owner of the job by providing his complete domain name (dn). If unspecified, the owner of the job will be set to the DeliveryWare Service manager. Example cn=user1,ou=orga1,ou=_EskerPhonebook. Values A string containing a valid dn. Internal name
OwnerID
See also Owner address book Back to top
Priority
Description Specifies the transmission priority regarding the Esker Platform system (local or delegated).
Optional
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DOCUMENT MANAGER
Values ! 2 (Immediate) ! ! ! 4 (Urgent) 6 (Regular) 8 (Low)
Internal name
Priority
Back to top
Subject
Description
Optional
Specifies the subject of the job. This property is inherited by many transports, and can therefore be overridden for this transport if needed (e.g. fax or email). Internal name
Subject
See also ApplicationName Identifier Back to top
Email fields
Fields list
Required fields
Email address
Email address Enable anti-spam Date and time the email message was opened for the first time by the recipient Last date and time the email was read by the recipient Email tracking Number of times the email message has been opened by the recipient Read receipt request
Optional fields
Anti-spam management First date/time opened Last date/time opened Message tracking Number of times opened Read receipt
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VIEWS OVERVIEW
Required fields
Email address
Description Specifies the recipient's email address. Value at submission A string containing a valid email address according to the messaging system defined by the Messaging system property value. Samples Javascript sample SET Rcpt = Doc.AddRecipient() SET Trspt = Rcpt.AddTransportEx("Mail") SET Vars = Trspt.GetVars(false) Vars.AddValue_String ( "RecipientType", "SM", false ) Vars.AddValue_String ( "EmailAddress", "SampleUser1@example.com", true ) Vars.AddValue_String ( "ToName", "Sample User 1", true ) XML sample <job> <document> <recipient> <transport> <mail> <Subject>Welcome!</Subject> <Message>Welcome dear new user! This is a welcome message that you can customize for your personal needs.</Message> <RecipientType>SM</RecipientType> <EmailAddress>erwin@example.com</EmailAddress> <ToName>John Erwin</ToName> </mail> </transport> </recipient> </document> </job> Internal name
Required
EmailAddress
See also Messaging system Back to top
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DOCUMENT MANAGER
Optional field
Anti-spam management
Description Allows activating or deactivating the anti-spam feature for this message. Values The valid values are: ! ! 1 : Yes. 0 (default): No
Optional
Internal name
EnableAntiSpam
Back to top
First date/time opened

Description
Optional
Date and time the email message was opened for the first time by the recipient. This variable can only be filled if you enabled the Read receipt option was enabled when the email was submitted. Values A string in the following format: ! "YYYY-MM-DD HH:MM:SS"
Internal name
OpeningDateTime
See also Last date/time opened Number of times opened Back to top
Last date/time opened

Description
Optional
Specifies the date and time at which the email was read by the recipient for the last time. This variable can only be filled if you enabled the Read receipt option was enabled when the email was submitted. Values A string in the following format: ! "YYYY-MM-DD HH:MM:SS"
See also Number of times opened First date/time opened Back to top
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VIEWS OVERVIEW
Message tracking/Email tracking

Description Allows activating or deactivating the follow-up feature for this message. Values The valid values are: ! ! 1 : Yes, message tracking is enabled 0 (default): No, message tracking is disabled
Optional
Internal name
EmailTracking
Back to top
Number of times opened

Description
Optional
Number of times the email message has been opened by the recipient. This variable can only be filled if you enabled the Read receipt option was enabled when the email was submitted. See also Last date/time opened First date/time opened Back to top
Read receipt/Email tracking

Description Allows to request a read receipt.
Optional
Values ! 1: Yes. The read receipt will be sent to the email address provided into the Address to which the read receipt will be sent field. ! 0 (default): No.
Internal name
RequestDispositionNotification
See also Address to which the read receipt will be sent Back to top
SMTP Sender address

Description
Optional
Specifies the SMTP sender address. This address is used by SMTP mail systems to send back an email when the outbound email cannot be delivered to the recipient. Internal name
SmtpSenderAddress
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DOCUMENT MANAGER
See also SMTP server port Back to top
Smtp server
Description Specifies the IP address or the name of the SMTP server to which the email message should be sent. Internal name
Optional
SmtpSserver
See also SMTP port Back to top
SMTP server port

Description Specifies the port of the SMTP server to which the email message should be sent. Internal name
Optional
SmtpPort
See also SMTP server Back to top
Signature format
Description
Optional
Lets you define a message-specific signature format. This is used only if the message is signed and not crypted. Values ! 0 (SignOpaque) ! ! 1 (SignBodyOnly) 2 (SignALL)
Internal name
MailSignClearText
See also Message encryption Message signature Back to top
Unique compressed file

Description Gathers all attached files in a unique compressed file named based on the first attachment.
Optional
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VIEWS OVERVIEW
Values The valid values are: ! ! yes: the attachments will be compressed in an unique zip file. no: the attachments will not be compressed.
Internal name
ZipAttachments
Back to top
Fax fields
Fields list
Required fields
Fax number
Fax number Dialed fax number Alternate fax number Internationalized alternate fax number without PABX prefix Internationalized fax number without PABX prefix Identifier of the receiving fax system Estimated cost of the last transmission attempt Date and time of first attempt Fax transmission duration Coding used during the transmission Error correction flag Fax number to which the fax was submitted. Resolution of the fax Internationalized version of the submitted alternate fax number Internationalized version of the submitted fax number Fax line used Remove cover page Fax identifier of the sender Submitting server name Signal noise Signal quality Signal strength Transmission rate Routing time if failover occurred Total duration of the fax transmission Total estimated price of all attempts
Optional fields
Actual recipient Alternate fax number Canonical alternate fax number Canonical fax number Contact CSID Cost Date/time of first try Duration Encoding Error correction Fax number index Fax resolution Internationalized alternate number Internationalized fax number Line number Remove cover page Sender fax identifier Server name Signal noise Signal quality Signal strength Speed Timeout before failure Total duration (seconds) Total call cost
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DOCUMENT MANAGER
Required fields
Fax number
Description Specifies the fax number to which the message will be sent. Value A string containing a valid fax number. For more readability, you can include the following characters or blank characters in your fax numbers: ! ! ! ! ! () . , *
Required
Refer to Fax number format for more detailed information about setting the fax number. Internal name
FaxNumber
Back to top
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VIEWS OVERVIEW
Optional submission variables

Actual recipient
Description Returns the telephone number as it has been dialed by the server on the fax device. Internal name
Optional
ActualDest
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Alternate fax number

Description
Optional
Specifies an alternate telephone number if the first fax number fails after all retries. If you don't provide any alternate fax number then the fax will after all retries. Values A string containing a valid fax number. See Fax number for more details. Internal name
FaxNumberAlternate
Back to top
Canonical alternate fax number

Description Internationalized alternate fax number without PABX prefix. All non-numeric characters are removed. Internal name
Optional
canonicalFaxNumberAlt
See also Alternate fax number Back to top
canonical fax number

Description Returns the internationalized fax number without PABX prefix. All non-numeric characters are removed. Internal name
Optional
canonicalFaxNumber
See also Fax number Back to top
531
DOCUMENT MANAGER
Contact CSID
Description Returns the CSID of the fax system to which the fax has been transmitted. Internal name
Optional
ReceiveCSID
Back to top
Cost
Description
Optional
Estimated price of the last attempt of fax transmission according to your TELCO settings. This is not the real cost of the fax. Internal name
CallCost
See also Total call cost Fax cost calculation Back to top
Cover page
Description
Optional
Specifies the name and path of the file to use for the fax cover page. If none is specified, then the default cover page defined in the Setting tab of the Fax Connector properties will be used instead. Values The path can may be: ! ! An absolute path: in this case you must make sure this path is accessible by the server. A relative path: if you specifies a relative path, the server will look for the cover page by following this procedure in this order: 1. Users resources: in the Covers subfolder of the resource folder of the current owner of the fax. The owner can be set using the Owner identifier and OwnerPB variables. The resource folder is located on the server under:[ProductRootDir]\Config\Resources Then, the folder hierarchy is a copy of the address books hierarchy. Server resources: in the Covers subfolder, located in:[ProductRootDir]\Config\Covers\
2.
Example "C:\FaxCoverPages\Administration\LegalDocument.txt "CoverPage1.txt" The server will look into: 1. If the current fax owner is "User1", then: [ProductRootDir]\Config\Resources\_EskerPhonebook\User1\Covers 2. If the cover page couldn't be found, then: [ProductRootDir]\Config\Covers Internal name
CoverTemplate
See also Remove cover page
532
VIEWS OVERVIEW
Using cover pages with the Fax connector Back to top
Date/time of the first try

Description Returns the date and time when the server first attempted to send the job. Values The format of this date is YYYY-MM-DD HH:MM:SS. Internal name
Optional
FirstTryDateTime
Back to top
Deferred shift
Description
Optional
Specifies the shift code. Shift code allows you to automatically defer the transmission of the fax during a specific time period depending on phone rates. See Fax connector setting (shifts) for more information about defining these shifts periods. Note If you defer the fax transmission, then the Deferred Shift property will be taken into account once the deferring date and time is reached. Values ! 0 (default): the fax is sent immediately ! ! 2: refers to the shift 2 as defined on the fax connector 3: refers to the shift 3 as defined on the fax connector Note You can't set the Deferred shift field to 1 because this would mean that you force the fax to be sent in the highest price period instead of sending it immediately, thus only loosing time. Internal name
DeferredShift
Back to top
Duration
Description
Optional
Returns the duration of the last communication, whether the transmission was successful or failed (because of a voice answer for example). If multiple attempts where made, the total duration can be found by reading the content of the Total duration (seconds) variable. Dialing times are not taken into account Values Last transmission duration in seconds. Internal name
Duration
533
DOCUMENT MANAGER
See also Total duration (seconds) Back to top
Encoding
Description Returns the coding algorithm that was used for the transmission. Values ! MH: Modified Huffman ! ! MR: Modified Read MMR: Modified Modified Read
Optional
Internal name
Coding
See also Error correction Back to top
Error correction
Description
Optional
Returns whether Error Correction was enabled during the transmission, depending on the capacity of the fax boards and the Encoding algorithm used. Values ! 0: Error correction was disabled ! 1: Error correction was enabled
Internal name
ErrorCorrection
See also Encoding Back to top
Fax number index

Description Indicates which fax number was used to submit the fax Values ! 0: primary fax number. See Fax number for details. ! 1: Alternate fax number. See Alternate fax number for details.
Optional
Internal name
FaxNumberIndex
Back to top
534
VIEWS OVERVIEW
Fax resolution
Description Specifies the quality of the sent fax. Values ! 0: Low quality. Be aware that selection this value might reduce the readability of the fax. ! 1 (default): Fine quality. This is the standard fax quality.
Optional
Internal name
FaxQuality
Back to top
Header
Description
Optional
Information displayed on the fax header line. Setting this variable will override the parameter set in the Driver tab of the Fax connector properties. Values A string which may contain specific fax header syntax in it. Specific fax header syntax lets you add submission time computed information to the header line. For more information about this syntax refer to Outbound fax header variables Example "<Date>| From: <From.Name> - To: <To.Name>| Page <CurPage> of <Pages> Would display, for example: "15/06/2007 11:06 From: Collers - To: Yvandel Internal name
Page 1 of 11"
Header
Back to top
Internationalized alternate number

Description Returns the internationalized Alternate fax number. Internal name
Optional
IntlFaxNumberAlternate
Back to top
Internationalized fax number

Description Returns the internationalized Fax number. Internal name
Optional
IntlFaxNumber
Back to top
535
DOCUMENT MANAGER
Line
Description Returns the fax line used. Values Number of the line. Internal name
Optional
Line
Back to top
Message
Description The message content is used when a cover page is used: It replaces the <Message> cover page field
Optional
Allows to specify whether the fax should be sent using a cover page or not. If the fax is to be sent with a cover page, then it will be sent using the default cover page as defined in the Settings tab of the Fax Connector properties, unless a cover page has been specified in the Cover page field. Values ! 0 (default): A cover will be displayed before the fax attachments. ! 1: No cover page will be sent, and only the attachments will be.
Internal name
Message
See also Cover page Back to top
Remove cover page

Description
Optional
Allows to specify whether the fax should be sent using a cover page or not. If the fax is to be sent with a cover page, then it will be sent using the default cover page as defined in the Settings tab of the Fax Connector properties, unless a cover page has been specified in the Cover page field. Values ! 0 (default): A cover will be displayed before the fax attachments. ! 1: No cover page will be sent, and only the attachments will be.
Internal name
NoCover
See also Cover page Back to top
536
VIEWS OVERVIEW
Sender fax identifier/CSID

Description
Optional
Specifies the CSID (Called Station IDentifier) of the fax to be sent. Setting this value here will override the default CSID defined in the Driver tab of the Fax Connector properties in Esker Administrator. Values Any string. Internal name
CSID
Back to top
Server name
Description
Optional
Specifies the name of the server that sends the fax. By default, this value is set to the actual server name and setting this value allows you to override it. Values Any string. Internal name
Server
Back to top
Signal noise
Description Returns the transmission signal noise level, as reported by the fax driver. Important note This variable is relevant only for BrookTrout TruFax 200,400 based on bfax driver (legacy boards). Values ! 18 = -65dBm; extremely quiet ! ! ! ! ! 50 = -60dBm; very quiet 135 = -55dBm; quiet 461 = -50dBm; acceptable 1390 = -45dBm; noisy 2300 = -40dBm; almost unusable
Optional
Internal name
SignalNoise
See also Signal quality Signal strength Back to top
537
DOCUMENT MANAGER
Signal quality
Description Returns the transmission signal quality, as reported by the fax driver. Important note This variable is relevant only for BrookTrout TruFax 200,400 based on bfax driver (legacy boards). Values Speed 9.6K (V.29) 7.2K (V.29) 4.8K (V.27) 2.4K (V.27) High Average Marginal 127 127 127 127 960 2112 1600 9408 2048 4352 3328 18944
Optional
Internal name
SignalQuality
See also Signal noise Signal strength Back to top
Signal strength
Description Returns the transmission signal strength, as reported by the fax driver. Important note This variable is relevant only for BrookTrout TruFax 200,400 based on bfax driver (legacy boards). Values ! 6750 = -40dBm; marginal ! ! ! ! ! 10000 = -35dBm; weak 13250 = -30dBm; acceptable 16250 = -25dBm; good 19750 = -20dBm; strong 23000 = -15dBm; very strong
Optional
Internal name
SignalStrength
See also Signal noise Signal quality Back to top
Speed
Description Returns the transmission baud rate, as reported by the fax driver.
Optional
538
VIEWS OVERVIEW
Value Baud rate in bps. Internal name
Speed
Back to top
Timeout before failure

Description
Optional
Returns the time at which the fax wasor will be routed if Failover was activated for the fax. See Outbound fax routing overview for more information about Fail over management. Internal name
FailOverTime
Back to top
Total duration
Description
Optional
Returns the total duration of the communications made to send the fax, whether the transmission was finally successful or not (because it exceeded the total number of tolerated voice answers). Dialing times are not taken into account. The duration of the last communication can be found by reading the Duration variable content. Values Total communication duration in seconds. Internal name
TotalDuration
See also Duration Back to top
TotalCallCost
Description
Tracking
Total estimated price of the all the attempts of fax transmission according to your TELCO settings. This is not the real cost of the fax, and it may differ according to your settings. Internal name
TotalCallCost
See also Cost Fax cost calculation Back to top
539
DOCUMENT MANAGER
FTP fields
Fields list
Required fields
FTP configuration
FTP Configuration name
540
VIEWS OVERVIEW
Required fields
FTP configuration
Description FTP Connector configuration name to use to process the job. Select the configuration of your choice in the list. Internal name
Required
FTPConfiguration
Back to top
Inbound Fax fields

Fields list
Optional fields
Caller number Contact CSID Line number Pages Pages produced Pages sent Receipt report Receipt status (code) Routing digits Sender address Server Signal noise Signal quality Signal strength Speed
Calling number identifier Identifier of the receiving fax system Fax line Number of fax pages Number of pages actually produced Number of fax pages Inbound short status Inbound status code Routing digits Reply address Server name Signal noise level Signal quality Signal strength Transmission baud rate
541
DOCUMENT MANAGER
Optional fields
Caller number
Description Caller station identifier. Values Any string. Internal name
Tracking
CallerID
Back to top
Contact CSID
Description CSID of the inbound fax. Values Any string. Internal name
Tracking
ReceiveCSID
Back to top
Line number
Description Fax line for reception. Values A fax line number, as defined under the Fax connector in Esker Administrator. Internal name
Tracking
Line
Back to top
Pages
Description Returns the total number of pages in the fax. Internal name
Tracking
NPages
Back to top 542
VIEWS OVERVIEW
Pages produced
Description
Tracking
Returns the number of pages actually produced. This number can differ from the number of pages sent since all pages sent may not be produced by the system (for example, when the printing job stops before the end). Internal name
PagesProduced
Back to top
Pages sent
Description
Tracking
Returns the number of pages actually transmitted (not necessarily zero for a failed message, since the job may have failed after some pages were sent). Internal name
PagesSent
Back to top
Receipt report
Description Simple status of the incoming fax. Value at tracking Short status of the fax as it was set by the fax reception device. Internal name
Tracking
ReceivedShortStatus
Back to top
Receipt status (code)

Description Status code of the incoming fax. Value at tracking Status code of the fax as it was set by the fax reception device. Internal name
Tracking
ReceivedStatusCode
Back to top
Routing digits
Tracking
543
DOCUMENT MANAGER
Description Routing digits of the inbound fax. Internal name
RoutingDigits
Back to top
Sender address
Description Specifies the sender email address to enable the reply. Internal name
Trackingl
FromAddress
Back to top
Server
Description Name of the submitting server. Internal name
Tracking
Server
Back to top
Signal noise
Description Returns the transmission signal noise level, as reported by the fax driver. Important note This variable is relevant only for BrookTrout TruFax 200,400 based on bfax driver (legacy boards). Values ! 18 = -65dBm; extremely quiet ! ! ! ! ! 50 = -60dBm; very quiet 135 = -55dBm; quiet 461 = -50dBm; acceptable 1390 = -45dBm; noisy 2300 = -40dBm; almost unusable
Optional
Internal name
SignalNoise
See also Signal quality Signal strength Back to top
544
VIEWS OVERVIEW
Signal quality
Description Returns the transmission signal quality, as reported by the fax driver. Important note This variable is relevant only for BrookTrout TruFax 200,400 based on bfax driver (legacy boards). Values Speed 9.6K (V.29) 7.2K (V.29) 4.8K (V.27) 2.4K (V.27) High Average Marginal 127 127 127 127 960 2112 1600 9408 2048 4352 3328 18944
Optional
Internal name
SignalQuality
See also Signal noise Signal strength Back to top
Signal strength
Description Returns the transmission signal strength, as reported by the fax driver. Important note This variable is relevant only for BrookTrout TruFax 200,400 based on bfax driver (legacy boards). Values ! 6750 = -40dBm; marginal ! ! ! ! ! 10000 = -35dBm; weak 13250 = -30dBm; acceptable 16250 = -25dBm; good 19750 = -20dBm; strong 23000 = -15dBm; very strong
Optional
Internal name
SignalStrength
See also Signal noise Signal quality Back to top
Speed
Description Inbound fax transmission baud rate.
Tracking
545
DOCUMENT MANAGER
Value at tracking An integer representing the transmission baud rate as reported by the fax driver. Internal name
Speed
Back to top
Inbound SAP fields

Fields list
Required fields
Rules configuration
DeliveryWare Rules configuration Connector for SAP Configuration name
Optional fields
SAP configuration
546
VIEWS OVERVIEW
Required fields
Rules configuration
Description Specifies the name of the rules configuration that the document will be sent to. Value at tracking Name of the rules configuration which processed the message Internal name
Required
GDRConfiguration
Back to top
547
DOCUMENT MANAGER
Optional fields
SAP configuration
Description Name of the Connector for SAP configuration which received the job coming from a SAP system. Internal name
Optional
SapRfcConf
Back to top
Job fields
Fields list
Originating server
Originating server
548
VIEWS OVERVIEW
Optional fields
Originating server
Description Specifies the IP address of the machine that initiated the job submission. Internal name
Optional
SubmittingServerID
Back to top
LanFax fields
Fields list
Required fields
LanFax user
LanFax user name LanFax owner of the fax
Optional fields
Lanfax owner
549
DOCUMENT MANAGER
Required fields
LanFax user
Description Specifies the name of the LanFax user the document will be sent to. Values A string containing a LanFax user name. Internal name
Required
LanFaxUser
Back to top
550
VIEWS OVERVIEW
Optional fields
LanFax owner
Description Specifies the LanFax user that owns the fax. Internal name
Tracking
LanFaxOwner
Back to top
Mail on Demand fields

Fields list
Major fields
Envelope Mailing service Printing facility Printing the sender's postal address Recipient country code Recipient full address Recipient state code Sender country code Sender state code
Envelop size Mailing service Facility that will handle and send your mail Sender address printing Country code of the recipient Full address of the recipient State code of the recipient Country code of sender State code of the sender Acknowledgment of mail delivery Address page flag Color printing flag Stamping cost unit Date of undeliverable mail return Date and time of document conversion Date and time at which the mail was folded Date end time at which the mail was printed Document grouping flag Duplex printing flag Envelop effectively used Document grouping current status Maximum number of sheets tolerated Acknowledgment of undeliverable mail Number of sheets sent Recipient address printed flag Sender address printed flag Mail provider location ID of the registered mail Send before (date/time)
Optional fields
Acknowledgement of receipt Address page Color printing Cost unit Date of non-delilvered mail return Date/time converted Date/time folded Date/time printed Document grouping Duplex printing Envelope used Grouping status Maximum number of sheets Non-delivered mail notification Number of sheets Print recipient address Print sender address Provider ID Registered number Send before (date/time)
551
DOCUMENT MANAGER
Major fields
Envelope
Description Specifies the desired envelope size. Valid values depend on the printing facility that processes your mail (France, United States, Australia). Note This field isn't required because for each provider a default envelop size is set and because the printing facilities are able to determine automatically the best envelop size for your mail. However you can set this field to specify a different envelop if needed. Be aware however that the specified value may be ignored if the number of sheets sent exceeds the capacity of the specified envelope. Values Available values depends on your mail provider ! US provider ! ! ! ! #10 (default) 6x9 9x12
Optional
French provider: ! ! ! C4 (default) C6 C6DW
Australian provider: ! ! DL (default) C4
For more details about these formats, refer to Envelope size. Internal name
Envelop
Back to top
Mailing service
Description
Optional
Specifies the desired stamp type. Valid values depend on the printing facility that processes your mail (France, United States, Australia). Note This field isn't required because for each provider a default mailing service is set. However you can set this field to specify a different mailing service if needed. Values Available values depends on your mail provider:
552
VIEWS OVERVIEW
Printing facility: USA ! F (default): First-class mail
Printing facility: France ! ! ! ! ! U (default): Priority mail E: First-class mail R1: Registered mail R1 R2: Registered mail R2 R3: Registered mail R3
Printing facility: Australia ! U (default): First-class mail
For more information, refer to Mailing services. Internal name
StampType
See also Acknowledgement of receipt : lets you request an acknowledgement of mail delivery for the French provider. Non-delivered mail notification: lets you request an acknowledgement of undeliverable mail for the French provider. Back to top
Printing facility
Description Specifies the facility that will handle and send your mail. Values The following printing facilities are available: ! ! ! Australia, Australia (2): mail from Australia and other close countries France: mail from European countries United States, United States (2), United States(3): mail from the United States
Optional
Internal name
ProviderName
See also Printing facilities Back to top
Printing the sender's postal address

Description Indicates whether the address of the sender should be printed on the first page of the document or not. Values Available values depends on your mail provider. !
Optional
Yes (default for United states mail provider): the sender address will be automatically inserted based on the sender information (refer to Sender full address for more information)
553
DOCUMENT MANAGER
No (Default for Australian and French mail providers: then sender address will not be printed. Therefore the sender's information are not required to send the mail, and you are free to enter whatever information you want in the location where the sender address usually stands, if any.
Internal name
SenderAddress
See also Sender full address Back to top
Recipient country code

Description
Optional
Specifies the country of the mail recipient by providing its international code. If this field is filled, it will be used do define the country of the recipient. Else, the Country field defined at recipient level will be used instead. Note This field isn't required. However, the country of the recipient needs to provided, so if this field isn't set then make sure that the Country field is. Value The code for a specific country can be found in the Alias column of the Country names for the USA and Australia page. Internal name
ToCountryCode
Back to top
Recipient full address

Description
Optional
Specifies the full address block of the recipient. If this field is not set when the transport is submitted to the server then the following fields defined at recipient level will be used instead to compile he's full address. As the address format depends on the mail provider, the required recipient properties may differ amongst the following: ! ! ! ! ! ! ! ! Name or Company: both can be provided if desired, but only one is required. Street: required in all cases. ToSub: can be provided if desired. P.o. box: can be provided if desired. City : required in all cases. Zip code: required in all cases. State or Recipient state code: At least one is required for United-States provider. Not required for other providers. Country or Recipient country code: At least one is required is the mail is to be sent in another country than your mail provider.
Value at submission The required contents of the address block depends on your mail provider. Refer to Address formats for more information about how to fill this field. Internal name
ToBlockAddress
554
VIEWS OVERVIEW
See also Recipient country code Recipient state code Sender full address Back to top
Recipient state code

Description
Optional
Specifies the state of the mail recipient by providing its code. If this field if filled, it will be used do define the state of the recipient. Else, the State field defined at recipient level will be used instead. Note This field isn't required. However, when mailing from the United-state or from Australia the state of the recipient must be provided, so if this field isn't set then make sure that the State field is. Value A string containing the code of the desired state. Internal name
ToStateCode
Back to top
Sender country code

Description
Optional
Specifies the country of the mail sender by providing its international code. If this field if filled, it will be used do define the country of the sender. Else, the Country field of the Sender will be used instead. Note This field isn't required. However, the country of the sender needs to provided, so if this field isn't set then make sure that the Country field is set at sender level. Value The code for a specific country can be found in the Alias column of the Country names for the USA and Australia page. Internal name
FroCountryCode
Back to top
Sender state code

Description
Optional
Specifies the state of the mail sender by providing its code. If this field if filled, it will be used do define the state of the sender. Else, the State field defined at Sender will be used instead. Note This field isn't required. However, when mailing from the United-state or from Australia the state of the recipient must be provided, so if this field isn't set then make sure that the State field of the sender is.
555
DOCUMENT MANAGER
Value A string containing the code of the desired state. Internal name
FromStateCode
Back to top
556
VIEWS OVERVIEW
Optional submission fields

Acknowledgement of receipt
Description Request an acknowledgment of mail reception. This field is only available for the French provider and for the following Mailing service values: ! ! ! R1: Registered mail R1 R2: Registered mail R2 R3: Registered mail R3
Optional
Values ! Y: to require an acknowledgement of reception. ! N (default): no acknowledgement of reception will be sent.
Internal name
AskReceipt
Back to top
Address page
Description Includes an address page before the document.
Optional
Values ! Y: an address page will be added. If the duplex printing option is enabled (see Duplex printing) it will not interfere and nothing will be printed at the back of the address page. If the color option is enabled, then the address page will also be considered as being printed in color. ! N (default): no address page will be added.
Internal name
Cover
See also Inserting an address page (page 104) Back to top
Color printing
Description Specifies that the document should be printed in color. Values ! Y: each page will be printed in color, even if its contents is in black and white. !
Optional
N (default): each page will be printed in black and white. Pages in color will automatically be converted to gray levels before they are printed.
557
DOCUMENT MANAGER
Internal name
Color
Back to top
CostUnit
Description Returns the currency of the stamping cost. Values A three-letter internal currency code such as: ! ! ! ! EUR: Euro USD: US Dollar AUD: Australian Dollar GBP: Pound
Optional
Internal name
CostUnit
Back to top
Date of non-delivered mail return

Description
Optional
Returns the date of undeliverable mail return. Undeliverable mail notification is only available for the Australian and the French mailing locations. Values A string in the following format: ! "YYYY-MM-DD"
Internal name
ReturnedMailDate
See also Non-delivered mail notification Back to top
Date/time converted
Description Returns the date an time the mail was converted to final printable format. Values A string in the following format: ! "YYYY-MM-DD"
Tracking
Internal name
MspConvertedDateTime
See also 558
VIEWS OVERVIEW
Date/time printed Back to top
Date/time folded
Description Returns the date an time the mail was folded into the envelop. Values A string in the following format: ! "YYYY-MM-DD HH:MM:SS"
Optional
Internal name
MspFoldedDateTime
See also Date/time printed Back to top
Date/time printed
Description Returns the date an time the mail was printed bye the mailing provider facility. Values A string in the following format: ! "YYYY-MM-DD HH:MM:SS"
Optional
Internal name
MspPrintedDateTime
See also Date/time printed Back to top
Document grouping
Description Allows grouping several documents to the same recipient in a single envelop.
Optional
Values ! 1: document grouping is enabled. The document will not be printed and sent immediately. Instead, it will stay idle for a definable period (see Send before (date/time)), waiting for some other document with the same recipient to be processed, so tat they can be grouped into a same envelop. ! 0 (default): document grouping is disabled and the document will be printed and sent as soon as possible.
Internal name
DocumentGrouping
See also Inserting an address page (page 104) Back to top
559
DOCUMENT MANAGER
Duplex printing
Description
Optional
Specifies whether the document should be printed on both sides of pages or not. If you are using an address page (see Address page field) it will not interfere with this option. If you are submitting multiple documents to be printed, no blank page will be inserted automatically, meaning that the first page of a document may be printed on the back side of the last page of the previous document. If you want to avoid this behavior, refer to First page on an odd page. Values ! Y: duplex printing is enabled, and pages will be printed on both sides of the paper sheets. ! N (default): duplex printing is disabled and each page of the document will be printed on a separate paper sheet.
Internal name
BothSided
See also Duplex printing (page 104) First page on an odd page Address page Back to top
Envelope used
Description
Tracking
Returns the size of the envelope used to send the mail. This value may differ from the Envelope submission variable if the number of sheets exceeded the envelope capacity. Values Possible values depends on your provider: ! US provider ! ! ! ! #10 6x9 9x12
French provider: ! ! ! C4 C6 C6DW
Australian provider: ! ! DL C4
Internal name
EnvelopUsed
See also Envelope Envelope size Back to top
560
VIEWS OVERVIEW
Grouping status
Description Returns the current grouping state of the mail. Values ! 0 (Non-groupable message) ! ! ! ! 1 (Group of messages) 2 (Groupable message, not grouped) 3 (Grouped message) 4 (Message waiting to be grouped)
Tracking
Internal name
GroupingState
See also Document grouping Back to top
Maximum number of pages

Description
Optional
Maximum number of sheets for a letter. The letter will be rejected if longer than this value. This is useful if you whish to control the envelop format, because if the number of sheets exceeds the maximum number of sheets tolerated for an particular format then the server will automatically select the appropriate envelop format instead. You will find more information about the maximum number of sheets available for each envelop in the Envelope size topic. Values Any integer defining the maximum number of sheets. Internal name
MaxSheets
See also Duplex printing (page 104) Back to top
Non-delivered mail notification

Description
Optional
Allows requesting an acknowledgement for non-delivered mail. This option is only available for the French provider. Note The value of this field for the United states provider is No, and cannot be changed. The value of this field for the Australian provider is Yes, and cannot be changed. Values ! Y: to require an acknowledgement of non delivered mail. ! N (default): no non delivered mail notification will be sent.
Internal name
AskReturnedMail
561
DOCUMENT MANAGER
Back to top
Number of sheets
Description
Tracking
Returns the total number of sheets effectively sent. The number of sheets depends on the attachments contents and the First page on an odd page, Duplex printing, and Address page properties values when the message was submitted. Internal name
NSheets
See also Pages Back to top
Registered number
Description
Tracking
Returns the reference number of the registered mail. Registered mail is only available for the French mailing location. Refer to Mailing service for more information. Values Empty if no error was encountered by the server. Internal name
RegisteredNumber
See also Mailing service Back to top
Print Recipient address

Description Indicates whether the address of the recipient was printed on the mail on not. Values Available values depends on your mail provider. ! ! Y (default for United states mail provider): the recipient address was printed. N (Default for Australian and French mail providers: the recipient address was not printed.
Tracking
Internal name
InsertAddress
Back to top
Provider ID
Tracking
562
VIEWS OVERVIEW
Description Returns the mail provider location. Values A string containing the location. The first two characters indicates the country. Example of returned values "FR" "US3" "AU2" Internal name
ProviderID
Back to top
Send before (date/time)

Description
Optional
Allows specifying the date and time until which the document can be grouped. Document retention is authorized until this date in order to optimize the grouping action. Values A string in the following format: ! "YYYY-MM-DD HH:MM:SS"
Internal name
AtLatestDateTime
See also Document grouping Maximum retention time (in days) Send before (time) Back to top
563
DOCUMENT MANAGER
Deprecated fields
CostReturned
Description Returns the stamping cost. This variable has been deprecated, and may now be inaccurate in most cases. Back to top
Tracking, Deprecated
Message to SAP fields

Fields list
Required fields
Address Address type SAP configuration
Recipient address in SAP Recipient address type Connector for SAP configuration
564
VIEWS OVERVIEW
Required fields
Address
Description Specifies the recipient address on the SAP system. The type of address (fax, email, etc) can be found in the Address type field. Values A string that containing the recipient address Internal name
Submission
SapReceiver
Back to top
Address type
Description
Submission
Specifies the type of address to which the document(s) should be sent in SAP. The address itself is provided in the Address field. Values ! FAX: Fax number. ! ! INT: Email address PAG: Mobile phone number
Internal name
SapReceiverType
Back to top
SAP configuration
Description Specifies the Connector for SAP configuration used to send the files to SAP. Values A string that contains the configuration name as defined in Esker Administrator. Internal name
Submission
SapRfcConf
Back to top
565
DOCUMENT MANAGER
Notes fields
Fields list
Required fields
Notes email address
Lotus Notes email address
566
VIEWS OVERVIEW
Required fields
Notes email address/Recipient address
Description Specifies the Notes email address that the document will be sent to. Internal name
Required
DestID
Back to top
Output for SAP fields

Fields list
Optional variables
Host printer Notification ID Notification destination Notification group Output Management Logical System Output Management Real System SAP identifier SAP configuration SAP owner Sap owner client Sap polling flag User Client
Host printer name Notification ID Notification destination Group notification Logical output management system Real output management system SAP ID RFC configuration SAP job owner SAP job owner client Job state notification flag User name User client
567
DOCUMENT MANAGER
Optional fields
Host printer
Description SAP system Host printer name. Internal name
SapHostPrinter
Back to top
Notification ID
Description Returns the notification ID of the SAP output job. Internal name
JobNotifName
Back to top
Notification destination
Description RFC recipient for the notification. Internal name
SapCallbackTarget
Back to top
Notification group
Description Name of the notification group linked to the output job. Internal name
SapReplyMessageGroup
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Output Management Logical System

Description Name of the logical output management system used to transmit the job.
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Internal name
SapLogicalOMS
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Output Management Real System

Description Name of the SAP Real Output Management system used to transmit the job. Internal name
SapRealOMS
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SAP identifier
Description SAP identifier of the output job. Internal name
SapSpoolID
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SAP configuration
Description RFC configuration used to receive the SAP output job. Internal name
SapHostPrinter
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SAP Owner
Description SAP output job owner. Internal name
SapJobOwner
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Sap owner client

Description Client of the SAP output job owner.
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Internal name
SapJobOwnerClient
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SAP polling flag

Description In polling mode, indicates whether the status of the job has been polled yet or not. Values ! yes: the job status has been polled. ! no: the job status hasn't been polled already.
Internal name
SapPollingFlag
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User
Description SAP output owner. Internal name
SapPrintingOwner
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User client
Description SAP output client. Internal name
SapPrintingClient
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Printer variables
Submission variables
Required variables
Printer name Printer options
Name of the printer Additional options for the printer
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VIEWS OVERVIEW
Required submission variables

Printer name
Description Specifies the network path of the printer. Values A string containing the path to the printer. Internal name
Required
Printer
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Printer options
Description
Optional
Specifies additional specific option for the printing job. Currently only file formats specification are supported Value Enter the files extensions (with the point) of your choice separated by a comma after the file extension declaration key: RawExt=ext1, [ext2, ext3, ...] Example You defined printers as .ps printer, but you know they also support pcl format. In order not to have to redefine each printer as a pcl printer, you can use this variable to specify the printer the job is being sent to is known to be able to print pcl thus bypassing the format control. RawExt=.ps,.eps,.pcl Internal name
PrinterOptions
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Sender fields
Fields list
Optional fields
Account Company Country Sender name State
Account Company Country Name State
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DOCUMENT MANAGER
ZIP code
ZIP code
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VIEWS OVERVIEW
Major submission variables

Account
Description Specifies the sender's account that bears the fax transmission costs. Internal name
Optional
FromAccount
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Company
Description Specifies the sender's company. Internal name
Optional
FromCompany
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Country
Description Specifies the sender's country. Internal name
Optional
FromCountry
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Sender name
Description Specifies the sender's name. Internal name
Optional
FromName
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State
Description Specifies the sender's state. Internal name
Optional
FromState
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DOCUMENT MANAGER
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ZIP code
Description Specifies the sender's ZIP code. Internal name
Optional
FromPostal
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SMS fields
Fields list
Required fields
Mobile phone number
Mobile phone number. SMS identifier
Deprecated fields
SMS ID.
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VIEWS OVERVIEW
Required fields
Mobile phone number
Description Specifies the mobile phone number to which the message will be sent. Values For more readability, you can include the following characters or blank characters in your SMS numbers: ! ! ! ! ! () . , *
Required
Internal name
SMSNumber
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DOCUMENT MANAGER
Deprecated fields
SMS ID.
Description This field is deprecated since DeliveryWare Platform v4.0 Internal name
Deprecated
TicketID
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SQL Request fields

Fields list
Optional fields
Connection Connection string Executed SQL request SQL request
SQL connection string Connection string SQL request as executed by the server (resolved) SQL request
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VIEWS OVERVIEW
Optional fields
Connection
Description Specifies the name of the SQL connection to use as define under the SQL Connector in Esker Administrator. Select the connection of your choice in the list. If you whish to use a connection which isn't defined in Esker Administrator, the use the Connection string field. Internal name
Optional
SQLConnection
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Connection string
Description
Optional
Specifies the SQL connection string used to connect to the database. By specifying this field you override the content of the Connection field. Value This is a regular ODBC or ADO connection string. Internal name
ConnectionString
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Executed SQL request

Description Specifies the SQL request how it was executed by the server. Internal name
Tracking
ResolvedSQLRequest
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SQL request
Description Specifies the SQL request to execute once the connection to the data source has been accomplished. Internal name
Optional
SQLRequest
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DOCUMENT MANAGER
Recipient fields
Fields list
Optional variables
Company Country Messaging system Name Reply address State ZIP code
Company Country Reply address type Name Reply address State ZIP code
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VIEWS OVERVIEW
Major fields
Company
Description Specifies the recipient company.
Optional
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Country
Description Specifies the recipient country. Internal name
Optional
ToCountry
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Messaging system
Description
Optional
Specifies the type of the reply email address. This field makes particular sense for the following transports: ! ! Email LanFax
This field can be redefined for these transport, thus overriding the value set at recipient level. Values ! Internet mail (SMTP) (default) ! ! ! Microsoft Exchange GroupWise Lotus notes
Internal name
FromType
See also Reply address Back to top
Name
Description Specifies the recipient name.
Optional
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DOCUMENT MANAGER
Internal name
ToName
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Reply address
Description
Optional
Specifies the sender email address to enable the reply. This field makes particular sense for the following transports: ! ! ! Email Notes LanFax
This field can be redefined for these transport, thus overriding the value set at recipient level. Internal name
FromAddress
See also Messaging system Back to top
State
Description Specifies the recipient state. Internal name
Optional
ToState
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ZIP code
Description Specifies the recipient ZIP code. Internal name
Optional
ToPostal
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User Form fields

Fields list
Optional fields
Cover page count Current validator address book
Number of cover pages Phone book of the user currently validating the form.
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VIEWS OVERVIEW
Date/time of next alert Date/time of validation starting Document amount Document date Document number Enable OOTO management Final number of fields Initial number of fields Next alert level Number of field corrections Number of field modifications Number of split documents Number of the split document Partner name Partner number Split Split done Teaching key UserField1 UserField2 UserField3 Validated by
Next warning date and time Date and time of validation process beginning Amount for the document Date for the document ID for the document OOTO management flag Number of controls on the form after the validation Number of controls on the form before the validation Next alert warning level (User or Admin) Number of extracted fields modified by the user Number of changes made by the user Total number of documents generated by the splitting Split document index Name of the business partner ID of the business partner Enable splitting interface Splitting done flag Supplementary rule prefix User field 1 User field 2 User field 3 User currently validating the form
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DOCUMENT MANAGER
Optional fields
Cover page count
Description Total number of detected cover pages in the current document. Internal name
Tracking
CoverPageCount
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Current validator address book

Description
Tracking
Phone book of the user who is currently validating the form. If no user is currently editing the form, this variable contents is empty. Internal name
ValidatorOwnerPB
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Date/time of next alert

Description Specifies the next date and time when the user will be notified if the form hasn't been validated. Values A string containing the date in the following format: ! "YYYY-MM-DD HH:MM:SS"
Tracking
Internal name
WarningDateTime
See also Level 1 warning interval Level 2 warning interval Next alert level Back to top
Date/time of validation starting

Description
Tracking
Date and time at which the user currently validating the form started the validation. If no user is currently editing the form, this variable contents is empty. Values A string containing the date in the following format: 582
VIEWS OVERVIEW
"YYYY-MM-DD HH:MM:SS"
Internal name
ValidatorDateTime
See also Date/time checked (Any transport) Back to top
Document amount
Description
Tracking
This field is used in the business document workflow to store the amount of the invoice or the sales order document corresponding to the form. Then it is used to generate reports based on this information. Values A string that contains the amount to be stored. Internal name
BusinessDocumentAmount
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Document date
Description
Tracking
This field is used in the business document workflow to store the date of the invoice or the sales order document corresponding to the form. Then it is used to generate reports based on this information. Values A string that contains the date to be stored. Internal name
BusinessDocumentDate
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Document number
Description
Tracking
This field is used in the business document workflow to store the ID of the invoice or the sales order document corresponding to the form. Then it is used to generate reports based on this information. Values A string that contains the ID to be stored. Internal name
BusinessDocumentNumber
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Enable OOTO management
Optional
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DOCUMENT MANAGER
Description Lets you enable or disable automatic Out Of The Office (OOTO) management. Values ! 0 (default): disable automatic OOTO management ! 1: enable automatic OOTO management
Internal name
OOTOEnable
See also Recipients when OOTO Back to top
Final number of fields

Description
Tracking
Number of fields on the form after it was validated by a user. A field is an area on the form in which a value can be entered. The number of fields can be modified during the validation process typically when a user removes a line in a table. The number of fields on the form before the user validated it can be retrieved by querying the Initial number of fields variable. Internal name
UserControlsCount
See also User changes count User fixes count Back to top
Initial number of fields

Description
Tracking
Number of fields on the form when it was submitted to the user. A field is an area on the form in which a value can be entered. The number of fields can be modified during the validation process typically when a user removes a line in a table. The number of fields on the form once the user has validated it can be retrieved by querying the Final number of fields variable. Internal name
OriginalControlsCount
See also User changes count User fixes count Back to top
Next alert level

Description Current level of warning for the message. Values ! 0: No warning ! 1: Warning sent to user
Tracking
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2: Warning sent to the administrator
Internal name
WarningLvl
See also Level 1 warning interval Level 2 warning interval Back to top
Number of field corrections

Description
Tracking
Total number of fields which content has been extracted from the document by the OCR that have been modified by the user validating the form. Internal name
UserFixesCount
See also Initial controls count Final controls count User changes count Back to top
Number of field modifications

Description Total number of fields on the form which content has been changed by the user during the validation. Internal name
Tracking
UserChangesCount
See also Initial controls count Final controls count User fixes count Back to top
Number of split documents

Description
Tracking
Total number of documents into which the original document was split. Each issued document will be set a Split document number. Internal name
SplitDocumentCount
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Number of the split document
Tracking
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DOCUMENT MANAGER
Description Current 0-based index of the document originating of a split document. Internal name
SplitDocumentNumber
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Partner name
Description
Tracking
This field is used in the business document workflow to store the name of the partner associated to the invoice or the sales order document corresponding to the form. Then it is used to generate reports based on this information. Values A string that contains the name of the partner to be stored. Internal name
BusinessPartnerName
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Partner Number
Description
Tracking
This field is used in the business document workflow to store the ID of the partner associated to the invoice or the sales order document corresponding to the form. Then it is used to generate reports based on this information. Values A string that contains the partner ID to be stored. Internal name
BusinessPartnerNumber
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Split
Description
Optional
Enables splitting for the current document. If set to Yes, then when the user accesses the form he will be offered an interface to split the document before he validates it. Values Select the value of your choice in the combo box: ! ! 0 (No) (Default): No additional interface will be proposed to the user. 1 (Yes): The splitting interface will be proposed to the user.
Internal name
UserField1
See also Back to top
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VIEWS OVERVIEW
Split done
Description
Tracking
Indicates wether the user in charge of validating the document has finished splitting the document. The document will then be effectively split, and its ValidationState property will finally be set to 6 (Split). Values ! 1: the document has been split ! 0: the document hasn't been split
Internal name
SplitDone
See also Number of split documents Number of the split document Back to top
Teaching key
Description
Tracking
Specifies the supplementary rule name prefix used for the form when the users teaches some information on the form during data validation. Internal name
TeachingKey
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User field (1)

Description Specifies a user field. Values Any string. Internal name
Optional
UserField1
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User field (2)

Optional
UserField2
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DOCUMENT MANAGER
User field (3)

Optional
UserField3
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Validated by
Description
Tracking
Complete dn of the user who is currently validating the form. If no user is currently editing the form, this variable contents is empty. Internal name
ValidatorOwnerID
See also Validation owner ID (Default Transport) Back to top
VSI-FAX fields
Fields list
Required variables
Fax number
VSI fax number VSI-FAX server VSI-FAX user
Optional variables
VSI-FAX server name or IP address VSI-FAX user name
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VIEWS OVERVIEW
Required fields
Fax number
Description Specifies the recipient VSI-FAX fax number. Value at submission A string containing a valid fax number. For more readability, you can include the following characters or blank characters in your fax numbers: ! ! ! ! ! () . , *
Required
Refer to Fax number format for more detailed information about setting the fax number. Internal name
VsiNumber
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DOCUMENT MANAGER
Optional fields
VSI-FAX server name or IP address
Description Specifies the name or IP address of the VSI-FAX server that the fax will be sent to. Values A string containing the VSI server name or IP address to which the fax will be sent, as defined under the VSI-Fax connector in Esker Administrator. If no server is specified, then the first one found will be used. Internal name
Optional
VsiServer
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VSI-FAX user name

Description Specifies the user name used to connect to the VSI-FAX server. Values
Optional
Any string. Setting this value here will override the user set in the User field of the VSI-Fax server properties in Esker Administrator. Internal name
VsiUser
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Web publishing fields

Fields list
Required fields
Web address
Web address
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VIEWS OVERVIEW
Required fields
Web address
Description Specifies the HTTP address of the Web site the document will be published on as declared in Esker Administrator. The parameters defined here will be used to transfer the file (user, password, web site folder, etc.) Values A string containing the desired HTTP Url as defined under the Web Publishing Connector in Esker Administrator. Example "http://www.example.com" Internal name
Required
HttpSite
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Transports List
Transport nice name ASCII Command line Copy Custom application DeliveryWare Rules Document Manager Email Fax FTP HP Inbound email Inbound fax LanFax Mail on Demand Notes Transport internal name AsciiLink CmdLine Copy AppLink Pickup WebInterface Mail Fax FTP HP MailRecv FaxRecv LanFax MODEsker FaxForNotes
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Output for SAP (print) Printer Output for SAP (media) SMS SQL request User defined User form VSI-FAX Web Document Manager
SapBCXOM Print SapBCCONOut
SMS ADO __UNKNOWN__ UserForm VSI Web WebInterface
CSV format
When dealing with messages, jobs, users or any kind of list in Document Manager, you can export the list in a text file that complies with the CSV format. You can also import list of contacts using this format. In the section you will find more information on the CSV format, and how it is implemented in Document Manager.
Exporting CSV
Once you have exported a list in CSV format, it will contain every item in the list. Each item (which is comprised of all the elements on the same line, such as Job name, Transport or owner) corresponds to a new line in the file. The first line of the file contains the column headers, and each element is included between double quotes. This file can be read in a text file editor as imported in many programs, such as Microsoft Excel (in which case it will be directly converted into a table). For example, consider the following list of jobs:
When exported in CSV format, the file content will be:
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"Transport","Sender address","Recipient","Date/time submitted","Status" "Outbound emails","","user@deliveryware.com","4/28/2008 2:39:20 PM","Success" "Outbound faxes","","0000000000","4/28/2008 2:34:20 PM","Success"
Importing CSV
You can only import contacts using the Contacts tab. When importing contacts, the wizard automatically tries to match your fields (in the CSV file), and Document Manager will only be able to successfully import a CSV file if it contains at least one field corresponding to on of the followings: ! ! ! Full Name (e.g. Michael Smith) Last Name (e.g. Smith) Email address (e.g. michael.smith@company.com)
Format requirements
! ! ! ! Column headers: There are no requirements with regard to labels. Column headers are not required: check the corresponding option in the wizard for whether you want to use them or not. Separators: Accepted separators are the comma, the semi-colon and the tabulation. You must select which separator you will be using in the wizard. Lines: Empty lines will be ignored. Fields format: fields can be included between double quotes or not as the case may be. Depending on which format you use, follow these requirements to create a valid CSV: ! Double quotes: double quotes lets you write anything as a field, especially line breaks. If your field contains a double quote, then it must be escaped with a double quote. For example, the following are valid fields: ! ! ! "the quick brown fox": would be imported as the quick brown fox "the ""quick"" brown fox": would be imported as the "quick" brown fox
No quotes: if you do not use double quote, you are not permitted to have any line breaks in your fields. The escape character becomes '\'. For example, the following are valid fields: ! ! the quick brown fox: would be imported as the quick brown fox the \"quick\" brown fox: would be imported as the "quick" brown fox
! !
You can mix any of these types of fields as long as you keep the separator constant. See below for samples. Extra spaces at the beginning of a field are taken into account.
Click here to see sample CSV files Sample 1 "Client name","Client ID","Address","Fax" "SMITH",AD6B3,"smith@company.net","" ... Sample 2 "Id";"Internal ref";"contact" "burns";"";"john@ranou.com" "jackson";"159663";jackson@billveusee.com ... Sample 3
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DOCUMENT MANAGER
"Client name","Client ID";"Address";"Fax" "SMITH",AD6B3,"smith@company.net","" ... This sample is not valid because there are two different types of separator used (the comma and the semicolon). Here what should have been written: "Client name","Client ID","Address","Fax" "SMITH",AD6B3,"smith@company.net","" ... Sample 4 "Id";"Internal ref";"contact" "bur"ns";"";"john@ranou.com" jackson; 15"96"63;jackson@billveusee.com ... This sample is not valid, because on the second line, the double quote isn't escaped, and on the third line the two double quotes aren't escaped either. "Id";"Internal ref";"contact" "bur""ns";"";"john@ranou.com" jackson; 15\"96\"63;jackson@billveusee.com ...
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Tables tab overview

You can use the Tables tab in Document Manager to view and edit the records stored in your specific tables. You can not use the Tables tab to modify the table architecture: for example, you will not be able to add or remove a field. The specific tables are customizable tables hosted within the Esker Platform database. See specific tables overview for more information.
How to access the Tables tab

By default, the specific tables management tab is hidden in Document Manager. In order to display it, you must edit your Document Manager profile to add the Tables tab. To do so: 1. 2. Use an administrator account to log in Document Manager. On the main page, open the Profiles tab. Then, click Edit next to the profile of the user for which you want to display the Tables tab. Click here for a preview of this interface.
3.
In the Buttons section, select the buttons you wish to add to the Tables tab in the Unassigned list, then click on the > button to assign these buttons to your tab. We recommend that you assign all buttons in the Tables section. In the Tabs section, select Tables in the Unassigned list and click the > button to assign this tab to your view.
4.
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5. 6.
Click Save to validate your changes. The Tables tab will appear next to the other tabs.
Using the interface

The Tables tab is divided into four main areas and controls. Click a link below for more information on the corresponding item.
1.
Views : The View list displays all the specific tables currently installed on your Esker Platform server. You can also create views which will be displayed in the same list. Views allow you to display only a subset of columns for a given table. Select a value in this list to display the values of a given table or view. Views let you customize the layout of the tab. The customization may include filters on what is displayed in the list of values, additional sub-filters, specific buttons, etc. The three links (Create, Modify and Delete) next to the View drop-down list allows you to edit views. For more information about views, please refer to Views overview. See also Using views New / Delete buttons: These buttons allow you to create new values or delete existing one from the displayed specific table. Refer to Managing specific table records for more information. Refresh button: This button allows you to refresh the specific table records displayed in the current view. List of values : This table contains the values entered in the currently selected specific table. The columns displayed in this view therefore depends on the specific table's fields.Once you have chosen a specific table to display in the View list (in the first area), the content of this table will update accordingly to help you find the values you are looking for. From there, you will be able to perform actions on your data, such as viewing or deleting a record. How to browse the values For a better readability, the table is displayed on multiple pages (the number of lines on each page can be configured via the Number of elements displayed in a list parameter in your Personal setting page). You can easily navigate through these pages by using the First page, Previous page, and Next page links available at the top and the bottom of the table. How to sort the list of values Click the column header of your choice to sort the list relatively to this column in ascending order. Click it a second time to sort it in descending order. A small arrow is displayed next to the column header, indicating which column is currently used for the sorting, and in which order.
2. 3. 4.
Managing specific table records

You can use the Tables tab in Document Manager to add records and to view, edit, clone or delete existing records. ! To view a record in a given specific table:
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TABLES TAB OVERVIEW
1. 2.
Open the Tables tab and select in the View list the specific table. Click on the View link or on a field value on the line of the record to view.
Note This operation will only be possible if you have at least the read right in the table's security policy. To add a record in a given specific table: 1. 2. 3. Open the Tables tab and select in the View list the specific table for which you want to add a value. Click New to open the new record form and fill-in the table fields. Once you have finished, click Save to add the record to the specific table.
Note This operation will only be possible if you have at least the write right in the table's security policy. To edit a record in a given specific table: 1. 2. 3. 4. Open the Tables tab and select in the View list the specific table. Click on the Edit link on the line of the record to edit. Change the relevant values in the form by filling-in the table fields. Once you have finished, click Save to save your modifications to the specific table record.
Note This operation will only be possible if you have at least the write and read rights in the table's security policy. To clone a record in a given specific table: 1. 2. 3. 4. Open the Tables tab and select in the View list the specific table. Click on the Clone link on the line of the record you wish to clone. The new record form will be preloaded with the values of the cloned record. You will however need to change at least the value of the primary key in order to be able to add the new record. Once you have finished, click Save to add the cloned record to the specific table.
Note This operation will only be possible if you have at least the write and read rights in the table's security policy. To delete a record from given specific table: 1. 2. Open the Tables tab and select in the View list the specific table from which you want to delete a value. You can delete a record by either: ! ! Clicking on the Delete link on the line of the record. Selecting the records you want to delete and clicking the Delete button on top of the record list.
Note This operation will only be possible if you have at least the delete and read rights in the table's security policy.
MRU Invoice table format

When working with SAP, the MRU invoice table content is automatically filled by the invoice data processing rules. This table is used to store the link between a vendor and the latest invoice assignment and business area that were entered during a validation.
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This topic describes the available columns in this table as well as their format.
Table format
Column VENDORNUMBER INVOICEASSIGNMENT Type Length Description INT 4 Vendor unique ID in SAP STR 255 Latest invoice assignment used with this vendor INVOICEBUSINESSAREA INVOICEBUSINESSAREA STR 255 Latest business area used with this vendor The table is indexed on the VENDORNUMBER field. See also Specific tables overview Using the DDC default rules without SAP Name VENDORNUMBER INVOICEASSIGNMENT
SAP Customer table format

When working with SAP, the SAP Customer table content is automatically filled by the SAP Database replication scheduled task. However, you can use this table to fill it with your own data to be used in the DDC default rules without SAP. For more information about how to fill the table, refer to Using the DDC default rules without SAP. This topic describes the available columns in this table as well as their format.
Table format
Column MSN SAPID CUSTOMER CUSTOMERIDSAP NAME COUNTRY CITY POSTAL_CODE REGION STREET PHONE_NUMBER Name Name/Msn SAP server ID ID in SAP Company Business country code Business city Business postal code Business state Business street Business phone number Type Length INT STR STR STR STR STR STR STR STR STR STR 12 40 10 10 40 2 40 10 3 60 30 Description Database unique ID in local database SAP server identifier Customer unique ID (use same as local id here) Customer unique identifier in SAP Customer name Country code of the customer City of the customer ZIP code of the customer State or region of the customer Street name of the customer Phone number in international format. This field is used to match the extracted phone number in a document, so it is important that the format is correct. Fax number in international format. Sample 1 MyErp C2687 00000C2687 Hershay Corporation US CHICAGO 60641 IL 100 Ocean drive +1 3055551234
FAX_NUMBER
Business fax
STR
30
+1
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TABLES TAB OVERVIEW
Column
Name number
Type Length
Description This field is used to match the extracted phone number in a document, so it is important that the format is correct. Email address Tax code 1 for the customer. For french vendors contains the SIRET number of the vendor. Tax code 2 for the customer Vat registration number of the vendor
Sample 30555512353460
E_MAIL TAXCODE1
Internet mail address Taxcode1
STR STR
250 16
sales@hershay.com 7687-71-3 38
TAXCODE2 Taxcode2 VAT_REG_NUMBER Vat registration number
STR STR
11 20
92-7348 336953223
The table is indexed on the SAPID and the CUSTOMER fields. Warning If you choose to add, remove or update records manually in this table (for example with a custom script or by using the Tables tab in Document Manager) you must refresh the internal Esker Platform cache before your modifications can be used in queries. To do so: 1. 2. Stop the Esker Output Connector service. For more information about doing this refer to Starting or stopping Esker Platform services. Open a command line prompt, go to the directory [ProductRootDir]\Program\Transports\SapRfc\SapBAPI (where [ProductRootDir] is your Esker Platform installation path, by default C:\Program Files\Esker Platform). If you are running Esker Platform on a 32 bit operating system, run the following command line: cscript mergeIndexSAP.wsf x86 If you are running Esker Platform on a 64 bit operating system, run the following command line: cscript mergeIndexSAP.wsf x64 When the above command line has successfully ended, start the Esker Output Connector service. For more information about doing this refer to Starting or stopping Esker Platform services.
3.
4.
See also Specific tables overview Using the DDC default rules without SAP SAP Vendor table format (page 601)
SAP Materials table format

When working with SAP, the SAP Materials table content is automatically filled by the SAP Database replication scheduled task. However, you can use this table to fill it with your own data to be used in the DDC default rules without SAP. For more information about how to fill the table, refer to Using the DDC default rules without SAP. This topic describes the available columns in this table as well as their format.
Table format
Column MSN MSN Name Type Length INT 12 Description Database unique ID in local 1 Sample
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Column SAPID MATERIAL
Name SAPID MATERIAL
Type Length STR STR 40 18 18 40
Description database SAP server identifier Material unique identifier in database Material unique identifier in SAP Material description MyErp 58
Sample
MATERIALIDSAP MATERIALIDSAP STR MATL_DESC DESCRIPTION STR
000000000000000058 Ventilation, complete
The table is indexed on the SAPID and the MATERIAL fields. See also Specific tables overview Using the DDC default rules without SAP
SAP Partners table format

When working with SAP, the SAP Partners table content is automatically filled by the SAP Database replication scheduled task. However, you can use this table to fill it with your own data to be used in the DDC default rules without SAP. For more information about how to fill the table, refer to Using the DDC default rules without SAP. This topic describes the available columns in this table as well as their format.
Table format
Column MSN SAPID CUSTOMER MSN SAPID CUSTOMER Name Type Length INT STR STR 12 40 10 10 10 10 40 40 40 40 2 40 10 3 60 40 35 10 Description Database unique ID in local database SAP server identifier Customer unique identifier in local database Customer unique identifier in SAP Partner unique identifier in local database Partner unique identifier in SAP Name of the partner Name of the partner (continued) Name of the partner (continued) Name of the partner (continued) Country code of the partner City of the partner ZIP code of the partner State or region of the partner Street name of the partner Street name of the partner (continued) District of the partner P.O. Box of the partner 1 MyERP 1 0000000001 1 0000000001 Nelson Tax & Associates Sample
CUSTOMERIDSAP CUSTOMERIDSAP STR PARTNER PARTNER STR PARTNERIDSAP PARTNERNAME PARTNERNAME2 PARTNERNAME3 PARTNERNAME4 COUNTRY CITY POSTAL_CODE REGION STREET STREET2 DISTRICT POBOX PARTNERIDSAP PARTNERNAME PARTNERNAME2 PARTNERNAME3 PARTNERNAME4 COUNTRY CITY POSTAL_CODE REGION STREET STREET2 DISTRICT POBOX STR STR STR STR STR STR STR STR STR STR STR STR STR
US PHILADELPHIA 19115 PA 1 1 113 Germantown Ave
PHILADELPHIA
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TABLES TAB OVERVIEW
Column PHONE_NUMBER
Name PHONE_NUMBER
Type Length STR 30
Description Phone number in international format. This field is used to match the extracted phone number in a document, so it is important that the format is correct. Fax number in international format. This field is used to match the extracted phone number in a document, so it is important that the format is correct. Partner group key in SAP Partner sales organization (part of the sales area) Partner distribution channel (part of the sales area) Partner division (part of the sales area) Partner function
Sample +1 2156654534
FAX_NUMBER
FAX_NUMBER
STR
30
GROUP_KEY SALESORG DISTCHAN DIVISION FUNCTION
GROUP_KEY SALESORG DISTCHAN DIVISION FUNCTION
STR STR STR STR STR
10 4 2 2 2
7500 10 00 WE
The table is indexed on the SAPID and the PARTNER fields. Warning If you choose to add, remove or update records manually in this table (for example with a custom script or by using the Tables tab in Document Manager) you must refresh the internal Esker Platform cache before your modifications can be used in queries. To do so: 1. Open a command line prompt, go to the directory [ProductRootDir]\Program\Transports\SapRfc\SapBAPI (where [ProductRootDir] is your Esker Platform installation path, by default C:\Program Files\Esker Platform). If you are running Esker Platform on a 32 bit operating system, run the following command line: cscript mergeIndexSAP.wsf x86 If you are running Esker Platform on a 64 bit operating system, run the following command line: cscript mergeIndexSAP.wsf x64
2.
See also Specific tables overview Using the DDC default rules without SAP
SAP Vendor table format

When working with SAP, the SAP Vendor table content is automatically filled by the SAP Database Replication scheduled task. However, you can use this table to fill it with your own data to be used in the DDC default rules without SAP. For more information about how to fill the table, refer to Using the DDC default rules without SAP. This topic describes the available columns in this table as well as their format.
Table format
Column MSN SAPID Name Name / Msn SAP server Type Length INT STR 12 40 Description Database unique ID in local database SAP server identifier Sample 1 MyErp
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DOCUMENT MANAGER
Column VENDOR VENDORSAPID NAME NAME2 COUNTRY CITY POSTAL_CODE REGION STREET PHONE_NUMBER ID
Name
Type Length STR STR STR 10 10 35 35 STR STR STR STR STR STR 3 35 10 3 35 16
Description Customer unique ID (use same as local id here) Vendor unique identifier in SAP Name of the vendor Alternate name of the vendor Country code of the vendor City of the vendor ZIP code of the vendor State or region of the vendor Street name of the vendor Phone number in international format. This field is used to match the extracted phone number in a document, so it is important that the format is correct. Fax number in international format. This field is used to match the extracted phone number in a document, so it is important that the format is correct. VAT code, depending on the country of the vendor. P.O. box of the vendor Postal code of the P.O. box of the vendor Por subscriber number of the vendor/
Sample V3529 00000V3529 Lisbon Parts Supply Lisbon Parts Supply PT Lisboa 2122 31 Rua da Fernandez 1 + 3033223
ID in SAP Company Other name Business country code Business city Business postal code Business state Business street Business phone number
FAX_NUMBER
Business fax number
STR
31
+ 3033221
VAT_CODE PO_BOX
Vat code
STR STR STR STR
20 10 10 11
vvvv 98999 34256 999687743
Business P.O. box PO_BOX_POSTALCODE P.O. box postal code POR_SUBSCR_NUMBER POR subscriber number TAXCODE1 Taxcode 1
STR
16
TAXCODE2 VAT_REG_NUMBER
BANK_COUNTRY BANK_KEY BANK_NAME ACCOUNT_NUMBER
Taxcode 2 Vat registration number Bank country Bank key Bank name Account number
STR STR
11 20
Tax code 1 for the customer. For french vendors contains the SIRET number of the vendor. Tax code 2 for the customer Vat registration number of the vendor
39980
3352 336953223
STR STR STR STR
3 15 60 18
Country code of the bank of the vendor Key of the bank of the vendor Name of the bank of the vendor Bank account number of the vendor
US 2698332 TheBank 88998862
The table is indexed on the SAPID and the VENDOR fields. Warning If you choose to add, remove or update records manually in this table (for example with a custom script or by using the Tables tab in Document Manager) you must refresh the internal Esker Platform cache before your modifications can be used in queries. To do so: 1. Stop the Esker Output Connector service. For more information about doing this refer to Starting or stopping Esker Platform services.
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TABLES TAB OVERVIEW
2.
Open a command line prompt, go to the directory [ProductRootDir]\Program\Transports\SapRfc\SapBAPI (where [ProductRootDir] is your Esker Platform installation path, by default C:\Program Files\Esker Platform). If you are running Esker Platform on a 32 bit operating system, run the following command line: cscript mergeIndexSAP.wsf x86 If you are running Esker Platform on a 64 bit operating system, run the following command line: cscript mergeIndexSAP.wsf x64 When the above command line has successfully ended, start the Esker Output Connector service.
3.
4.
See also SAP Vendor table format Specific tables overview Using the DDC default rules without SAP
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DOCUMENT MANAGER
Document Manager URL parameters

URL parameters let end-users customize their access to Document Manager (default displayed tab for example). For specific information on how to customize browse pages in sales order or invoice validation forms for SAP, refer to Customizing browse pages for SAP sales orders and Customizing browse pages for SAP invoices.
How to use?
URL parameters can be added at the end of the base URL. For example: If I want to log into the Document Manager using the following user and password: user: Domain\Smith password: rebecca Then I would use the following: http://mycompany/DocMgr/login.aspx?user=Domain%5CSmith&password=rebecca
Available parameters
Login
URL parameter addressbook Values (default) String (Must be the name of an existing LDAP address book) Description Allows to log on a specific user address book. If no address book is supplied, the address book used is the default user address book set on the server. Example: http://www.example.com/DocMgr/login.aspx?addressb ook=Active Directory&userautosearch=displayname auto string (0 or 1) This parameter is used to force Windows authentication mode off when logging on the windows authentication site. Values are: ! ! 0: no windows authentication. 1 (default): enable windows authentication Note This parameter only makes sense when used on the Document Manager Windows authentication virtual directory in IIS (DocMgrAuthent). Example: http://www.example.com/DocMgrAuthent/home.aspx?au to=0 cookie string (0 or 1) ! 0: no cookie will be written on the user's computer when he logs in. The 'remember connection parameters" check box will
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DOCUMENT MANAGER URL PARAMETERS
be unchecked and grayed. ! 1: forces a session cookie to be written on the user's computer. In this case, the 'remember connection parameters will be checked and grayed.
user
string
Allows to log on with a specific user. Example: http://www.example.com/DocMgr/login.asxp?user=Dom ain%5Csmith&password=rebecca
password
string
Allows to log on with the specified password. Must be used with the user parameter to work properly. Example http://www.example.com/DocMgr/login.aspx?user=Dom ain%5Ccampbell&password=andy
Page access
You can also use direct URL to directly access a specific tab in Document Manager: Page Home Inbound Page name home.as px documen ts.aspx ?tab=27 0 jobs.as px documen ts.aspx documen ts.aspx ?tab=26 9 You can use the id parameter within this page access to directly open a document that needs to be validated, using his MSN number. By providing the ReturnURL parameter, you can also set the page on which the user who validated the document will be redirected afterwards. Example http://www.example.com/DocMgr/?id=29&returnURL=logout.aspx Archives documen ts.aspx ?tab=27 1 profile s.aspx reports .aspx subscri ptions. aspx organiz ation.a Remarks
Jobs Messages Validation
Profiles Reports Subscriptio ns Contacts
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DOCUMENT MANAGER
spx?tab =266 Users organiz ation.a spx?tab =267 login.a spx logout. aspx schedul ings.as px
Login Logout Scheduling
These pages access can be customized using the previous parameters. Examples: http://www.example.com/DocMgr/Messages.aspx http://www.example.com/DocMgr/documents.aspx?tab=270&user=Johnson&password=1234
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CUSTOMIZING DOCUMENT MANAGER
Customizing Document Manager

Document Manager's interface is customizable for each user as described in What can be customized in Document Manager?. However, we also provide global customization options that apply to every user connected to the server on which Document Manager has been installed. These options let you precisely define Document Manager's behavior on the server side, mainly for optimization purposes.
Accessing the configuration file

The configuration file is located on the Web server on which the Document Manager has been installed: C:\[ProductRootDir]\Esker Document Manager\DMWeb\web.config where [%Product root dir%] is the path where Document Manager was installed (by default, C:\Program Files\).
Editing the configuration file

The web.config file is an XML file, so we advise you open it with your favorite XML editor to ensure the file remains valid after you modified it. The section you can configure is located under the configuration\appSettings node. In this section, you can add or remove keys to configure Document Manager. Keys are identified by the following syntax, which you must always respect to ensure Document Manager runs properly. <add key="keyName" value="keyValue"/> Example of use: <appSettings> <add key="waitForPreview" value="180"/> <add key="excludeOperators" value="contains,not_contains"/> .... </appSettings> You will find all the available keys that you can define in Web.config file reference.
Renaming columns in views

For each existing view in Document Manager you can rename any column headers with your own label. By doing so, the labels you define will appear instead of the standard labels when any user uses this view. Note You can only rename columns headers for views which has been user-defined (i.e. default views will not be impacted by this change). Example: Under the Messages tab you have defined a view to display every sent faxes, and you whish that the Sender address column appears as Sender fax number. All you have to do is to rename the Sender address column for
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DOCUMENT MANAGER
this view and the column label will be updated accordingly. Now, you create a second view which displays every sent emails. For this view you would like the Sender address column to appear as Sender email address. To do so edit this view and change the Sender address column for this view to update the column label. You can repeat this process for any view, therefore allowing you to fully customize column labels for each of your views.
Enabling columns renaming

To enable renaming the columns in views you first need to add an editColumnOptions key in the web.config file and set its value to true. Refer to Customizing Document Manager for more information about modifying the Document Manager configuration file. If you enable this option it will be available to every user who has the rights to edit views, so we advise that you disable this option once you have made the desired modifications.
Renaming columns in Document Manager

To rename a column in Document Manager: 1. 2. 3. Create a new view or edit an existing one. On the view properties page, click the Advanced link in the Select columns section In the window that displays, click the column of your choice and enter its desired label in the Label field below:
Note Only the columns currently assigned in the view are displayed in this dialog. If you whish to modify the label of other columns, please move these columns from the Unassigned section to the Assigned section before .
608
4.
When you click another column in the list, the modified column will be displayed newt to its new label:
5. 6.
Modify all the columns you whish and click OK when you are done. Save your view.
Repeat this operation for every view you want to customize. See also Customizing Document Manager (page 607)
Web.config file reference

Here you will find keys you can add in the web.config file. Please refer to Customizing Document Manager for details about how to modify this file. For specific information on how to customize browse pages in sales order or invoice validation forms for SAP, refer to Customizing browse pages for SAP sales orders and Customizing browse pages for SAP invoices. This topic is divided in 5 sections, depending on which level of customization you want to achieve: ! ! ! ! ! ! Global: general parameters of Document Manager Interface: parameters that directly impact the visual appearance of Document Manager Address books: parameters concerning address books (mostly for contacts management) Messages management: parameters to tweak message management. Password policy: parameters to define a policy to apply to your Document Manager users. Advanced: advanced level of customization. We recommend you do not change these values.
In the tables we provide, the column headers correspond to: ! ! ! ! ! key name: exact name of the key that you should copy next to the key= attribute. Example key="excludeOperators" required: required keys must be explicitly present in the configuration file or Document will not work properly. So you can change the value of the key if needed, but you can't remove it. default: for non required keys, indicates the value that Document Manager will consider using if the key isn't present in the configuration file. possible values: indicates possible value of the key, or its boundary depending on the context. Details: explanation of the key and its impact.
609
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Global
key name required default possible values true false Details
LdapDisconnect
No
"true"
Allows to change tuning for the LDAP connection: ! If false, the LDAP connection is persistent. This means that each user will have an LDAP connection created for himself and for the whole time of his session. Use this option if you don't have a lot of users (50-75 max.) connecting at the same time to Document Manager as the number of LDAP connections is limited. If true, the LDAP connection is not persistent, meaning a new connection will be opened, and then closed for each query made by a user. Performances will be a bit lower, but if you have many users connected to the Document Manager at the same time it ensures they won't have any connection problems due to LDAP connections overload.
loginRequirePassword
No
"false"
true false
This option is linked to the content ! ! If true, users will need a non blank password to log into Document Manager. If false, users can login using no password.
MMCHelpAll
No
URL
Path to global documentation. We recommend you do not change this path. Path to Esker Platform standalone documentation. We recommend you do not change this path. The storage folder contains every page generated by Document Manager (such as pages for subscription lists). Change this value if you want to run two Web servers, each running an instance of Document Manager, and want every page created to be shared between the two applications. Please note that changing this folder only affects what is created by Document Manager (mainly views and subscription lists).
MMCHelpServer
No
URL
StorageDir
Yes
any path
TempDir userConnectionString
Yes Yes
any path any path
The temp folder may be located anywhere. The value must point to the .dns Esker Platform MaxDB file, on the Esker Platform server. We recommend you do not change this value.
610
key name
required default
possible values true false
Details
WarnUserForInboundMessages
No
"true"
If true, Document Manager will display a warning message in the Home tab when the user has new incoming messages. Else the warning message will be hidden. If true, Document Manager will display a warning message in the Home tab when the user has new messages to validate. Else the warning message will be hidden. Allows to hide views provided by default to non administrator users. Enter the view names separated by a semicolon. For example , enter _Default document-archive view;_Payment refused view to remove the All view from the Archives tab and the Payment refused view from the Validation tabs. Maximum number of elements to display in a DeliveryWare query combo. Maximum number of elements to display in a Query In the Esker Platform address book. This option allows not to create the default views for archives if they do not already exist. Set this key value to true only if: ! The Document Manager application is installed on a remote machine regarding the Esker Platform server. You have installed Esker Platform in a load balancing architecture and you are on the slave node (the web.config key on the master node should be left to false).
WarnUserForValidationMessages
No
"true"
true false
HideInstalledViewsForSimpleUsers No
view name
EddComboMaxItems LdapComboMaxItems DenyArchivesViewsCreation
No No No
100 100 "false"
integer integer true false
xufLocalCopy
Yes
"false"
true false
FileAccessMaxRetry
No
integer
This key is only used when the xufLocalCopy key is set to true (see above). Maximum number of retries to read the local copy of the validation form during form processing. This key is only used when the xufLocalCopy key is set to true (see above). Delay in milliseconds between two attemps to read local copy of validation form (see above).
FileAccessWaitForRetry
No
100
integer
Interface
key name required default possible values any skin name true Details
defaultSkin
Yes
"DW"
Name of the Document Manager skin. Will apply to every user. By setting this value to true, the Send a new message button will not be available in Document Manager
DisableCopyAndSend
No
"false"
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DOCUMENT MANAGER
key name
required
default
possible values false anymore.
Details
downloadableErrorLogs
No
"false"
true false
If true, the users will be proposed to download a log file in case of an error. Otherwise, a simple error message will be displayed. Please note, that even if the log file can't be downloaded, it still is created in the log folder. Changes the icon appearance when a job or a message is displayed in the list: ! ! transport: an icon representing the transport is displayed. all: the transport icon is displayed, and is overlaid by a semitransparent status icon. If you know the icons well, this lets you gain some space in the table as you can display a job type and its status in an icon large column. Note For the icons to be displayed, you must use a view in which the Connector column is displayed.
messagesIcons
No
"transport" transport all
RotationEnabled
No
"false"
true false
If true, the users will see the Rotation option in the splitting form and in the validation form. That will allow them to rotate the page they are currently viewing for analyzing purposes. If true, enables you to customize columns labels in views. Refer to Renaming columns in views for more information.
editColumnOptions
No
"false"
true false
waitForPreview
No
"180"
integer, in This value represents the time seconds Document Manager will wait for a preview to be created by the server before throwing an error. true false By default, this key is not in the web.config file. Add this key and set its value to true if you wish to remove the print option from validation forms. The button will no longer be displayed above the document display. By default, this key is not in the web.config file. Add this key and set its value to "false" if you do not want Document Manager to keep mostrecently-used items (like views and document send options) for each user.
HidePrintPreview
No
"false"
UseMRUViewSave
No
"true"
true false
612
key name
required
default
possible values
Details If set to true, Document Manager saves the view chosen in each tab and the send options chosen for each type of delivery. When the user comes back to a tab Document Manager displays the last view chosen for this tab. When the user creates a new message, Document Manager displays the values previously configured for a message of the same type. If set to false, Document Manager does not save views and send options chosen, it always displays the default view and settings no matter the user previous choice.
NumberControl_DefaultNumberOfDigits No
"2"
integer
WaitingForUserFormSplitting
No
"0"
integer
Number of digits after decimal displayed in the form fields. If a number has more digits than this value, they are kept. You can modify this number to display the same number of digits after decimal for all numbers. For example, 12.2 ; 12.23 ; 12.235 will be displayed 12.20 ; 12.23 and 12.235 if this option value is 2. By default, users who split documents do not wait the processing of the split documents in order to validate them (recommended). They will be redirected to the validation tab to go on validating or splitting other available forms. Indicates the maximum time in seconds a user should wait after splitting a document to validate the first split document.The user who split the main document will then be responsible for validating all the resulting split documents.
CacheRequestsForStartValidation
No
00:15:00
hh:mm:ss
By default, the query which retrieves the forms to be validated when the user starts the validation with the Start validating button will be re-executed every 15 minutes. If set to 00:00:00, the query which retrieves the forms to be validated when the user starts the validation with the Start validating button will be reexecuted after each validation. In this case, the Next form button will not be available on the validation form. This allows validating the forms following the order defined in the view displayed in the validation tab (for example, when the validation forms are sorted by priority).
CacheRequestsForMessagesList
No
00:15:00
hh:mm:ss
By default, the query which retrieves the message lists (messages, forms,
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DOCUMENT MANAGER
key name
required
default
possible values
Details archives, etc.) will be re-executed every 15 minutes. When you browse a message list, you may not see the new messages if they arrived after the last execution of the query. When you browse a message list, if you click the Next page button after the reexecution of the query, you will display again the first page of messages.
DisplayDirtyAccountName
No
"true"
true false
Controls the display of the account in the left part of Document Manager. By default, the account displayed is the user account. If no user account is defined, then this is the relative distinguished name of the user parent. (Recommended for performance reasons). If set to false, then displays the user account if any. If no user account is defined it displays the parent account. If no parent user account is defined then nothing is displayed. Controls the display of the account in the left part of Document Manager. By default, displays the account name as defined by the DisplayDirtyAccountName key. If set to true then no account name is displayed.
HideAccountName
No
"false"
true false
Address books
key name required default "false" possible values true false PersoAddressBookEnabled No "true" true false Details If true, then users will be allowed to create contacts in the users address book. If true, users will have access to their personal address book via Document Manager, if the personal address book is enabled for this user in Esker Platform (In Esker Platform, see the address books properties for more information). Number of levels authorized in the personal address book: ! flat: no sub folder is authorized.
AllowContactsOnUserAddressBook No
PersoAddressBookMode
No
"simple"
flat simple normal
614
key name
required
default
possible values ! !
Details simple: one sub level of folders is authorized normal: any number or sub-levels of folder authorized.
SortAddressBook
No
"true"
true false
If false, then users won't be able to sort their address book in Document Manager (by clicking on the column headers). This variable represents at which level Document Manager should consider elements to be unique or not, based on the email of the element: ! ! none: no criteria of unicity. organization: contacts may have the same email address as users long as the organization they belong to is different. contacts: two elements can't have the same email address as long as one of them is an existing contact, whatever the organization they belongs to. However, it allows to create a user with the same email as a contact. all: no duplicate is tolerated.
Unicity
No
"organization" none organization contacts all
UserAutoSearch
No
String (DeliveryWare virtual attribute name) ! ! ! ! displayname mail cn etc.
Allows to automatically search an attribute to find the user dn before trying to authenticate the user. This parameter can also be configured in the Web Interface URL. Example: <add key="UserAutoSearch" value="mail"/> mail : Authorize login on an email address Example: <add key="UserAutoSearch" value="cn"/> cn : Authorizes login on the full name of the user
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DOCUMENT MANAGER
key name UserAddressBook
required No
default
possible values String (LDAP address book name)
Details Allows to change the default user address book that Document Manager will connect to. This address book must be an LDAP address book, and must be declared in Esker Platform. Example: <add key="UserAddressBook" value=""Active Directory"/>
UseOtherAddressBooks
No
"false"
true false
If true, then users will have access to all address books defined in Esker Platform. If not, they will have access to the default ones, (Users Address book and Address book for Document Manager contacts). If true, the simple mode will be used for the Contacts address book, else normal mode will be used.(see PersoAddressBookMode). If set to false, then the Hierarchical view option available in contacts and users views properties will be hidden (and therefore considered as checked)
UseSimpleAddressBook
No
"true"
true false
AllowFlatViewOnAllAddressBooks
No
"true"
true false
Message management
key name DisableOwnerFilter required No default "false" possible values true false Details Lets you enable or disable the owner filter on displayed messages: ! true: the filter is disabled, no filter is applied, and user's messages are displayed depending on this user's rights defined in Esker Platform. false: the filter is applied, and the user can only view his own messages, whatever his rights in Esker Platform.
excludeOperators
No
contains
equal
not_contains not_equal starts_with
This allows to exclude some operators available when creating filters in views. They must be written in a list and separated by a comma. By default, the contains and not_contains value are removed because
616
key name
required
default
possible values contains not_contains less_than less_or_equal greater_than greater_or_equal
Details they are very time consuming. Example: <add key="excludeOperators" value="contains,not_contains"/>
hideConvertedExtensions No
".822"
any file extension
When viewing the content of messages, the converted files (if any) which extensions are set in this list won't be displayed to the user. The .822 is an internal file extension and should not be removed from the list. You can use the '*' wildcard. When viewing the content of messages, the source files which extensions are set in this list won't be displayed to the user. The default setting hides every source file to the user. You can use the '*' wildcard. By default, canceled messages are visible in the message tab. However, you can hide these messages by setting this key to false.
hideSourceExtensions
No
".*"
any file extension
allowCancelledMessages
No
true
true false
Password policy
key name required default possible values true false Details
PasswordPolicy_CheckContent
Yes
"false"
If true, each Document Manager user will be required to use a password that complies with a security policy. This policy will be defined by the following keys. This key will also force any user whose password does not match the policy to change it the next time he logs on Document Manager. If false, the users will be free to choose any password they wish and the following keys will be ignored.
PasswordPolicy_MinimumLength
No
integer
If PasswordPolicy_CheckContent is set to true, this key defines the minimum number of characters that a Document Manager password must have. If PasswordPolicy_CheckContent is set to true, this key defines the minimum number of letters that a Document Manager password must have.
PasswordPolicy_MinimumLettersCount
No
integer
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DOCUMENT MANAGER
key name
required default
possible values integer
Details
PasswordPolicy_MinimumFiguresCount No
If PasswordPolicy_CheckContent is set to true, this key defines the minimum number of figures (numbers from 0 to 9) that a Document Manager password must have. If PasswordPolicy_CheckContent is set to true, this key defines the minimum number of characters that are not figures nor letters that a Document Manager password must have. If set to true, the user will not be able to choose his old password when changing, even if his former password complies with the current policy. He will therefore have to change for a new password that matches the policy. If set to false, a user will be able to choose the same password two times in a row.
PasswordPolicy_MinimumOthersCount
No
integer
PasswordPolicy_DenyOldPassword
No
true false
Note A password policy defined using the above keys will not apply to: ! ! ! The Document Manager administrator (by default EskerAdmin). The Windows users allowed to log on Document Manager. The users defined in an address book other than the Esker Platform Address Book.
Advanced
These are advanced key you may need. However, make sure about what your are doing before modifying these values. key name requi red default possib le values fast accurat e exportCSVFetchPackets No "100" integer Details
detailedJobStatistics
No
"fast"
GDR counter computing on a GDR job property page.
Number of items taken into account at each iteration when exporting lists or displaying reports. Number of items sent to the client at each iteration. GDR counter computing in the GDR jobs list.
exportCSVFlushPackets
Yes
"100"
integer
jobStatistics
No
"fast"
fast accurat
618
key name
requi red
default
possib le values e
Details
TempDir
Yes
"[%Product root dir%]\DMStorage\Temp" "false"
path
Local path to temporary folder.
ReprocessFormIfteaching Updated
No
true false
If True, validation forms that are pending validation are reprocessed by the generic rule and the supplementary rules created or updated after the validation form creation. If False, validation forms that are pending validation are not reprocessed even if new or updated supplementary rules have been created after the validation form creation. This will decrease the processing time. Use this option in production mode.
UpdateUserFormTimeOutI nSecs
No
"90"
integer
After a teaching operation the document is reprocessed by the supplementary rules. This value indicates the maximal length of time for reprocessing in seconds. You may increase this value in case of a very long processing time. After a teaching operation the document is reprocessed by the supplementary rules. This value indicates the period between two requests checking the end of the reprocessing. Purges files from the <DocumentManagerRootDir>\D MStorage\temp\upload folder on the web server. This folder contains files associated with forms; it needs to be purged regularly. By default, files from this folder are purged after two hours. The format to use is the following: [d.]hh:mm:ss Where the day parameter (d) is optional. Examples: 2.12:00:00 : purge every 2 days and a half
UpdateUserFormRefreshP eriodInSecs
No
"5"
integer
PurgeUserUploadedFiles
No
"02:00:00"
[d.]hh: mm:ss
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DOCUMENT MANAGER
key name
requi red
default
possib le values
Details
03:00:00 : purge every 3 hours Note We do not recommend that you use the "0" value. With this value, files are purged at the next connection. The risk is that files are deleted before the user has had a chance to view them. PurgeLogsFiles No "31.00:00:00" [d.]hh: mm:ss Purges log files from the <DocumentManagerRootDir>\D MStorage\temp\logs folder on the web server. By default, files from this folder are purged after 31 days. The format to use is the following: [d.]hh:mm:ss Where the day parameter (d) is optional. Note We do not recommend that you use the "0" value. With this value, files are purged at the next connection. PurgeUserTemporaryFiles No "02:00:00" [d.]hh: mm:ss Purges temporary files from the <DocumentManagerRootDir>\D MStorage\temp\upload folder on the web server. By default, files from this folder are purged after two hours. The format to use is the following: [d.]hh:mm:ss Where the day parameter (d) is optional. Note We do not recommend that you use the "0" value. With this value, files are purged at the next connection. ReportBreakLimit No "1500" integer Maximum number of records (i.e. lines) displayed in a report. This parameter only concerns the display of reports, not the computing, for which every record is taken into account. Name of the Esker Platform rule used to compute previews.
UsfDWConfiguration
Yes
"_USF Rules"
rule name
620
key name
requi red No
default
possib le values
Details
SpecificTables_TablesWit hWarning
"SAP_CUSTOMERS;SAP_VENDO string RS;SAP_PARTNERS"
Name of the specific tables used in Search for keywords queries. The value of this key is the concatenation of all the specific tables to query, separated by selicolons (; character). When a user is validating a form, the form is considered held by this user. This key specifies the delay before the web form ownership is removed from the validating user: if a user has held a web form without executing any action before this delay expires, he will loose the form ownership. For example, by default, if a user closes his web browser when validating a web form, he will loose the ownership of this form's validation 10 minutes later.
CurrentValidator_KeepTim eout
Yes
"00:10:00"
hh:mm: ss
CurrentValidator_PingTim eout
Yes
"00:01:00"
hh:mm: ss
When a user is validating a web form, the value of the timer set by the CurrentValidator_KeepTimeout key will be periodically reset in order to maintain his validation ownership while the form's web page is still open. This key defines the delay between each timer reset. For example, by default, the 10 minute timer will be reset every minute while the user's web browser displays the web form being validated.
CurrentValidator_MaxPing s
Yes
"60"
integer
Maximum number of times the CurrentValidator_KeepTimeout timer will be updated before the form ownership is released. For example, by default, the 10 minute timer will be reset 60 times while the user's web browser displays the web form being validated. Tip To find out for how long a given form can be held by a validating user, you can use the following formula: CurrentValidator_KeepTimeo ut + 621
DOCUMENT MANAGER
key name
requi red
default
possib le values
Details
(CurrentValidator_PingTimeo ut x CurrentValidator_MaxPings) MaxNumberOfMessagesT oCount Yes "1000" integer When you are executing an action for a large number of items in Document Manager (for example specific table records, messages, validation forms, users...) a message box asks your confirmation for this operation and displays the number of items affected by your action. The value of this key defines the maximum number of items that Document Manager will count when displaying this warning. If the number is greater than this value, the message box will inform you that your action will affect more than X items (where X is the value set for this key). Warning Setting this key to a value higher than 1000 can hinder your Document Manager's performances when processing large numbers of items. ResendArchiveSourceFile s Yes "false" true false When resending an archived document, by default it is the final version (after conversion) of this document that is effectively resent. If this key is set to true, the original version (before conversion) of your archived document will be resent. HideForwardDetailsForUs erForm Yes "false" true false When a web form has been forwarded, the name of the user that forwarded it, and a possible comment, are displayed on the form. Set this key to true if you wish to hide this information. Archives_RemoveDuplicat edFields Yes "false" true false In previous of Document Manager, if you had several fields sharing the same type and the same internal name among your archives, these "duplicated" fields would not be displayed
622
key name
requi red
default
possib le values
Details
correctly but would only be displayed in one archive. In the current version of Esker Platform, this is not the case anymore and "duplicate" fields are displayed correctly. Set this key to true if you wish to restore the behavior of previous versions of Document Manager. Set it to false if you want to keep the current behavior, where "duplicate" fields are displayed in all archives. enforceExplainOnViewsRe Yes quests "false" true false Set this key to true if you wish to use explain database commands with Document Manager. Refer to Limiting long requests in Document Manager for more information. If this key is set to true, the Document Manager administrator will be able to edit the default archive views. If this key is set to false, the Document Manager administrator will be not able to do this. See Customizing the default archive views below for more information. PreviewServerConversion Yes "IE6" string This key allows you to define a list of browsers for which Document Manager will regenerate the preview image each time the user changes the zoom level. You can use this key to optimize the readability of the previews of TIFF documents in Document Manager. You can specify one or more of the following values: ! ! All: If you wish to enable this feature for all browsers. IE6: If you wish to enable this feature for Internet Explorer 6. IE7: If you wish to enable this feature for Internet
AdminCanModifyArchives ViewsAtRootLevel
Yes
"true"
true false
623
DOCUMENT MANAGER
key name
requi red
default
possib le values
Details
Explorer 7. You can specify more than one value for this key, for example if you wish to enable this feature specifically for Internet Explorer 6 and 7. To do so, specify a list of values separated by ; characters. You can also choose to disable completely this feature. To do so, specify an empty string as a value for this key. Note Using this key can prevent users from zooming when previewing PDF documents on the selected browsers. To deal with this problem, refer to Restoring the zoom feature when previewing PDF files in Document Manager below for more information.
Customizing the default archive views

You can allow your Document Manager administrator to rename the default archive views by using the AdminCanModifyArchivesViewsAtRootLevel key. However, if you decide to rename a provided archive's default view, the new name will not be translated and will be the same for all languages. If you wish to restore the original default view for an archive (the one that will be translated), you must: ! On your Esker Platform server, open SQL Studio and run the following SQL query: DELETE FROM "ESKDBADM"."DBM350_EWIVIEW" WHERE TYPE='DOCUMENT' AND SUBTYPE='archive' AND PAGE=0 AND DATA='MY_ARCHIVE' AND USERID='' AND NAME='My custom archive view name' Where MY_ARCHIVE is the name of your archive and My custom archive view name is the custom name you entered for your default archive view. Note For more information about working with SQL queries, refer to Querying the database using SQL Studio. On Document Manager, close your session and log back in.
Restoring the zoom feature when previewing PDF documents in Document Manager
If your users are unable to zoom when previewing PDF documents on the browsers specified in the PreviewServerConversion key, follow these steps to solve this issue: 1. 2. 3. Open Esker Administrator on your Esker Platform server. Under the Server > Converters node, create a new conversion path called PDF2PNG for example. Remove the .png output from the PostScript/PDF to PDF/TIFF/Printer converter.
624
4. 5. 6. 7.
On your Esker Platform server, open the registry key HKEY_LOCAL_MACHINE\SOFTWARE\SSTAI\Converters\PS2PDF. Add a new value named NoFixedMedia with the type DWORD. Set the value of the key NoFixedMedia to 0. On your Document Manager server, open the web.config file and search for the following line: <rule inputFormat=".pdf" outputFormat=".png" parameters="?-dFirstPage={1}?dLastPage={1}?no_fixed_media=1"/> Delete it and replace it with the following lines: <rule inputFormat=".pdf" outputFormat=".png" ratio="1000" parameters="?page={0}?rotation={4}?resolutionX=204?no_fixed_media=1"/> <rule inputFormat=".pdf" outputFormat=".png" parameters="?page={0}?rotation={4}?percentX={3}?percentY={3}?no_fixed_media=1"/> Open a command line prompt and enter the following command line to restart your Internet Information Services (IIS):
8.
9.
IISReset 10. Restart the Esker Platform services. Refer to Starting or stopping Esker Platform services for more information about doing this.
Session Timeout
You can configure the Session Timeout value in the web.config file by modifying the value set in the following key: <sessionState mode="InProc" stateConnectionString= .... timeout="20"/> The value is in minutes. See also Customizing Document Manager
Limiting long requests in Document Manager

You can limit the cost of your requests in Document Manager by using the explain database command if some of your database queries take too long to run. This can be the case, for example, if you have designed complex custom views or if you handle large amounts of data in your views. Long database queries can result in poor performances when working with complex views or with large amounts of data. The explain database command is used to estimate the cost of a query before running it. You can choose to display a warning message in the traces when the cost is higher than a certain warning limit. You can also choose to prevent the query from running if the cost is higher than a maximum cost limit. In this case, an error message is displayed to the user.
Choosing limits
First of all, you must choose a value for two limits that will be used by the explain command: ! The warning limit: if the cost of a query is greater than this limit, a warning will be displayed in the Esker Platform traces and the query will be executed.
625
DOCUMENT MANAGER
The maximum cost limit: if the cost of a query is greater than this limit, the query will not be executed and an error message will be displayed in the user's browser.
When configuring Document Manager and Esker Platform for the explain database command, you will need to find out what values will be optimal. To do so, you should start with the values below: ! ! 15000 for the warning limit. 20000 for the maximum cost limit.
Once you have set up these limits, try a few long requests and lower them until you have too many warnings. Refer to Traces in Esker Platform overview for more information about using the trace analyzer.
Enabling and disabling the explain database command

To enable the Explain feature in Document Manager, follow these steps: 1. 2. 3. Set the value of the key enforceExplainOnViewsRequests to true in your web.config configuration file. On your Esker Platform server, open the registry key HKEY_LOCAL_MACHINE\SOFTWARE\SSTAI Right-click on the SSTAI node in the tree view and select New > DWORD Value. Enter MaxExplainCost and press enter to validate. Double-click on the key you have created and enter the maximum cost limit chosen earlier in the Value data field, for example 20000. Right-click on the SSTAI node in the tree view and select New > DWORD Value. Enter WarningExplainCost and press enter to validate. Double-click on the key you have created and enter the warning limit chosen earlier in the Value data field, for example 15000. Restart your Internet Information Services (IIS) by executing the following command line: IISReset Restart the Esker Platform services. Refer to Starting or stopping Esker Platform services for more information about doing this.
4.
5. 6.
Note If you wish to change the values of the maximum cost limit and the warning limit later, you will need to restart the Internet Information services and the Esker Platform services after each modification of the registry keys. To disable the explain feature, set the value of the key enforceExplainOnViewsRequests to false in your web.config configuration file and restart your Internet Information Services (IIS) with the IISReset command.
Using Gzip compression with Document Manager

Gzip compression is a native feature of Internet Information Services (IIS) that allows you to optimize your bandwidth by compressing all the web pages when they are sent to client web browsers. It allows to shorten the file transfer delay when a page is requested. Note Gzip compression is an IIS feature. It will therefore be applied to all the applications that rely on IIS and that are installed on your Esker Platform server. You should consider using this feature in the following cases: ! If users are likely to work with large and/or heavy web forms, for example if they will be validating forms with many extracted lines.
626
! !
If users are experiencing poor performances when using Document Manager. If network bandwidth is restricted or limited. Note This feature allows you to lessen the network charge at the expense of a slightly increased CPU charge. You should therefore be cautious about using this feature if your processor's charge is already high. If you think this might be your case, you should proceed to benchmark tests before deciding wether to activate the Gzip compression or not.
Gzip compression is managed differently on IIS6 and II7: ! ! Refer to Gzip compression on Windows Server 2003 / IIS6 if your Document Manager server runs on IIS6 on a Windows 2003 server. Refer to Gzip compression on Windows Server 20038/ IIS7 if your Document Manager server runs on IIS7 on a Windows 2008 server.
Gzip compression on Windows Server 2003 / IIS6

Checking if Gzip compression is enabled on Windows Server 2003
Follow the steps below to check if Gzip compression is enabled on your Windows 2003 server: ! ! ! ! Open the Internet Information Services (IIS) Manager (found in the administrative tools). In the tree view, right-click on Web Sites, within the node corresponding to your Document Manager server. Select Properties. Open the Service tab. The checkbox Compress application files allows you to see if Gzip compression is currently enabled on your server.
Activating Gzip compression on Windows Server 2003

Follow the steps below to enable Gzip compression on your Document Manager server: ! ! ! ! Open your Microsoft Windows root directory (C:\WINDOWS by default). Locate the directory IIS Temporary Compressed Files, and grant the full control privilege on this directory to your IIS user. Open the \Support Files\DocumentManager folder on your Esker Platform CD-ROM. Copy the batch file IISgzip.bat to a local directory and run it by double-clicking. During the script's execution, another script file will be generated. This generated script is called IIS-restoreX.bat (where X is a number incremented each time you run the IISgzip.bat script). This second script will allow you to restore your original IIS settings. When the IISgzip.bat script has ended successfully, copy the generated script to a secure location. Note Running the IISgzip.bat script will lead to an IIS restart. You can then use a provided application named IIScheckgzip.exe to check if the Gzip compression is activated and works correctly. To do so, follow these steps: ! ! Open a command line prompt and go to the \Support Files\DocumentManager folder on your Esker Platform CD-ROM. Enter the following command line to execute the application: IIScheckgzip
627
DOCUMENT MANAGER
Note If your Document Manager server is binded to a specific IP address or port number, you can use the following parameters to specify the location to check: [host [port [url]] ! ! The host parameter allows you to specify the IP address of the web server to check. By default, the application will check for Gzip compression on the 127.0.0.1 IP (localhost). If you supplied the host parameter, you can use the port parameter to specify the port number used by your web server on the specified IP address. By default, the application will check for Gzip compression on the 80 port (standard HTTP port). If you supplied the host and port parameters, you can use the url parameter to specify the web page that will be used during the Gzip compression check. By default, the application will check for Gzip compression by using the /DocMgr/login.aspx?TestCookie=1 page.
At the end of its execution, the application will display a small message to tell you if Gzip compression is currently running on your server.
Disabling the Gzip configuration on Windows Server 2003

To restore your original settings, you must run the IIS-restore-X.bat that was generated by the provided IISgzip.bat script when Gzip was activated. Note Running the restoration script will lead to an IIS restart.
Gzip compression on Windows Server 2008 / IIS7

IIS7 distinguishes two types of page compression: static compression and dynamic compression: ! ! Static compression is enabled by default but will not increase your Document Manager performances. Dynamic compression, that will allow you to increase your Document Manager performances, is not enabled nor installed by default.
Therefore, when we speak of Gzip compression on Windows Server 2008 and IIS7, we speak of dynamic compression.
Checking if Gzip compression is enabled on Windows Server 2008

Follow the steps below to check if Gzip dynamic compression is already enabled on the Document Manager server: ! ! ! ! Open the Internet Information Services Manager (found in the administrative tools). In the tree view, click on the node corresponding to the Document Manager server. Select Compression. The checkbox Enable dynamic content compression allows you to see if Gzip compression is currently enabled on the server.
Activating Gzip compression on Windows Server 2008

Follow the steps below to enable Gzip compression on the Windows 2008 Document Manager server: ! First you will need to install the dynamic compression module. To do so: ! Open a command prompt with administrator privileges and enter the following command line to check if the dynamic compression module is already installed on the server: servermanagercmd.exe -install web-dyn-compression -whatif
628
! !
If this is not the case, start the installation process by entering the following command line: servermanagercmd.exe -install web-dyn-compression
Once you have installed this component, you can enter the following command line to activate Gzip compression: %systemroot%\System32\inetsrv\appcmd set config -section:urlCompression /doDynamicCompression:true
You must then restart the IIS service. To do so, open a command line prompt with administrator privileges and enter the following command line: IISReset
You can then use a provided application named IIScheckgzip.exe to check if the Gzip compression is activated and works correctly. To do so, follow these steps: ! ! Open a command line prompt and go to the \Support Files\DocumentManager folder on your Esker Platform CD-ROM. Enter the following command line to execute the application: IIScheckgzip Note If your Document Manager server is binded to a specific IP address or port number, you can use the following parameters to specify the location to check: [host [port [url]] ! ! The host parameter allows you to specify the IP address of the web server to check. By default, the application will check for Gzip compression on the 127.0.0.1 IP (localhost). If you supplied the host parameter, you can use the port parameter to specify the port number used by your web server on the specified IP address. By default, the application will check for Gzip compression on the 80 port (standard HTTP port). If you supplied the host and port parameters, you can use the url parameter to specify the web page that will be used during the Gzip compression check. By default, the application will check for Gzip compression by using the /DocMgr/login.aspx?TestCookie=1 page.
At the end of its execution, the application will display a small message to tell you if Gzip compression is currently running on your server.
Disabling Gzip compression on Windows Server 2008

To disable Gzip compression, follow these steps: ! Open a command line prompt with administrator privileges and enter the following command line: %systemroot%\System32\inetsrv\appcmd set config -section:urlCompression /doDynamicCompression:false ! You must then restart the IIS service. To do so, open a command line prompt with administrator privileges and enter the following command line: IISReset See also Configuring Document Manager for many concurrent access (page 630)
629
DOCUMENT MANAGER
Configuring Document Manager for many concurrent access

When more than 25 concurrent users (for example, 50 users who are validating an invoice at the same time) are using Document Manager, we recommend that you set the following parameters to optimize the processing time: ! Increase the number of database connections. Edit the registry and increase the value of the HKEY_LOCAL_MACHINE\SOFTWARE\SSTAI\DBMANAGE\PoolConnection_w3wp.exe key. For example, for 50 concurrent users, you should set 50. The number of connections must not exceed the maximum number of authorized connections. Refer to Increasing the number of simultaneous sessions for more information. (For document validation only) Force the execution of the queries. To do this, set the CacheRequestsForStartValidation option in the web.config file to 00:00:00. See Web.config file reference (page 609). Disable the anti-virus software. You should disable the anti-virus for the Document Manager folders: [DocumentManagerRootDir]\Esker Document Manager\DMStorage and for the Esker Platform folders: ! ! ! ! [ProductRootDir]\Esker Platform\Config [ProductRootDir]\Esker Platform\Program [ProductRootDir]\Esker Platform\Storage [ProductRootDir]\Esker Platform\Temp
See also Using Gzip compression with Document Manager (page 626)
630
Index
2
24-pin printer, 407
E
edit a report, 447 envelopes, 99 Esker Web Interface, 175, 341 execute a report, 444 export a report, 446
9
9-pin printer, 405
A
address formats, 72 Australia, 75 France, 75 USA, 73 address validation, 72 Australia, 75, 78 automatic forward of user forms, 341 average in reports, 427
F
failed jobs, 72 fields, 431 filter for record selection in reports, 433 format the address, 72 forms, 175 automatic forward, 341 forwarding, 340 owners, 177 validating web forms, 178 forwarding user forms, 339, 341 France, 75, 90
B
barcode 1D, 401 barcode 2D, 404 block address, 72
G
generate a report, 444 global customizations, 607 graph in reports, 439 group owners for user forms, 177 grouped report, 429
C
calculations in reports, 427 chart in reports, 439 check report design, 441 columns in reports, 430 counting data in reports, 427 criteria for record selection in reports, 433 cross-checking user forms, 339
M
mail, 101 message status, 443 modify a report, 447
D
data for reports, 430 data source for reports, 425 database fields, 430 delete a report, 454 delivery method selection for reports, 425 Document Manager, 604, 607
N
name of the report, 441
O
operations in reports, 427 order report columns, 430
631
DOCUMENT MANAGER
Out of Office Manager, 341 owner ID, 177
T
title of the report, 441 totals in reports, 427
P
page format, 101
U
United Kingdom, 77 US, 77 USA, 101 user forms, 175 automatic forward, 341 forwarding, 340 owners, 177 validating web forms, 175, 178
R
recipient address, 72 recipient of user forms, 177 report report types, 423 report overview, 413, 414 Report Wizard launch, 421 steps, 423, 425, 427, 429, 430, 433, 439, 441 run a report, 444
V
validate addresses, 72 validating web forms, 175, 178
S
save a report, 441 sender, 101 sheets, 99 sorting data in reports, 430 standards for addresses, 72 Status, 443 subtotals in reports, 427 summaries in reports, 427 suppress a report, 454
W
web forms, 175 automatic forward, 341 forwarding, 340 owners, 177 validating web forms, 178 Web Interface, 175, 341 web.config file, 612
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Sending mail with Document Manager .................................................. 58

Sending SMS messages with Document Manager ............................. 110

Sending emails with Document Manager ............................................ 116

Custom submission forms overview ................................................... 132

Receiving documents with Document Manager ................................. 143

Tracking documents overview ............................................................. 147

Tracking jobs in Document Manager ................................................... 148

Tracking messages overview ............................................................... 151

Archives overview ................................................................................. 165

Validating a sales order for SAP .......................................................... 191

Validating an invoice for SAP............................................................... 246

Splitting documents in Document Manager ........................................ 346

Teaching in Document Manager........................................................... 363

Reports overview ................................................................................... 413

Managing users and contacts in Document Manager ........................ 455

What can be customized in Document Manager? .............................. 473

Views overview ...................................................................................... 477

Tables tab overview............................................................................... 595

Index ....................................................................................................... 631

Document Manager overview

Requirements for using Document Manager

Allowing popup windows

REQUIREMENTS FOR USING DOCUMENT MANAGER

Allowing script access to the Clipboard in Internet Explorer 7.0

Trusting the Document Manager site in Internet Explorer 7.0

Connecting and disconnecting from the Document Manager

Disconnecting from Document Manager

Tables tab: Displays the specific tables.

Home tab overview

Send a document section

See also Sending documents with Document Manager (page 45)

See also Interface overview (page 16)

Inbound tab overview

Introduction to the Inbound tab interface

Managing inbound messages

How to make a selection of messages

Jobs tab overview

Introduction to the Jobs tab interface

How to make a selection of jobs

Messages tab overview

Introduction to the Message tab interface

How to make a selection of messages

Validation tab overview

Introduction to the Validation tab interface

Quick filters : One-click forms filtering.

Managing forms to validate

How to make a selection of forms

Common actions from the table

Archives tab overview

Introduction to the Archives tab interface

Managing the list of archived messages

How to make a selection of messages

Contacts tab overview

Introduction to the Contacts tab interface

Managing the list of contacts

How to make a selection of contacts

Users tab overview

Introduction to the Users tab interface

The The The The

Managing the users

How to make a selection of users

See also Users overview (page 461)

Profiles tab overview