Installation guide

Zetadocs for NAV Installation Guide
This edition 5
th
December 2012 © Copyright Equisys plc 2012 All trademarks acknowledged All rights
reserved
Page 31
Zetadocs rules come in four levels. On printing a document to Zetadocs the rules are applied in ascending
order. a. Using rules it is possible to be highly specific about the way documents are handled allowing a
great deal of automation of the delivery process.
Rules Levels:
1. The Default Rule – a basic rule that can be used by any Zetadocs enabled report.
2. Per Document Set – specific settings for Zetadocs enabled documents by type.
3. Per Company – specific settings for Zetadocs enabled documents by company.
4. Per Company, per Document Set – specific settings applied to specific document types when sent
to a specific company.
Rule levels are much easier to understand by looking at an example. Our NAV user needs to send out three
Sales Orders to different customers called Sample Company 1, 2 and 3. In an effort to cut down on delivery
costs the standard way of sending documents (default level 1 rule) is to send using email and archive them
to SharePoint. The standard way of sending Sales Orders (a document set) is via Email using the Sales
Order Template (Lv2 rule per document set). There are numerous other settings available when creating
rules but we will focus on delivery method to keep this example simple, please note that other settings are
likewise overridden by higher level rules.
On selecting Print on the Sales Order card they are asked to filter to the desired records, on pressing Print
again each record in the print job will be processed in turn. On processing the Zetadocs rule settings are
interrogated to determine the delivery information to associate with each record.
For our first record the system will search for a Lv4 rule and on not finding one would check this would set
delivery to email and the template to the Sales Order template. The details necessary to delivery and
archive are attached as Embedded Commands and the Order is release to the Zetadocs Client for delivery
and archiving.
The second record is then considered, the level 3 rule for this means that Fax is the chosen delivery method
again the details necessary to delivery and archive are attached as Embedded Commands.
The final record has both level 3 and 4 rules, as level 4 rules override those below the document is set to be
delivered by email. The records are then gathered together and sent as a single print job to the Zetadocs
Client. Here the embedded commands are removed and analysed, the templates are applied and the email
message body is created as shown below with values from NAV in red. This provides automated generation
of personalised correspondence, with the delivery information also set the documents are ready to be
delivered and archived.
Subject: Order Confirmation for order number: 33659 for Sample Company 1
Message Body:
FAO: John Smith
Dear Customer,
I'm pleased to attach your order confirmation, reference number 33659.
Kind regards,
Sales Team
Record 1
Sales Order 33659
Company
Sample Company 1
Rule Setup
No specific company rules (Lv3 and Lv4 rules).
Record 2
Sales order 33660
Company
Sample Company 2
Rule Setup
This company likes to receive all correspondence via Fax (Lv3 per Company Rule).
Record 3
Sales Order 33661
Company
Sample Company 3
Rule Setup
This company likes to receive most correspondence via fax however they are happy to receive
Sales Orders via email (Lv3 and Lv4 rules).