Advanced Print

Epicor ERP
Advanced Print Management

Course
9.05.606
Disclaimer
This document is for informational purposes only and is subject to change without notice. This document and its
contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its
date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with
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The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of
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platform and product compatibility in this document shall be considered individually in relation to the products referred
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stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible
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Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs
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Advanced Print Management Course Contents
Contents
Advanced Print Management Course...................................................................................5
Before You Begin....................................................................................................................6
Audience.........................................................................................................................................................6
Prerequisites....................................................................................................................................................6
Environment Setup..........................................................................................................................................7
Workshop Constraints..............................................................................................................................8
Overview.................................................................................................................................9
doc-link Setup.......................................................................................................................12
Workshop - Create an ERM Virtual Printer......................................................................................................13
Add the ERM Virtual Printer....................................................................................................................13
Configure the ERM Printer Properties......................................................................................................14
Workshop - Create an ERM Physical Printer....................................................................................................15
Add the ERM Physical Printer..................................................................................................................15
Configure the ERM Physical Printer Properties.........................................................................................16
Set the Windows Spool Directory as a Hidden Share...............................................................................17
Define the ERM Service Configuration....................................................................................................17
Add the Second Input Source.................................................................................................................19
APM Document Configuration............................................................................................20
Document Types and Properties.....................................................................................................................20
Workshop - Define a Document Type.....................................................................................................21
Create a New Document Type.........................................................................................................21
Associate Properties.........................................................................................................................22
Enterprise Report Management......................................................................................................................23
Workshop - Configure ERM Properties....................................................................................................26
Disable the ERM Service Input Source..............................................................................................26
Capture a Sample Document...........................................................................................................26
Navigate to the New Document Type..............................................................................................27
Create an ERM Configuration for a Document Type.........................................................................28
Define ERM Properties for the Document Type.................................................................................29
Routing..........................................................................................................................................................30
Workshop - Set Up Recipients, Routing Lists, and Routing List Groups.....................................................31
Configure a Static Recipient.............................................................................................................31
Configure a Dynamic Recipient........................................................................................................32
Create a Routing List.......................................................................................................................33
Define a Routing List Group.............................................................................................................33
Process...................................................................................................................................35
Capture Documents.......................................................................................................................................35
Workshop - Capture Documents.............................................................................................................35
Enable the ERM Service Input Source...............................................................................................35
View the Printed Document.............................................................................................................36
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Contents Advanced Print Management Course
Index Documents...........................................................................................................................................36
(Optional) Workshop - Index Documents.................................................................................................37
Create a New Data Source...............................................................................................................37
Define the General Auto-Index Profile..............................................................................................38
Configure Properties to Search On...................................................................................................38
Setup the Properties to be Returned................................................................................................39
Search and Retrieve Documents.....................................................................................................................40
Workshop - Search for and Retrieve a Document....................................................................................40
Archive and Document Repository.................................................................................................................41
Additional Functionality.................................................................................................................................41
Auto Print and APM................................................................................................................................42
Conclusion.............................................................................................................................43
4 Epicor ERP | 9.05.606

Advanced Print Management Course Advanced Print Management Course
Advanced Print Management Course
Advanced Print Management (APM) is an integrated document management application that manages the
™
capture, indexing, and output of business documents. Using Altec’s doc-link application, APM is comprised of
several modules that you can purchase based on your processes and needs.
In addition to the base Advanced Print Management module, the Advanced Print Management Plus and Advanced
Print Management Web Management offerings are designed to extend the automatic routings to include enhanced
features, such as archive document, search the repository, scan link, supplemental documents, and Web retrieval.
Workshops guide you through basic APM and doc-link functionality.
Upon successful completion of this course, you will be able to:
• Use the basic features and functionality available in Advanced Print Management.
• Learn how to set up the configuration of the Altec doc-link application.
• Practice creating Enterprise Report Management (ERM) printers, document types, recipients, routing lists, and
other document management elements.
• Review the process involved in capturing, indexing, searching, retrieving, and routing documents using the
doc-link application.
• Review the archiving and repository features in the Altec doc-link client.
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Before You Begin Advanced Print Management Course
Before You Begin
Read this topic for information you should know in order to successfully complete this course.
Audience
Specific audiences will benefit from this course.

• System Administrator
• IT/Technical Staff
Prerequisites
In order to complete the workshops in this course, all necessary modules must be licensed and operating in your
training environment. For more information on the modules available, contact your Epicor Customer Account
Manager at EpicorCAM@epicor.com. It is also important you understand the prerequisite knowledge contained
in other valuable courses.
• Navigation Course - This course introduces navigational aspects of the Epicor application's user interface.
Designed for a hands-on environment, general navigation principles and techniques are available at each of
the interface levels in the Epicor application - system, module, and program. Workshops focus on each of
these levels and guide you through each navigational principle introduced.
• Crystal Reports Course - This course introduces Crystal Reports®. It discusses how to use Crystal Reports
and the Business Activity Query (BAQ) Report Designer to design and create reports as well as how to modify
existing Crystal Report forms. In addition, this course reviews relational database concept fundamentals such
as tables, table relationships, records, and field types.
• Recommended: System Flow Course - This course introduces a basic quote to cash scenario that includes
the process from the initial customer quote to final cash receipts and payment of supplier invoices. This course
emphasizes the series of processes that make up the quote to cash process by using a simple scenario to
highlight various transactions. Your organization may have more complex processing routines than those
described in this course.
• General knowledge of the manufacturing process flow.
• Understand the functionality of the current release of the business software application.
• SQL script writing experience or familiarity.
• Familiarity with relational database concepts such as tables, table relationships, records and field types.
6 Epicor ERP | 9.05.606

Advanced Print Management Course Before You Begin
Environment Setup
The environment setup steps and potential workshop constraints must be reviewed in order to successfully
complete the workshops in this course.
Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience
Epicor functionality in action but does not affect data in your live, production environment.
The following steps must be taken to successfully complete the workshops in this course.
1. Verify the following or ask your system administrator to verify for you:
• Your Epicor training icon (or web address if you are using Epicor Web Access) points to your
Epicor training environment with the Epicor demonstration database installed. Do not complete
the course workshops in your live, production environment.
Note It is recommended that multiple Epicor demonstration databases are installed. Contact
Support or Systems Consulting for billable assistance.
• The Epicor demonstration database is at the same service pack and patch as the Epicor
application. Epicor's education team updates the Epicor demonstration database for each service pack
and patch. If your system administrator upgrades your Epicor application to a new service pack or patch,
he or she must also download the corresponding Epicor demonstration database from EPICweb > Support
> Epicor > Downloads and install it. If this is not performed, unexpected results can occur when completing
the course workshops.
• Your system administrator restored (refreshed) the Epicor demonstration database prior to
starting this course. The Epicor demonstration database comes standard with parts, customers, sales
orders, and so on, already defined. If the Epicor demonstration database is shared with multiple users
(that is, the database is located on a server and users access the same data, much like your live, production
environment) and is not periodically refreshed, unexpected results can occur. For example, if a course
workshop requires you to ship a sales order that came standard in the Epicor demonstration database,
but a different user already completed this workshop and the Epicor demonstration database was not
restored (refreshed), then you will not be able to ship the sales order. Epicor's education team has written
the course workshops to minimize situations like this from occurring, but Epicor cannot prevent users
from manipulating the data in your installation of the Epicor demonstration database.
2. Log in to the training environment using the credentials manager/manager. If you are logged into your
training environment as a different user, from the Options menu, select Change User.
3. From the Main menu, select the company Epicor Education (EPIC06).
4. From the Main menu, select the Main Plant.
To successfully complete this course, Altec doc-link Advanced Print Management 2.5 (or higher) and Epicor 9.05
must be installed and operational.
To successfully route documents through email, you must have Internet Information Services (IIS) 4.0 or higher
and Simple Mail Transfer Protocol (SMTP) Service installed on the same machine where the Output Manager
service is installed.
To view the printed documents, a printer must be installed and operational in your environment.
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Before You Begin Advanced Print Management Course
Workshop Constraints
Below is a list of workshops in this course that can be performed only once in each instance of a restored (refreshed)
database. Where applicable, a detailed explanation of the workshop constraints is documented in the workshop
itself.
• Workshop - Create an ERM Virtual Printer.
If the ERM Only Printer is already set up in your environment, skip this workshop.
• Workshop - Create an ERM Physical Printer.
If the ERM Physical Printer is already set up in your environment, skip this workshop.
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Advanced Print Management Course Overview
Overview
Advanced Print Management (APM) functionality is built upon the actual data contained on each imaged document.
The main process of APM is to capture, index, and route electronic documents using the doc-link application.
There are three main APM plans that contain different features and functionality.
APM Flow
The flow below shows the process of capturing and routing documents, using workflow, through APM and
doc-link.
Note
The reference to the Accounting System Database can be replaced with any database that is setup to work
with the APM and doc-link applications.
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Overview Advanced Print Management Course
Document Categories
The documents in the database are categorized into the following: document types, top-level folders and properties.
These categories allow you to index, process and search for specific documents and types of documents you
store in your doc-link database.
• Document Types - Use document types to organize and secure documents. All APM documents are assigned
to one document type, which defines the type or category for that document.
• Top-level Folders - All doc-link documents are assigned to one top-level folder.
Tip
You can associate document types with multiple secondary folders that organize documents, as long
as these secondary folders are located beneath the same top-level folder. Secondary folders are not
really folders in the traditional sense, but act as filters to display folder and document type relationships.
In your database a document is not stored and copied multiple times under different secondary folders;
it is stored only once.
• Properties - Properties are data categories such as dates, reference numbers and names of various items that
are commonly found on business documents. Each document type is configured with one or more properties.
When documents are indexed into doc-link they are assigned property values. Use property values to store,
locate and retrieve the documents from the database. Every document stored in the database must be indexed
with at least one property value.
APM Plans
There are various features and functionality available in each APM plan.
• APM - The APM solution uses an Altec product called doc-link. It is an integrated document management
application that manages the capture, indexing, and output of business documents. The document output
can be automatically distributed via fax, email, file copy or FTP. Documents are routed based on configurable
criteria, desired schedules, and recipient preferences.
The main features of this plan include:
• Output methods - Fax, email, FTP print and file copy
• Image formats - PDF and TIFF
• Data Formats - HTML, CSV, XML, Text and PCL
• Out of the Box Configuration - Configured to work with Epicor forms and reports
• Routing criteria based on customer specifications
• Dynamic distribution or per document distribution
The prerequisites for purchasing this plan include:
® ®
• WinFax Pro 10.0 or RightFax 8.7 required for routing via Fax
® ®
• SQL Server 2003 or higher, if not detected, Microsoft SQL Server Desktop Engine (MSDE) will be installed
Tip MSDE has a limit of 2GB databases. Customers intending to use the MSDE should consider
storing images externally to the database.
• APM Plus - APM Plus enables repository capabilities that give manufacturers the ability to index and easily
retrieve previously distributed documents. Additional capabilities offer supplemental document linking where
an electronic packet of documents such as a job traveler and corresponding documentation can be distributed
at the same time.
The main features of this plan include:
• Electronic archive
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Advanced Print Management Course Overview
• Supplemental documents
• Scanlink
• Web Management option
• APM Web Management - APM Web Management offers the functionality of APM Plus and extends the
ad-hoc search and retrieval via the Web.
Epicor ERP | 9.05.606 11

doc-link Setup Advanced Print Management Course
doc-link Setup
Use the doc-link Administrator to perform the doc-link application setup.

Install each component in the following order and refer to the doc-link Installation Guide for details:
Database
If the database installation is successful, a database named doclink2 is created, containing all the tables necessary
to run doc-link.
Application Components
If the installation is successful, the Application Components are installed and a shared folder called Install is
created with the Application Components Client Proxy Install. The default location for the Application Components
is \\<servername>\COMClient.
Client Applications and Services

If the Client Applications are successfully installed, you can access them using Start > Program Files > doc-link
Client Applications include:
• doc-link Client
• doc-link Administrator
Services you must install include:
• ERM Service
• Output Management Service
Spool File as ERM Print Driver

Tip Do not install the CD ERM Print Driver.
There are two types of printers you can configure for Enterprise Report Management (ERM), one that does not
produce a physical print job and one that does. In addition, with ERM you can process Text, PCL (a document
description language used by Hewlett-Packard LaserJet printers) or EMF input files. EMF stands for enhanced
metafile, the default datatype with most Microsoft Windows® based applications. With EMF, the printed document
is altered into a metafile format.
If you process a spool file from a windows based business application, you configure ERM to process EMF. If you
are capturing output from a UNIX system, you process Text files. ERM Processing with PCL is controlled through
a product key and is used primarily by companies that have upgraded from earlier versions of doc-link.
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Advanced Print Management Course doc-link Setup
Workshop - Create an ERM Virtual Printer
You can print to a physical or a virtual ERM printer. This workshop demonstrates how to create a virtual printer
on your doc-link server that prints to a null port, so there is no physical printing.
Add the ERM Virtual Printer

®
Note Perform these steps on the doc-link server. The following steps apply to the Windows Server
Enterprise environment.
1. From the Start menu, access the Settings > Printers window.
2. Click Add a Printer.

The Add Printer window displays.
3. Click the Add a local printer button.
4. Select the Create a new port option.
5. In the Type of port field, select Local Port and click Next.
The Port Name window displays.
6. In the Port Name field, enter NUL and click OK.
7. In the Manufacturer field, select HP.
8. In the Printers field, select HP LaserJet 5.
9. In the Add printer window, click Next.
10. Select the Use the driver that is currently installed option and click Next.
11. In the Printer name field, enter ERM Only Printer.
12. Verify the Set as the default printer option is not selected and click Next.
13. Select the Share this printer so that others on your network can find and use it option.
14. In the Share name field, enter ERMOnlyP.
15. In the Location field, enter ERM Virtual Printer.
16. In the Comments field, enter APM Printer.
17. Click Next to continue.

Do not click Print a test page button.
18. Click Finish to exit the Add Printer wizard.
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Configure the ERM Printer Properties
1. In the Printers window, right-click ERM Only Printer and select Properties.
The ERM Only Printer Properties window displays.
2. Navigate to the Advanced sheet.
3. Select the following check boxes:

• Print spooled documents first
• Keep printed documents
This keeps the print job in the spool directory allowing time for the ERM service to pick up and process
the file.
• Enable advanced printing features
This is for EMF processing only, so unselect if processing through the Printer Command Language (PCL).
4. Click the Apply button.
5. Click the Print Processor button.

The Print Processor window displays.
6. In the Print processor section, select WinPrint.
7. In the Default data type section, select NT EMF 1.008 and click OK.
If processing through the Printer Command Language (PCL), select RAW.
8. Navigate to the Security sheet.
9. In the Group or user names section, verify Everyone displays and skip to the step 12.
10. If Everyone does not display, click the Add button.

The Select Users, Computers, or Groups window displays.
11. In the Enter the object names to select box, enter Everyone and click OK.
12. Click Everyone and in the Permissions for Everyone section, select the following check boxes:
• Print
• Manage Printers
• Manage Documents
13. Navigate to the General sheet and click the Print Test Page button.
14. In the ERM Only Printer window, click Close.
15. In the ERM Only Printer Properties window, click Apply.
16. Click OK to close the window.
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17. Remain in the Printers window.
Workshop - Create an ERM Physical Printer
Create an ERM Printer that hosts the printer spool on your doc-link server but sends a physical print job to an
existing network printer. The network printer must have its own IP for this method to work.
Add the ERM Physical Printer

®
Note Perform these steps on the doc-link server. The following steps apply to the Windows Server
Enterprise environment.
1. In the Printers window, click Add a Printer.

The Add Printer window displays.
2. Click the Add a local printer button.
3. Select the Create a new port option.
4. In the Type of port field, select Standard TCP/IP Port and click Next.
5. In the Hostname or IP address field, enter the IP address of the printer you want to print to and click
Next.
6. In the Manufacturer field, select your printer manufacturer.
7. In the Printers field, select your printer model.
8. In the Add printer window, click Next.
9. Select the Use the driver that is currently installed option and click Next.
10. In the Printer name field, enter ERM Physical Printer.
11. Verify the Set as the default printer option is not selected and click Next.
12. Select the Share this printer so that others on your network can find and use it option.
13. In the Location field, enter ERM Physical Printer.
14. In the Comments field, enter APM Printer.
15. Click Next to continue.
16. Click the Print a test page button.

Verify the physical printer prints a test page.
17. In the ERM Physical Print window, click Close.
18. Click Finish to exit the Add Printer wizard.
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Configure the ERM Physical Printer Properties
1. In the Printers window, right-click ERM Physical Printer and select Properties.
The ERM Physical Printer Properties window displays.
2. Navigate to the Advanced sheet.
3. Select the following check boxes:

• Print spooled documents first
• Keep printed documents
This keeps the print job in the spool directory allowing time for the ERM service to pick up and process
the file.
• Enable advanced printing features
This is for EMF processing only, so unselect if processing through the Printer Command Language (PCL).
4. Click the Apply button.
5. Click the Print Processor button.

The Print Processor window displays.
6. In the Print processor section, select WinPrint.
7. In the Default data type section, select NT EMF 1.008 and click OK.
If processing through the Printer Command Language (PCL), select RAW.
8. Navigate to the Security sheet.
9. In the Group or user names section, verify Everyone displays and skip to the step 12.
10. If Everyone does not display, click the Add button.

The Select Users, Computers, or Groups window displays.
11. In the Enter the object names to select box, enter Everyone and click OK.
12. Click Everyone and in the Permissions for Everyone section, select the following check boxes:
• Print
• Manage Printers
• Manage Documents
13. In the ERM Only Printer Properties window, click Apply.
14. Click OK to close the window.
16 Epicor ERP | 9.05.606

Set the Windows Spool Directory as a Hidden Share
1. Navigate to the C:\Windows\system32\spool folder.
2. Right-click the PRINTERS folder and select Properties.

The PRINTERS Properties window displays.
3. Navigate to the Sharing sheet and click the Advanced Sharing button.
4. In the Advanced Sharing window, select the Share this folder option.
5. In the Share name field, enter PRINTERS$ or select an appropriate share name.
6. Click the Permissions button.

The Permissions for PRINTERS$ window displays.
7. In the Group or user names section, verify Everyone displays.
8. Verify the Full Control check box is selected and click OK.
9. In the Advanced Sharing window, click OK.
10. In the PRINTERS Properties window, navigate to the Security sheet.
11. In the Group or user names section, verify Everyone displays.
12. Verify the Full Control check box is selected and click Close to exit the window.
Important
You need to start and stop the ERM service before ERM will start processing files from the new input
source. If needed, contact your system administrator for help.
Define the ERM Service Configuration
1. From the Start menu, select Programs > doc-link > Administrator
You may be prompted to log in as a default administrator (User ID: Administrator, Password: admin). If
necessary, contact your system administrator for help.
The doc-link Administrator window displays.
2. From the Tools menu, select Services.

Note For doclink 2.6, select Manage > Services.
The Services window displays.
3. Select the doc-link ERM Service option and click the Configure button.
The ERM Configuration window displays. The General sheet displays all machines running ERM services.
Epicor ERP | 9.05.606 17

Note You can scale ERM processing over multiple machines to meet the volume demands of your
company. Typically, you see only one service on this sheet, and it is automatically designated as the
Master service. Use the designated service to configure ERM system options, specifically the printers
drop-down menu that populates with all available printers accessible from the machine where the
master ERM service is installed.
4. Navigate to the Input Sources sheet.

ERM checks input sources for new files ready to be processed. Input sources are user-defined folders and
ERM printers. You can configure all network printers available on the machine where the Master ERM service
is installed as ERM input sources. Local printers are available only when you configure an input source for
the Master ERM service.
5. Click the Add button.

The New Input Source window displays.
6. In the Name and Description fields, enter APM Print and Capture.
7. In the ERM Service field, select your machine (server) name.

Depending on your doc-link configuration, select the machine or server where these services are located.
8. Under Type, select the Print Spooler option.
9. In the Printer field, select ERM Only Printer.
10. In the Path field, enter \\servername\Printers$ (or an appropriate share name).
You can also use the Browse button to search for the printer location.
11. In the Folder field, select the default folder for this input source, for example, Epicor APM.
Note You must assign all documents to a top-level folder. If ERM is unable to determine a document's
top-level folder based on ERM configuration for the document type, it uses the default folder associated
with the input source if it is configured.
12. Click OK.

While you configure a document type to be captured via ERM, disable the input source. Then print one or
more sample documents. The documents remain in the input source for use during ERM configuration.
When you finish the ERM configuration, enable the input source and ERM processes the sample documents.
13. Navigate to the Advanced sheet to configure the ERM folders.
14. Indicate paths to the Reject, Manual Indexing and Archive folders, for example:
• \\<yourmachinename>\ERMPrint\Reject
• \\<yourmachinename>\ERMPrint\Index
• \\<yourmachinename>\ERMPrint\Archive
15. In the ERM Configuration window, click Apply.
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Add the Second Input Source

The New Input Source window displays.
3. In the Name and Description fields, enter APM Physical Print.
4. In the ERM Service field, select your machine (server) name.

Depending on your doc-link configuration, select the machine or server where these services are located.
5. Under Type, select the Print Spooler option.
6. In the Printer field, select ERM Physical Printer.
7. In the Path field, enter \\servername\Printers$ (or an appropriate share name).

You can also use the Browse button to search for the printer location.
8. In the Folder field, select the default folder for this input source, for example, Epicor APM.
Note You must assign all documents to a top-level folder. If ERM is unable to determine a document's
top-level folder based on ERM configuration for the document type, it uses the default folder associated
with the input source if it is configured.
9. Click OK.
10. In the ERM Configuration window, click Apply and click OK.
11. In the Services window, click Close.
12. Minimize the doc-link Administrator.
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APM Document Configuration Advanced Print Management Course
APM Document Configuration
Determine which documents you want to store in the database, and how to index, search and retrieve the
captured documents. You must configure the Electronic Report Management (ERM) service initially, so that it
captures your printed documents and automatically indexes them. There are additional scripts that you can use
to control the ERM property data.
Document Types and Properties
The doc-link application assigns document types to all documents it stores. It also creates indexes with one or
more property values, based on the properties configured for the selected document type. Document types
organize and secure documents. All APM and imaged documents are assigned to one document type, which
defines the type or category for that document.
The doc-link Administrator contains a configured list of standard forms and reports. The list of predefined
documents are located in the tree view in the Management folder. Apart from standard document types, you
can create new ones.
Document Sub-Types
You can change a document into a similar document type called a document sub-type, which is based on the
template you apply.
Example
Print a customer invoice from the accounting application and capture it in doc-link. Associate the customer
invoice template with the document and store it in doc-link as an invoice. Apply the packing slip template
to the document and store it in doc-link as a packing slip. You can retrieve both the invoice and the packing
slip from the doc-link database. In this example, the master document type is an invoice. The document
sub-type is the packing slip. To automatically route a document sub-type to recipients, create a routing list
for the document sub-type using Output Manager.
Properties
Properties are data categories such as dates, reference numbers and names of various items found on business
documents. Configure each document type with one or more properties. When documents are indexed in the
database, they are assigned property values. Use these property values to store, locate and retrieve documents
from the database. You must index all documents you store in the database with at least one property value,
and avoid creating multiple properties for the same type of information.
Example
If you want to index both supplier invoices and purchase orders with a supplier number property, create
one supplier number property and associate that property with both document types. Utilizing the same
property provides a more efficient retrieval process.
Note
When you configure document types, verify the documents are indexed with the information necessary
for all users.
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Advanced Print Management Course APM Document Configuration
Example
An accounts payable clerk can use supplier numbers and invoice numbers to retrieve supplier invoices. A
department head may need to use the supplier's name and date to retrieve the records of interest.
You can use identified document properties that display on the form such as email address or fax number to
send the email or fax.
Property Indexing
When you configure a document type property, you must identify the relative importance of the property to the
document type. To view the indexing importance for a property, navigate to the Properties sheet, select a
property and click the Edit button. Three options are available:
• Optional - This means the doc-link indexes and stores a document, even if a value is not supplied for the
property.
• Required - This means the doc-link rejects a document if a value is not supplied for the property. The doc-link
cannot index and store a document without at least one value for a required property.
• Expected - This means the doc-link indexes and stores a document if a value is not supplied for the property.
In this case, the document is marked as incomplete.
Property Type
Most property values are related to the document they identify. However, there are times when property values
have a relationship to other property values, in addition to the document. Properties that have a relationship to
another property values are members of a property group. Three options are available:
• Standard - This means the property is not a part of a property group.
• Group Identifier - This means the property value identifies a property group.
• Member of Group - This means the property value is associated with the selected identifier and other
members of that group. If you select Member of Group, you must also select the appropriate group identifier.
Note
You must configure the group identifier before you configure group members.
Key Property
Select the Key Property check box to identify the key property for the document. Use the key property to
uniquely identify the document in the detail area of the doc-link Administrator. Each document type should have
only one key property.
Workshop - Define a Document Type
The document type configuration is mainly performed in the Document Type window and depends on how the
document type is captured and indexed. Navigate through the Document Type window sheets to see the various
configuration options.
Create a New Document Type
1. Maximize the doc-link Administrator window.
2. In the tree view, expand the Management node and click on Document Types.
3. On the Standard toolbar, click the New icon.
Epicor ERP | 9.05.606 21

The New Document Type-Document Type window displays.
4. In the Name field, enter _XXX_Form-AR Invoice2 (where XXX are your initials).
Note The name uniquely identifies the document type. Do not use the following characters to name
a document type: / \ : * ? “ < > |.
5. In the Description field, enter XXX AR Invoice Form2 (where XXX are your initials).
6. Leave the Code field blank.

The Code field is designed specifically for side-by-side custom integrations. Once you enter a value in this
field, you cannot change it. If you do not know what code to enter, leave this field blank.
Associate Properties
1. Navigate to the Properties sheet.
2. Click the Edit button.

The Document Type Properties window displays.
A list of all available properties displays on the left side of the window.
3. Select the check boxes next to the following property names and configure their properties.
Property Name Indexing Property Type Key

Property
check
box
Company Optional Standard
Credit Memo Optional Standard
Customer Optional Standard
Customer PO Number Optional Standard
Date Optional Standard
Document number Required Standard select
ExtValue Optional Standard
Form number Optional Standard
InvoiceNumber Optional Standard
Legal Number Optional Standard
LineRef1 Optional Group Identifier
Order Number Optional Member of Group: LineRef1
Pack Slip Number Optional Member of Group: LineRef1
Page Number Optional Standard
Part Optional Member of Group: LineRef1
Primary contact Optional Standard
22 Epicor ERP | 9.05.606

Property Name Indexing Property Type Key

Property
check
box
Primary email address Optional Standard
Primary fax number Optional Standard
Primary phone number Optional Standard
Purchase Order Reference Optional Standard
Reference Document Optional Standard
Salesperson Optional Standard
Salesperson email Optional Standard
Salesperson fax number Optional Standard
Secondary contact Optional Standard
Ship To Optional Standard
4. In the Document Type Properties window, click OK.
5. In the XXX_Form-AR Invoice2 - Document Type window (where XXX are your initials), click Apply and
click OK to close the window.
6. Minimize the doc-link Administrator window.
Enterprise Report Management
Enterprise Report Management (ERM) electronically captures printed output from your accounting or other
business application and stores the document in doc-link. In the imaging industry, ERM can also be referred to
as COLD or Computer Output to Laser Disc.
Example
On August 30, you invoice ABC company for $400.00. When you print the invoice, the ERM service
automatically captures this file, determines that it is a vendor invoice document type, extracts the index
property values, and saves the invoice and its properties in the doc-link database. In this example, the
document is indexed with the following information:
Master Property Property Data Value

Document Type Vendor Invoice
Invoice Number 621001
Date 8/15/2009
Vendor ABC Company
Dollar Amount Dollar Amount
Email customerservice@ABC.com
Epicor ERP | 9.05.606 23

ERM Configuration
When you configure Enterprise Report Management, it automatically identifies the document type of the captured
document. It also extracts all indexed properties and filters out any unwanted characters or data from the
document. Once the document is captured, ERM saves the document and index properties in the doc-link database.
In the doc-link Administrator you can configure ERM to automatically:
• Identify the type of document that has been captured
• Extract index properties from the document
• Filter unwanted characters or data from the document
• Associate a template with the document
• Save the document and its index properties in doc-link
The Enterprise Report Management configuration for all the standard forms and reports in the application is
already complete. If you add a new property to a document, you need to access the ERM Configuration for the
document, configure the new property, and map the property to its location on the form.
To access the ERM Configuration, in the doc-link Administrator, expand the Management folder, click on Document
Types, navigate to the ERM Configuration sheet and click the Configure button.
ERM Options
Use the ERM Options sheet to determine how doc-link identifies the document type.
Example
In the Form - Quote Document Type, doc-link looks for the word Quote in established coordinates on the
form. If it finds that word, doc-link processes the document as a Quote using the appropriate index
properties, routings and recipients.
Following are the fields you can configure on the ERM Options sheet:
• Input Type - This defines the document format ERM receives.
Note File Action options are grayed out when you select the EMF Input Type.
• File Action - This defines the action ERM takes when processes the document. The four available actions
include:
• Process normally – This means ERM captures the file, places a copy of the file in the ERM archive directory,
processes the document for storage in doc-link, and deletes the original file from the input source.
• Place file in manual index folder – This means ERM moves the file to the designated folder for manual
indexing.
• Move to location specified below – This means ERM moves the file to the directory specified in the
UNC Path field.
• Delete file without processing – This means ERM deletes the file from the input source without processing
it.
• Identify Document - Use this section to define how to identify documents during processing.
• Name – Enter the appropriate file name in the box. You can use standard Microsoft Windows wildcard
characters to create the pattern or string. Typically, identifying documents using the file name is not
common.
• Contents – Select Contents and click the Configure button to display the Identify Document by
Contents window. The grid displays all content identifiers and its coordinates.
24 Epicor ERP | 9.05.606

ERM Properties
The ERM Properties sheet stores all index properties and their coordinates for the document type. To map
coordinates, use a capture of the document.
ERM Scripts
You can use scripts to transform property values during the ERM process. Below are some sample scripts. For
more information refer to the doc-link Administrator's Guide.
• To change a property value to uppercase
TextOut = UCase(PropertyValue)
• To transform a property value (INV) to a different value (Invoice)

if (ucase(PropertyValue) = "INV") then
TextOut = "Invoice"
end if
• To strip the first three characters of a property if the length of the property is greater than 3
if (len(PropertyValue) > 3) then
TextOut = right(PropertyValue, len(PropertyValue) – 3)
else
TextOut = PropertyValue
end if
• To strip the first character of a property if the value is not numeric

if (IsNumeric(left(PropertyValue, 1) ) ) then
TextOut = PropertyValue
else
TextOut = right(PropertyValue, len(PropertyValue) -1)
end if
• To extract a value that floats on the page (in this example the ** ORDER TOTAL **)
'Declare variables used in script.
Dim strText
Dim strNumb
Dim strSearch
Dim strTemp
Dim intPos
Dim I
'If not value found in Property Value, then exit.
if Len(PropertyValue) = 0 then
Exit Function
end if
'String to search for.
strSearch = "** ORDER TOTAL **"
'Put text found in variable for manipulation.
strText = PropertyValue
'Search for "** ORDER TOTAL **" in text.
intPos = InStr(1, strText, strSearch, vbTextCompare)
'If header string not found, then exit.
if intPos = 0 then
Exit Function
end if
'Trim off header.
strText = Trim(Right(strText, Len(strText) - (intPos + Len(strSearch))))
'Loop through remaining text to dig out number.
For I = 1 To Len(strText)
strTemp = Mid(strText, I, 1)
'If it is numberic, then build number string.
Epicor ERP | 9.05.606 25

If IsNumeric(strTemp) Then
strNumb = strNumb & strTemp
'Make sure we include decimal in number.
Elseif strTemp = "." Then
strNumb = strNumb & strTemp
Else
'Number is done, so exit loop.
Exit For
End If
Next
'Return the results.
TextOut = strNumb
Workshop - Configure ERM Properties
Once you created a document type, you can configure it for ERM capture. It is necessary to capture a sample
document during the configuration process and perform the remaining configuration. Use the sheets on the
ERM Options window to review the various configuration options for a document type.
Disable the ERM Service Input Source

While you configure a document type to be captured via ERM, disable the input source. Then print a sample
document. The document remains in the input source for use during ERM configuration. Once you complete the
ERM configuration, enable the input source and ERM processes the sample document.

3. Select the doc-link ERM Service option and click the Configure button.
The ERM Configuration window displays.
5. Select the APM Print and Capture input source and click the Properties button.
The Input Source window displays.
6. Select the Disable this source check box and click OK.
Capture a Sample Document

Capture a sample document to configure a document type.
Launch the Epicor 9.05 application.
26 Epicor ERP | 9.05.606

Navigate to Invoice Entry.

Menu Path: Financial Management > Accounts Receivable > General Operations > Invoice Entry
1. Click New and select New Group.
2. In the Group field, enter XXX (where XXX are your initials).
Accept the defaults provided in the remaining Group fields.
3. Click Save.
4. From the Actions menu, select Get > Shipments.

The Get Shipments window displays.
5. Click the Manual Selection button.

The Packing Slip Browse window displays.
6. In the Packing Slips grid, select any shipment and click OK.
7. To the Are you sure? message, click Yes.
8. From the Actions menu, select Invoice > Print Invoice.

The Print Invoice window displays.
9. Click the Print icon.

The Print window displays.
10. Double click the ERM Only Printer.

The document is sent to the appropriate ERM input source. You can check the System Monitor > Reports
sheet to verify the invoice printed.
11. Exit the Print Invoice and AR Invoice Entry windows and minimize the Epicor 9.05 application.
Navigate to the New Document Type

The document remains in the ERM input source until you enable it. Configure the document type for ERM
processing, and enable the ERM input source. The sample document processes through ERM.
2. Expand the Management node and click Document Types.
3. Double-click XXX_Form-AR Invoice2 (where XXX are your initials).

The Document Type window displays.
4. Navigate to the ERM Configuration sheet and click the Configure button.
The ERM Options window displays, with the ERM Options sheet in focus.
Epicor ERP | 9.05.606 27

Create an ERM Configuration for a Document Type
1. In the ERM Options sheet, in the Input Type field, select EMF.
Input type defines the format in which the document is received by ERM. When EMF is selected, the File
Actions are grayed out.
2. In the Identify Document section, select Contents and click the Configure button.
The Identify Documents by Contents window displays.
3. Click the Add button to create a content identifier.

The Identifier window displays.
4. Click the Select button to display the Open File window.
5. Browse to the sample document location you specified earlier, for example \\servername\Printers$
(or an appropriate share name), select your recently printed AR Invoice and click Open.
Note
If you do not see your sample document, check the Files Type field. Your sample document may
have a .TIFF, .SPL, or .EMF extension.
The document displays in the doc-link EMF Viewer window.
6. From the Options menu select Show Selected Text in Pop-up window.
7. Use your mouse to select the Invoice title area.

Your selection is identified by a rectangle and the text you select displays in the Selected Text window.
8. On the Standard toolbar, click the Copy icon and then click Save and Close.
The Identifier window displays the text and coordinates of the area you selected.
9. In the Identifier window, click OK.

The Identify Document by Contents window displays the new identifier.
10. Click the Add button to create another content identifier.

You need to set up a second content identifier as there are multiple document types that look for the Invoice
content identifier.
11. Click the Select button.

The doc-link EMF Viewer automatically displays the AR Invoice.
12. Use your mouse to select the Invoice: XXXXX area (where XXXXX is the invoice number).
28 Epicor ERP | 9.05.606

14. In the Identifier field, delete : XXXXX and add an asterisk (*) after word Invoice, to indicate that this value
should be searched for before the first added identifier.
The Identifier field now displays Invoice*.
15. In the Identifier field, click OK.

The Identify Document by Contents window displays both identifiers.
16. Click OK to return to the ERM Options sheet.
Define ERM Properties for the Document Type
1. Navigate to the ERM Properties sheet to specify where ERM locates property values for this document
type.
When you open the ERM configuration for the first time, the ERM Properties grid displays a list of all properties
configured for this document type.
2. In the Properties grid, select Document Number and click the Edit button.
The ERM Document Type Property window displays.
3. In the Available Properties field, verify Document Number displays.
4. Click the Select button.

The doc-link EMF Viewer automatically displays the AR Invoice.
7. In the Script box, delete the content under Function TextOut (PropertyValue) and enter the following
script.
if instr(PropertyValue,"Invoice:") <> 0 then
TextOut = Trim(right(PropertyValue,(len(PropertyValue))-(inStrRev(PropertyV
alue,":") ) ) )
End if
8. In the ERM Document Type Property window, click OK.
9. In the Properties grid, select Document Number and click the Edit button again.
10. Click the Select button to display the document.
13. In the ERM Document Type Property window, click the Test button.
Epicor ERP | 9.05.606 29

The Test Property Script window displays.
14. In the Test Value field, paste the selected value Invoice: XXXXX and click Execute.
The Return Value field displays the invoice number XXXXX.
15. In the Test Property Script window, click OK.
16. In the ERM Document Type Property window, click OK.

Tip
Repeat this process to define all properties you want to capture during ERM processing. You must
configure each required property for ERM capture, otherwise, the document is rejected due to a
missing required property value. If an index property displays in multiple places within the document,
create a configuration for each instance. If an index property does not display within the document,
you can delete the property from the grid.
17. In the ERM Options window, click Apply and click OK to exit.
18. In the Document Type window, click OK to exit.
Routing
Use the Output Manager to configure Document Types for automatic distribution. Each document type can
have one or more routing lists, which routes information for a specific document type.
Routing Lists
A Routing List contains routing information or instructions for a specific document type. A Routing List Group is
a group of recipients to whom the document is routed. Recipients are grouped together to minimize the
configuration.
Once you create a document type and configure it for ERM, you can set up the automatic distribution.
• Each document type can have one or more routing lists.
• Each routing list can have one or more routing list groups.
• Each routing list group can have one or more recipients.
Output Manager
The doc-link Output Manager automatically distributes documents based on pre-configured routing lists. The
Output Manager allows you to specify the output method (email, fax, FTP, file copy or print) and the actual output
format of the document (TIFF, XML, HTML, CSV, PDF and the document’s native format).
Following is the general description of the process:
• Save a document into doc-link; print it from your business application or index it manually.
• The Output Manager is notified that a new document has been processed.
• The Output Manager searches through the routing lists configured for this document type. If it finds a routing
list, the Output Manager cycles through the routing list groups and individual recipients to create distribution
records.
30 Epicor ERP | 9.05.606

• The Output Manager distributes the documents to the individual recipients at the scheduled time. Recipients
receive the document via email, fax, FTP or file copy, or a paper copy of the document.
Note To route color documents through the Output Manager, you must capture documents as color TIFF
files.
Recipients
Recipients define the contacts set up in the doc-link Administrator. The recipient profile contains the preferred
output method, such as email, fax, or print, and also determines where to route the document. There are two
types of recipients:
• Static - This recipient is pre-configured with information that does not change, such as a specific email address
or fax number.
Example
Joe Smith, who is a Sales Manager, wants to receive an email when a customer invoice is printed.
• Dynamic - The routing destination of this recipient is based on the information contained on the document,
rather than the configuration information entered in the Output Manager.
Example
ERM captures the fax number from the printed invoice and indexes the document with that information.
Output Manager can automatically fax the document to the fax number by creating a dynamic recipient.
Workshop - Set Up Recipients, Routing Lists, and Routing List Groups
Each document type can have one or more routing lists, which routes information for a specific document type.
Each routing list can have one or more routing list groups that are a group of recipients to whom the document
is routed. Each routing list group can have one or more recipients. There can be either static or dynamic recipients.
Note To automatically route documents, the Output Manager service must be running.
Configure a Static Recipient

Each recipient can have multiple output methods.
2. Expand the Output Management node on click Recipients.
3. On the Standard toolbar, click New.

The New Recipient window displays.
4. In the Name field, enter your name.

Note The recipient name must be unique.
5. In the Type field, select Static.
6. Click the Add button to create a new output method for this recipient.
Epicor ERP | 9.05.606 31

7. In the Output Method window, select Print and click OK.

8. Click the Setup button.

The Print Setup window displays.
9. In the Name field, select ERM Physical Printer and click OK.
Note To check available printers, from the Start menu, access the Printers window. If necessary,
contact your system administrator for help.
10. In the Print window, click Apply and click OK.
11. In the Recipient window, click Apply.
12. Click the Add button to create a second output method.
13. In the Output Method window, select Email and click OK.
14. In the Email Address field, enter your valid email address.
15. In the Description field, enter APM Message.
16. In the Format Output As field, select TIFF.
17. In the Email window, click Apply and click OK.
18. In the New Recipient window, click Apply and click OK.
Configure a Dynamic Recipient
1. Expand the Output Management node, click on Recipients.

The New Recipient window displays.
3. In the Name field, enter XXX_Recipient (where XXX are your initials).
Note The recipient name must be unique.
4. In the Type field, select Dynamic.
5. Click the Add button to create a new output method for this recipient.
6. In the Output Method window, select Email and click OK.

The Email window displays.
7. In the Property containing Email Address field, select Buyer email.

This means the email is sent to the buyer that displays on the AR Invoice you print.
32 Epicor ERP | 9.05.606

8. Accept all other defaults and click OK.
9. In the New Recipient window, click Apply and click OK.

Tip
Each recipient can have multiple output methods. You could continue this process until you associate
all appropriate output methods for this recipient. Remember, a copy of the document is distributed
through each output method selected.
Create a Routing List
1. Expand the Output Management node and click Routing Lists.

The New Routing List window displays.
3. In the Name field, enter XXX_AR Invoice Printing (where XXX are your initials).
The name should be descriptive and unique. You can include the name of the document type in the routing
list name.
4. In the Document Type field, select XXX_Form-AR Invoice2 (where XXX are your initials).
This means the routing list is attached to this document.
5. Under Apply document routing to:, select the All documents of this document type option and click
Apply.
If you select this option, all documents that belong to the document type you select are routed with this
routing list. If you select the Documents matching these criteria option, the routing list is applied to
documents that match the criteria you specify.
6. Remain in the Routing List window.
Define a Routing List Group
1. Navigate to the Routing List Groups sheet.
2. Click Add to configure a new routing list group.

The New Routing List Group window displays.
3. In the Name field, enter XXX_AR Invoice Routing (where XXX are your initials).
The name should describe the relationship between the recipients that are members of this group.
Example
If the group contains customers, you can name the routing list group Customer Copy.
4. Under Distribution, select the All recipients in this group option.

If you select this option, each member of this group receives a copy of every document distributed by this
routing list. If you select the Recipients with a key value matching this document property option,
Epicor ERP | 9.05.606 33

the document is sent to members whose value for the selected property matches the property value on the
document.
5. Navigate to the Members sheet.

The Select Recipients window displays.
7. Press and hold the Ctrl key to select both your name and XXX_Recipient (where XXX are your initials)
and click OK.
The Group Member window displays. The grid displays a list of each Output Method configured for the
recipient. You can identify the output method that you want to use for this routing list group. The recipient
receives a copy of the document through each output method you select.
8. In the Group Member windows, click OK for both recipients.
9. In the New Routing List Group, click OK.
10. Navigate to the Output Methods sheet.

There may be instances where there are no recipient set up within a routing list group. It is also possible
that a routing list could be created without any routing list groups. Specifying a default output method
ensures that all documents are distributed. In either of these cases, the document can be distributed using
the default output method. Frequently, the print option is used as the default output method, resulting in
a hard copy being printed on the specified printer.
11. Click the Add button to create a default output method for this Routing List Group.
The Output Method window displays.
12. In the Output Method window, select Print and click OK.
13. Click the Setup button.

The Print Setup window displays.
14. In the Name field, select ERM Physical Printer and click OK.
15. In the Output Method window, click Apply and click OK.
16. In the New Routing List Group window, click Apply and click OK.
Tip
You can continue this process until you associate the desired default output methods for this routing
list group.
34 Epicor ERP | 9.05.606

Advanced Print Management Course Process
Process
The main process of APM is as follows:

• Capture documents - You must initially capture electronic document images.
• Index documents - Assign property values to documents, so you can search and retrieve them as needed.
• Search and retrieve documents - You can search for the document based on its property values, and
subsequently, you can view, print, fax or email it.
• (Optional) Process documents through Workflow - You can use workflow queues to automate and
enhance current manual business processes.
• Route documents - Use the Output Manager to send saved images to the appropriate recipients based on
routing lists and recipient profiles.
Capture Documents
Once you configure a document type for ERM, capture a document and store it in doc-link. If you print a document
from a Windows application, print the document to the designated ERM printer by selecting this printer from
the printers list. If you capture a document from a mainframe application that does not allow you to print to a
Windows print spool, you can create a text file output of the document.
Workshop - Capture Documents
While you configured a document type, you disabled the input source and printed a sample document from the
application. The document remains in the input source for use during ERM configuration. Since the ERM
configuration is finished, enable the input source so that ERM processes the sample document.
Enable the ERM Service Input Source

3. Select doc-link ERM Service and click the Configure button.

The ERM Configuration window displays.
5. Select the APM Print and Capture input source and click the Properties button.
The Input Source window displays.
6. Clear the Disable this source check box and click OK.
Epicor ERP | 9.05.606 35

Process Advanced Print Management Course
View the Printed Document
1. In the doc-link Administrator, expand the Capture > ERM node and click Processed.
The list of processed documents display in the right-hand pane.
Tip
If your document does not display in any of the ERM folders under the Capture node, hit F5 to refresh
the information. If your document still does not display, re-print the document from the Epicor
application.
2. Double-click your recently printed document to view it in the EMF Viewer.
3. Exit the EMF Viewer.
4. Expand the Documents node and click Complete to view the document that was routed to your recipients.
Notice the Key Property field displays the invoice number.
5. Check your Inbox and view the email that has a .tiff attachment of the invoice you selected.
6. Check your physical printer to view a hard copy of the invoice you selected.
7. Minimize the doc-link Administrator.
Index Documents
Auto-Index and Retro-Index automatically retrieve information from a database to automatically index the
document. Indexing documents saves time and ensures accuracy and the process consists of data sources
configurations, Auto-Index profiles configurations, Retro-Index configurations and Retro-Index service configuration.
Data Sources
Data sources store information required to establish connectivity to a specified database. Use data sources to
retrieve index information during Auto-Index, and to retrieve vendor codes, GL account codes and company
codes from the accounting application when you create a distribution stamp.
Stamps are permanent electronic annotations you can add to document images, while in the doc-link Viewer.
They differ from other annotations as they become a permanent part of an image, and cannot be changed,
hidden or deleted. The doc-link recognizes two distinct types of stamps:
• Standard stamps - these are generic stamps and you can configure them for different business purposes.
• Distribution stamps - these stamps place account distribution information on an invoice, prior to accounting
application entry.
Auto-Index
Auto-Index profiles define where to look for data, what data to return, and how the data is mapped to a
document’s properties. To configure Auto-Index for a document type, you must create an Auto-Index profile and
36 Epicor ERP | 9.05.606

then associate that profile with one or more document types. You can associate each Auto-Index profile with
multiple document types and each document type can have multiple Auto-Index profiles.
Retro-Index
Retro-Index automatically revisits a document in the database to assign a value to a property that was not indexed
originally.
Example
The check number used to pay the invoice is a common invoice property. Invoices are captured and indexed
into the database prior to issuing the check. You can configure the Retro-Index to automatically index the
invoice with the corresponding check number when the check number becomes available.
You can set up the Retro-Index as a scheduled or triggered task. Scheduled Retro-Index takes place at a specified
time and triggered Retro-Index takes place when a specified document is saved in the doc-link. Retro-Index is
linked to documents indexed in the database that have a status of incomplete, which occurs when the application
processes a document with missing properties. Documents remain in the retro-index queue until the status is
changed to complete.
(Optional) Workshop - Index Documents
This workshop is optional, as the configuration is based on the setup of the specific company or a customer.
Indexing is not recommended for immediate use, until the rest of the configuration is complete and tested for
accuracy. This workshop provides you with general information on how to set up a new data source, define the
auto-index profile and to configure search and return properties.
Create a New Data Source
1. Expand the Management folder and click Data Sources.
2. On the Standard toolbar, click the New button.

The New Data Source window displays.
3. In the Name field, enter your datasource name.
4. In the Connection String box, enter a valid Connection String.

Type the Connection String in the box, or click the Wizard icon to launch the Connection String wizard.
Tip A detailed ADO connection string contains a series of argument = value statements separated
by semicolons. Parameters are specific to the database driver being used.
5. In the Username field, enter a valid login account you use to connect to the database.
This is not required if the wizard is used to create the connection string.
6. In the Password field, enter a password associated with the login account.
This is not required if the wizard is used to create the connection string.
7. Click the Test Connection button to test your data source connection.
If the doc-link is able to connect to the data source, you receive a confirmation message.
8. Click OK to save the changes.
Epicor ERP | 9.05.606 37

The Data Source window closes and the new data source displays in the detail area.
Define the General Auto-Index Profile
1. In the Management folder, click Auto-Index Profiles.
2. Click the New button.

The New Auto-Index Profile window displays.
3. On the General sheet, in the Name field, enter your profile name.
4. In the Data Source field, select the Data Source created before.
A data source stores information necessary to establish connectivity to a specific database. This field defines
the database where the Auto-Index information is located and how to connect to that database. If you
cannot find the source you want to use in the list, click the Manage button.
5. In the Location section, select the Single Table option and click the ellipsis (...) button to display the Data
Source Table Lookup window.
The Table tree displays a list of all tables and views in the data source.
6. Click on the plus (+) sign in front of a table to view the fields in that table.
7. Select a table and click OK.

If the data does not reside in one database table, select the Custom SQL (Advanced) option and enter the
SQL statement used to return the Auto-Index information in the box. Use the % symbol before and after
the doc-link property name, top-level folder name, folder code or document ID to represent these values in
your SQL statement, for example: %DocumentID%.
If you use a custom SQL statement, specify whether or not search properties need to be passed into
Auto-Index. If you use the Auto-Index profile in a workflow or some other process where properties are not
passed in, select the Search properties are not required check box. The Search Properties grid on the
Search Properties sheet will be disabled and Auto-Index will utilize the custom SQL statement to control
which records are returned.
Configure Properties to Search On
1. Navigate to the Search Properties sheet to specify the properties used to initiate the search of the data
source.
The Properties to Search On grid contains the property or properties that initiate the search of the data
source.
Example
To trigger Auto-Index based on an invoice number, map the invoice number property to the
corresponding field in your data source and indicate whether multiple values can be present for the
selected property.
2. Click the Add button to create a search property.

The Search Profile Property Configuration window displays.
38 Epicor ERP | 9.05.606

3. Select the Property you want to use to search the data source for additional Auto-Index data.
4. Select the Database Field that corresponds to the property value you want to index and click OK.
Tip
If you entered a custom SQL statement on the General sheet, you do not need to select a database
field. The doc-link uses the database field specified in the SQL statement.
Example
®
An Access database requires # delimiter for date values, ‘ delimiter for a string and no delimiter for
numeric values. In SQL Server, numeric data types do not require a delimiter, but strings require a '
delimiter.
If you do not know the name of the field, click the ellipsis (...) button to display the Data Source Field
Lookup window. The Field tree displays a list of all the possible fields in the selected table.
5. Enter a Script if the returned value needs to be modified to match the property formatting in the doc-link
database.
6. Click the Test button to display the Test Property Script window.
7. Enter a Test Value and click the Execute button.

The Return Value displays. If the value returned is not correct, modify the script you entered.
8. Click OK to return to the Return Profile Property Configuration window.
9. If you selected a Single Table option, enter the SQL Delimiter to enclose the string in the where clause
of the SQL statement.
10. Enable the Property Triggers Auto-Index check box if you want this property to initiate the Auto-Index
process.
The Auto-Index profile needs to contain at least one trigger property. If more than one trigger property is
necessary, you must configure a second Auto-Index profile. Trigger properties are also the only properties
that can contain multiple values. Each time a new value for the trigger property is applied, Auto-Index is
initiated to retrieve data associated with the new value.
11. Click OK to save the configuration.

You may continue this process until you set up all search properties for the Auto-Index profile.
Setup the Properties to be Returned
1. Navigate to the Return Properties sheet.

Use this sheet to map the fields returned from the data source to doc-link properties for the document type
you configure. Auto-Index adds these properties to the document. The Property Maps grid displays all
properties Auto-Index should return from the data source once it identifies data.
2. Click the Add button to create a return property.

The Return Profile Property Configuration window displays. The properties you enter here are the ones
that get indexed in the doc-link database.
3. Select the Property you want to receive the value returned from the data source.
Epicor ERP | 9.05.606 39

4. Select the Database Field that corresponds to the property value you want to index and click OK.
Tip
To specify an ordinal position, enter Col:x where ‘x’ is the ordinal position of the column number. If
you encounter problems with this method, reference the exact column name. Another option is to
alias a column name in your custom SQL statement on the General sheet, and references the alias.
5. Click OK.
The Return Property displays in the grid. You may continue this process until you map all return values to a
doc-link property.
6. Click OK to save and exit the Auto-Index profile window.
Search and Retrieve Documents
Use the Document Inquiry window to search for and to retrieve documents. In this window, you can filter the
documents by a combination of criteria, such as top-level folder, document types, property value, and date range.
You can also search for a particular document status, or for a specific text string contained in an annotation.
There are additionally options that allow you to customize search and retrieval behaviour to fit your personal
needs.
Note If you do not have permission to view or apply document annotations, this sheet is not visible.
Document Status
Four document options include:
• Complete - These are the documents that were successfully stored and indexed into the doc-link database.
• Incomplete - These are the documents that were stored in the doc-link database, but were not completely
indexed. Documents are placed in this folder when they miss a property value for a property that was expected.
• Rejected - These are the documents that were rejected. Documents are placed in this folder when they miss
a property value for a required property.
• Pre-indexed - These are the documents that were minimally indexed into workflow. In the Collator, users
can distribute documents to workflow queues that do not contain required properties. Normally, if a document
misses required properties, it is rejected. If the document is in workflow, such documents are assigned to a
pre-indexed status.
Workshop - Search for and Retrieve a Document
Use the Document Inquiry window to search and retrieve documents in doc-link using filters and properties. Use
the Search Results window to view and print results.
2. From the Tools menu, select Inquiry > Document Inquiry.

The Document Inquiry window displays.
3. Select the Filter by Document Type check box and select the _XXX_Form-AR Invoice2 document (where
XXX are your initials).
40 Epicor ERP | 9.05.606

The Properties window adjusts to show the property values for this specific document.
4. Select the Filter by Entry Date check box.

The Date Range window displays.
5. In both From and To fields, enter today's date and click OK.
6. On the Standard toolbar, click Search.

The Search Results window displays all documents that match your search criteria. Each document is
represented as a single row on the results grid.
7. Double-click on the document you want to view.

The doc-link Document Viewer window displays.
If you want to open multiple documents, hold down the Ctrl or Shift key on your keyboard as you highlight
the documents in the grid and then click the Folder icon.
8. Close the doc-link Document Viewer window.
9. Exit the Search Results and Document Inquiry windows.
Archive and Document Repository
Archiving and using document repository features are available with the Advanced Print Management Plus
module.
Use the Altec doc-link client to view all archived documents. There are many searching options available that
help you to locate specific documents. The most common method for searching is by document type (Quick
Inquiry) or by document ID. The Advanced Inquiry search tool allows you to choose additional search criteria and
save the search for future use.
Additional Functionality
There are many additional features available in the doc-link application. In this course, these features are not
discussed in detail. For more information, review the doc-link v 2.5 User's Guide, as well as additional topics in
the Application Help.
®
Microsoft Office Integration
The doc-link is integrated with Microsoft Office 2003 and 2007. The doc-link button is added to Word, Excel,
PowerPoint and Outlook. When you press the doc-link button, index dialog displays. You can index the documents
in their native format or add them to the doc-link repository as .tif files.
Supplemental Documents
The Rendition Print process provides the ability to print an ERM document automatically with its supporting
documents.
Epicor ERP | 9.05.606 41

Example
You can distribute a customer invoice with a copy of the customer purchase order and a signed delivery
receipt.
Documents are automatically collated when they arrive at the printer eliminating the need to copy or sort backup
documents. This process is known as Supplemental Documents. The Rendition Print functionality includes the
ability to automatically distribute documents in doc-link, regardless of the capture method, with backup
information, via supported output methods - print, email, fax, FTP and file copy.
Templates, Overlays, Graphics, and Annotations

A template lies over the top of an ERM document. As a result, the ERM Document appears to be printed on a
pre-printed form.
A template can contain up to three layers:
• Overlay – This layer consists of the standard lines, shading and words that display on each use of the overlay.
Standard overlays include an invoice, check and purchase order.
• Graphic – This layer consists of a graphic such as a company logo. You can place the logo on the overlay to
create a personalized template.
• Annotation – This layer consists of text, line and block out annotations. You can place these art files on the
overlay to modify the template for a specific use.
Workflows
To create a workflow using the doc-link Workflow Manager, you must configure the following workflow elements:
• Document types - The type of documents that are processed in your workflow.
• Queues - A collection of items in the workflow. Documents in a queue can have different statuses, indicating
their position in the approval process.
• Properties - The properties that you must pre-index in the Collator and properties used to search for documents
of this type in the workflow.
• Statuses - The workflow statuses that correspond to different processing steps in your company's approval
process.
Note To access the doc-link Workflow Manager the doc-link Remote Host Service must be running.
Auto Print and APM
You can use the APM and the Auto Print functionality to work together to further automate the document
printing and document management process. Set up a Business Activity Management (BAM) record and set up
an APM printer that is configured to work with ERM. With the auto print process, documents are automatically
pushed to the doc-link application.
Auto Print Control handles report or label printing through an interface with Bartender or Crystal Reports. Use
Auto Print Control to automatically print standard or customized reports, labels, or barcode labels upon the
satisfaction and completion of a pre-determined list of system rules and transactions. The reports or labels can
consist of fixed data or database data in both human readable and barcode format.
For more information refer to the Auto Print Control course.
42 Epicor ERP | 9.05.606

Advanced Print Management Course Conclusion
Conclusion
Congratulations! You have completed the Advanced Print Management course.

Please take a moment to let Epicor know how to serve you better by completing a course evaluation at
http://www.keysurvey.com/survey/191084/2e21/ or by clicking the Course Evaluation link below. Your feedback
provides the guidelines for the future direction of Epicor education.
Epicor ERP | 9.05.606 43

Additional information is available at the Education and
Documentation areas of the EPICweb Customer Portal. To access
this site, you need a Site ID and an EPICweb account. To create an
account, go to http://support.epicor.com.

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Epicor ERP

Advanced Print Management

Epicor ERP | 9.05.606 3

4 Epicor ERP | 9.05.606

Advanced Print Management Course

Epicor ERP | 9.05.606 5

Before You Begin

Specific audiences will benefit from this course.

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4. From the Main menu, select the Main Plant.

Epicor ERP | 9.05.606 7

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Use the doc-link Administrator to perform the doc-link application setup.

Client Applications and Services

Spool File as ERM Print Driver

12 Epicor ERP | 9.05.606

Workshop - Create an ERM Virtual Printer

Add the ERM Virtual Printer

2. Click Add a Printer.

3. Click the Add a local printer button.

4. Select the Create a new port option.

6. In the Port Name field, enter NUL and click OK.

7. In the Manufacturer field, select HP.

8. In the Printers field, select HP LaserJet 5.

9. In the Add printer window, click Next.

11. In the Printer name field, enter ERM Only Printer.

14. In the Share name field, enter ERMOnlyP.

15. In the Location field, enter ERM Virtual Printer.

16. In the Comments field, enter APM Printer.

17. Click Next to continue.

18. Click Finish to exit the Add Printer wizard.

Epicor ERP | 9.05.606 13

Configure the ERM Printer Properties

2. Navigate to the Advanced sheet.

3. Select the following check boxes:

4. Click the Apply button.

5. Click the Print Processor button.

6. In the Print processor section, select WinPrint.

8. Navigate to the Security sheet.

10. If Everyone does not display, click the Add button.

14. In the ERM Only Printer window, click Close.

15. In the ERM Only Printer Properties window, click Apply.

16. Click OK to close the window.

14 Epicor ERP | 9.05.606

17. Remain in the Printers window.

Workshop - Create an ERM Physical Printer

Add the ERM Physical Printer

1. In the Printers window, click Add a Printer.

2. Click the Add a local printer button.

3. Select the Create a new port option.

6. In the Manufacturer field, select your printer manufacturer.

7. In the Printers field, select your printer model.

8. In the Add printer window, click Next.

10. In the Printer name field, enter ERM Physical Printer.

13. In the Location field, enter ERM Physical Printer.

14. In the Comments field, enter APM Printer.

15. Click Next to continue.

16. Click the Print a test page button.

17. In the ERM Physical Print window, click Close.

18. Click Finish to exit the Add Printer wizard.