Using Print Management in Dynamics AX to Manage Forms
 

Using Print Management in Dynamics AX to Manage Forms

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The Print Management feature within Dynamics AX does a lot more than just allow you to print reports. It also allows you to e-mail reports, automatically print and distribute forms, and also have ...

The Print Management feature within Dynamics AX does a lot more than just allow you to print reports. It also allows you to e-mail reports, automatically print and distribute forms, and also have custom form versions by customer & vendor.
In this walkthrough we will show some of the different options available to you and also how to configure them within Dynamics AX.

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    Using Print Management in Dynamics AX to Manage Forms Using Print Management in Dynamics AX to Manage Forms Presentation Transcript

    • © 2013. All rights reserved.USING PRINT MANAGEMENT TO MANAGEFORMSDynamics AX | Print ManagementThe Print Management feature within Dynamics AX does a lot more than just allow you toprint reports. It also allows you to e-mail reports, automatically print and distributeforms, and also have custom form versions by customer & vendor.In this walkthrough we will show some of the different options available to you and alsohow to configure them within Dynamics AX.
    • © 2013. All rights reserved.SENDING A FORM VIA EMAILForms don’t have to always be printed. You can also email them directly from the Dynamics AX client through the print management options without any additional configuration.In this example we will show how you can send any report or form to your e-mail client.
    • © 2013. All rights reserved.Sending a Form viaEmailFind your form that you would like to email, and open upthe Print Management dialog box as you would normallydo.
    • © 2013. All rights reserved.Sending a Form viaEmailClick on the Printer setup button, and select the versionof the report that you want to email.
    • © 2013. All rights reserved.Sending a Form viaEmailWhen the Print destination settings dialog box shows up,change the destination to E-mail.This will change the options for the printing, and allowyou to specify To & CC email addresses, and also the e-mail subject.Also the File format field allows you to choose theattachment format for the report.After changing the e-mail options, click on the OK buttonto update your selection, and then click OK on the Printersetup form to email your form.
    • © 2013. All rights reserved.Sending a Form viaEmailDynamics AX should send you a note that your e-mail hasbeen sent.
    • © 2013. All rights reserved.Sending a Form viaEmailThe manual e-mail option will use your local email clientto send the form.
    • © 2013. All rights reserved.Sending a Form viaEmailAnd the form will be attached to the e-mail itself.
    • © 2013. All rights reserved.AUTOMATICALLY EMAILING A FORM VIA SMTPThe Print Management feature also allows you to configure the default print options for your documents and forms so that you don’t have to override the default print settings each timeyou print a form. You can use this to configure default printer settings, and also to set your forms to automatically email.In this example we will show how you can use the Form Settings to configure forms to automatically email.
    • © 2013. All rights reserved.Configuring YourDefault SMTPServerBefore we start on the form configuration, there is oneconfiguration step that you need to perform, which is thedefinition of a default SMTP Server that the forms will besent through. This option bypasses the use of the defaultmail client as the mail transport which makes it a lot moreflexible.To do this, open up the Email parameters form from theSystem folder of the Setup group within the Systemadministration area page.
    • © 2013. All rights reserved.Configuring YourDefault SMTPServerWithin the E-mail parameters form, make sure that youhave an Outgoing Mail server defined.
    • © 2013. All rights reserved.AutomaticallyEmailing A Form ViaSMTPTo configure the form defaults, open up the Form setupmenu item from the Forms folder of the Setup groupwithin the associated area page. In this example we areupdating the Order Confirmation form, so we areaccessing the form defaults from the Accounts receivablearea page.
    • © 2013. All rights reserved.AutomaticallyEmailing A Form ViaSMTPFrom within the General section, click on the Printmanagement button.
    • © 2013. All rights reserved.AutomaticallyEmailing A Form ViaSMTPWhen the Print management form opens, find the formthat you want to configure and expand its grouping node.You will see all of the different form variations which youcan select and in the details panel you will see the defaultprint management options.
    • © 2013. All rights reserved.AutomaticallyEmailing A Form ViaSMTPClick on the arrow head to the right of the Destinationfield, and select the Printer setup sub menu item tooverride the default settings.
    • © 2013. All rights reserved.AutomaticallyEmailing A Form ViaSMTPThis will open up the default Print destination settingsand we can change the default option from Printer toEmail, and update the default email settings for the form.When you have finished updating the defaults, click onthe OK button.
    • © 2013. All rights reserved.AutomaticallyEmailing A Form ViaSMTPNow the defaults for the forms print management optionswill show that you are emailing the form.
    • © 2013. All rights reserved.AutomaticallyEmailing A Form ViaSMTPTo use the default settings, just check the Use printmanagement destination box on the Printer setup form.
    • © 2013. All rights reserved.SETTING PRINT MANAGEMENT DEFAULTS BYCUSTOMERFor some forms and reports, you may want to have different configurations depending on who the form is associated with. In the case of the Order Confirmation, you probably theconfirmation to be sent to the customers individual email accounts rather than the global one configured in the form defaults.In this example we will show how to set up form management defaults by customer.
    • © 2013. All rights reserved.Setting PrintManagementdefaults byCustomerOpen up the All customers menu item from within theCustomers folder of the Common group within theAccounts receivable area page.
    • © 2013. All rights reserved.Setting PrintManagementdefaults byCustomerSelect the customer that you want to override the defaultorganization configuration for and from the Generalribbon bar group, select the Print management menubutton.
    • © 2013. All rights reserved.Setting PrintManagementdefaults byCustomerNow within the Print management setup form you willhave a new group of form configurations that you canchange that are specific to that particular customer.
    • © 2013. All rights reserved.Setting PrintManagementdefaults byCustomerRight-mouse-click on the form that you want to change,and from the context menu, select the Override option.
    • © 2013. All rights reserved.Setting PrintManagementdefaults byCustomerThis will allow you to edit the default settings for thatform for the customer that you selected.
    • © 2013. All rights reserved.Setting PrintManagementdefaults byCustomerClick on the arrow head to the right of the Destinationfield and select the Printer setup menu option.
    • © 2013. All rights reserved.Setting PrintManagementdefaults byCustomerNow change the default printer options to specify thecustomers email address, and also the default subject forthe email.When finished, click on the OK button to save yourchanges.
    • © 2013. All rights reserved.Setting PrintManagementdefaults byCustomerNow the customer defaults for the forms printmanagement options will show that you are emailing theform.
    • © 2013. All rights reserved.Setting PrintManagementdefaults byCustomerTo use the default settings, just check the Use printmanagement destination box on the Printer setup form.
    • © 2013. All rights reserved.USING THE BATCH SERVER TOAUTOMATICALLY GENERATE FORMSFor a lot of forms, you may want to configure them to automatically run without you having to kick off the process every time. You can do this simply by creating a batch job for the form,and once it is set, then Dynamics AX will do all of the work for you.In this example we will show how you can configure batch jobs for your reports and forms.
    • © 2013. All rights reserved.Configuring YourBatch ServerIn order to submit your forms and reports to a batchserver, you need to make sure that you have oneconfigured. To do this, open the Batch groups menu itemfrom the Setup group within the System administrationarea page.
    • © 2013. All rights reserved.Configuring YourBatch ServerTo create a new Batch group click on the New button inthe menu bar.
    • © 2013. All rights reserved.Configuring YourBatch ServerGive your new batch group a Group ID and also aDescription.
    • © 2013. All rights reserved.Configuring YourBatch ServerClick on the Batch servers tab, and select the servers thatyou want to run the batch processes on from theRemaining servers list box and click on the < button.
    • © 2013. All rights reserved.Configuring YourBatch ServerNow that the Batch group is defined, click on the Closebutton.
    • © 2013. All rights reserved.Using the BatchServer toAutomaticallyGenerate FormsIn all of the print dialog boxes, there is a Batch button inthe bottom right. Selected the defaults that you want touse when the batch job is submitted, and click it.
    • © 2013. All rights reserved.Using the BatchServer toAutomaticallyGenerate FormsWhen the Batch processing dialog box is displayed, selectthe default Batch group that you want to perform theprint job on.
    • © 2013. All rights reserved.Using the BatchServer toAutomaticallyGenerate FormsMake sure that you check the Batch processing check box.To configure when and how often the batch job is ran,click on the Recurrence button.
    • © 2013. All rights reserved.Using the BatchServer toAutomaticallyGenerate FormsIn the Recurrence form, you can configure how manytimes you want to run this batch job, which days, and alsohow often. After you have finished click on the OKbutton.
    • © 2013. All rights reserved.Using the BatchServer toAutomaticallyGenerate FormsClick on the OK button on the Batch processing form tosave your batch job.This will open up the alerts options, where you can specifyif when and how you want to be notified that the jobshave been completed. After you have selected yournotification preferences, click the OK button, and you aredone.
    • © 2013. All rights reserved.Using the BatchServer toAutomaticallyGenerate FormsIf you want to see all of the batch jobs that you haveconfigured within Dynamics AX, in order to maintainthem, click on the Batch jobs menu item in the Batch jobsfolder of the Inquiries group of the Systemadministration area page.
    • © 2013. All rights reserved.Using the BatchServer toAutomaticallyGenerate FormsThis will show you all of the active batch jobs.
    • © 2013. All rights reserved.CREATING ALTERNATE FORM VERSIONSIf you want to look even more clever with what you are doing with forms, and don’t mind getting your hands a little dirty through development, then you may want to create customvariations of forms that can be selected from within the Print Management configuration. In order to do this though you do need to have a copy of Visual Studio, and update the code inAOT, but don’t be too concerned, you are not doing anything that is too hard.In this example we will show how you can create a new template form that will be available within the Print Management.
    • © 2013. All rights reserved.Creating AlternateForm VersionsOpen up Visual Studio, and select the ApplicationExplorer browser.
    • © 2013. All rights reserved.Creating AlternateForm VersionsFrom the File menu select the New Project menu item.
    • © 2013. All rights reserved.Creating AlternateForm VersionsWhen the template browser opens, select the ReportModel project template, and give your project a moreappropriate name.
    • © 2013. All rights reserved.Creating AlternateForm Versions
    • © 2013. All rights reserved.Creating AlternateForm VersionsExpand the SSRS Reports group, and find the report thatyou want to create a new template version for. In thiscase we are selecting the default report for the SalesConfirmation which is SalesConfirm.
    • © 2013. All rights reserved.Creating AlternateForm VersionsSelect one of the original reports that are in the Designsgroup, and make a copy.
    • © 2013. All rights reserved.Creating AlternateForm VersionsRename your new report to something a little moreappropriate.
    • © 2013. All rights reserved.Creating AlternateForm VersionsIf you double click on your new design, then you will betaken directly into the SSRS report designer, where youcan make any changes that you want to the report.
    • © 2013. All rights reserved.Creating AlternateForm VersionsWhen you are happy with the changes that you havemade to the report, return to the Solution Explorer, right-mouse-click on the project, and select the Add to AOTmenu item.
    • © 2013. All rights reserved.Creating AlternateForm VersionsNow when you open up AOT, if you look within the SSRSReports group you will see your new report option.
    • © 2013. All rights reserved.Creating AlternateForm VersionsTo publish the report definition to the Reporting Servicesserver, right-mouse-click on the SSRS Report within AOT,and select the Deploy Element menu item.
    • © 2013. All rights reserved.Creating AlternateForm VersionsThere is one final step that is required, and that is toregister the new report format as a valid option within thePrint Management dialog box. To do this, find thePrintMgmtReportFormat table within the Data DictionaryTables, expand out the methods, and open up thepopulate method.
    • © 2013. All rights reserved.Creating AlternateForm VersionsWithin the code, find the area where your forms are beingregistered, and add a new addOther entry that referencesyour new form.After adding the registration entry, save your changes.
    • © 2013. All rights reserved.Creating AlternateForm VersionsNow when you open up the Print management setupform, within the Report format drop down, you will beable to select your new report format that you have justcreated.
    • AboutMurray Fife