Exercise 5: Prepare, enable, and use business document management

Scenario: you need to demonstrate the usage of Business document management (BDM) in USMF. Depending on the VM you are using the preview option of Business document management may not be working properly due to restrictions on the VM applied by the hosting company.

Note: you will not have the preview issue if you are working with your own environment.

In this exercise you will import the data from a free text invoice into an excel template by using the ER data model configuration which is provided as part of this lab in XML format.

Important: Click on the hyper link to download the data model and save it in the Download folder on your VM running an instance of Dynamics 365 Finance.

• Sample ER customer invoicing solution

  • Customer invoicing model.version.2.xml

  • Customer FTI report (GER).version.2.3.xml

The ER configuration will refer to the provider as the author of the configuration. In this example, you will create a configuration provider for sample company, Litware, Inc. These steps can be performed in any company as ER configuration providers are shared among all companies.

Task 1: Create a provider

1. In the navigation pane, go to Modules > Organization administration and then select Workspaces > Electronic reporting.

2. Go to Related links > Configuration providers.

3. Select + New.

4. In the Name field, enter Litware, Inc.

5. In the Internet address field, enter http://www.litwareinc.com

6. Select Save.

7. Close the page.

Task 2: Select as an active provider

1. Select the Litware, Inc. provider.

2. Select Set active.

Task 3: Import ER solutions

Import the ER data model configuration of each ER solution in the tables above before you import the corresponding ER format configuration.

1. In the navigation pane, go to Modules > Organization administration > Worksspaces >Electronic reporting

2. Select Reporting Configurations tile.

3. Select the first node on the top of the page,

4. Select Exchange button.

5. Select Load from XML file.

6. Select Browse to load the required XML file.

7. Select Customerinvoicingmodelversion2.xml

8. Select OK to confirm configuration’s import.

Note : change UTF value if its throws any version error.

1. This will create a new node “Customer invoicing model”

2. Select the “Customer invoicing model” node and Select Exchange button.

Note: change UTF value in xml to 16 and save.

1. Select Load from XML file.

2. Select Browse to load the required XML file.

3. Select CustomerFTIreportGERversion23

4. Select OK to confirm configuration’s import.

5. This will create a new sub-node “Customer FTI report (GER)”

6. Select “Customer FTI report (GER)” and select Designer button.

7. Expand Report and expand Invoice and review the sub-nodes and the values of the Format tab on the right-hand side.

8. Select the Mapping tab and review the values.

9. Close the Designer form.

10. Close the Reporting Configuration form.

11. Select the Home button.

Task 4: Verify Business document management feature is enabled

To start Business document management, you need to open the Feature management workspace and enable the Business document management feature.

1. Select the System Administration > Feature management workspace.

2. Select All tab. In the filter, enter Business and filter on Feature name.

3. Make sure the Business document management feature is enabled.

4. Select Home.

Task 5: Configure access permissions

By default, when access to Business document management permissions is not enabled, every user with access to the Business document management workspace will see all of the ER solution templates that are available.

The Business document management workspace will show only those templates that reside in ER format configurations and that are marked by a Business document type tag.

1. In the search pane at the top of the window, enter and select Manage access permissions to edit templates

2. Select Access permission settings.

3. Set the Apply configured access permission to Yes.

4. Select OK.

5. Select + Add, select Accounts receivable manager from the list and then select OK.

6. On the Access permissions per tags of configuration FastTab, select + New.

   • Select Functional area in the Tag type field.

   • Enter or select Invoicing in the Id field.

   • Expand the Access permissions per configuration FastTab and select + Add.

   • Select Customer FTI report (GER) in the Name field. Select OK.

7. Select Save.

8. Close the form.

Task 6: Business document management Workspace

1. In the navigation pane, go to Modules > Organization administration > Business document management workspace. Select the New document button.

2. Select Invoicing and then select the Create document button.

3. In the Name field, enter My Free Text Excel Business Document and select OK.

Note: If you are using VM hosted by vendors rather than your environment you will receive an error message while previewing the excel document. Click Ok.

1. Select Check for issues button.

2. Select the Open in Desktop App button.

3. Select Save > Save As. Choose download folder and click Save.

4. Select Open folder button. Select the Free Text Invoice Template and double Open.

5. If the Office activation form appears, select Close.

6. View the format and close the workbook.

7. Navigate to Business document management workspace.

Note: if you see ‌an error message that service is not available is due to not having a license of Office 365 online or have not logged on to the Office 365 services for editing the template. If you are using the VM hosted by a vendor you will see this message.

1. You can delete the document by selecting Delete.

2. You can publish your business document by selecting Publish then Yes.