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Interacting with d.velop documents

d.velop smart invoice uses d.velop documents to store invoices, invoice attachments and workflow logs, among other things. d.velop documents is accessed via a source system, which is independent of the repository’s specific category and property structure. There are only a few categories and properties that must be present and assigned for d.velop smart invoice to function.

Category: Invoices

  • Company number

  • Company name

  • Workflow participants

  • Created on (system property)

Category: Workflow logs

  • Doc ID workflow

You can use the Workflow document ID property in the Workflow logs category to establish the connection between the invoice and the log.

Beyond this minimal set of fields, you are free to choose the repository structure.

In order for d.velop smart invoice to connect to a repository, you need to enter an API key. The user associated with the API key must have read and write permissions in all repositories for the categories used. In particular, you must grant the user the permission Change attribute in release.

Deactivating the synchronization of guest users in SharePoint

You want to deactivate the synchronization of external users such as guests (e-mail addresses with #EXT#) in SharePoint. This then stops newly created guest users from being synchronized and sets existing guest users as inactive.

This is how it works 

  1. In the d.velop smart invoice administration area, go to User/Groups.

  2. Under Interval (Minutes), activate the relevant checkbox to stop the synchronization of guest users.

  3. Save the synchronization settings. The changes are applied during the next synchronization process.

Setting up assignments

To use a repository with d.velop smart invoice, you need to assign the sources smart invoice - invoice and smart invoice - protocol to the corresponding categories and properties in your d.velop documents repository.

Suppose that your d.velop documents repository contains the categories Incoming invoices and Workflow logs.

This is how it works 

  1. On the start page, select Mappings.

  2. Create a new assignment.

  3. Select smart invoice - invoice as the source.

  4. Select Incoming invoices as the category.

  5. Assign the d.velop smart invoice property d.3ecm - creation date to the system property Created on.

  6. Assign the required d.velop smart invoice properties to the category properties. You must assign at least the properties Company number, Workflow participants and Company name.

  7. Save the assignment.

  8. Create a new assignment.

  9. Select smart invoice - protocol as the source.

  10. Select Workflow logs as the category.

  11. Assign the required d.velop smart invoice properties to the category properties. You must assign at least the Workflow doc ID property.

  12. Save the assignment.

  13. Navigate to the d.velop smart invoice administration interface.

  14. Select Repositories to switch to the overview of d.velop documents repositories. If the repository and the assignments are set up correctly, a check mark icon appears in the Status column.

You can now use the d.velop documents repository.

Granting permissions for invoice documents

All users need repository read permissions for the invoices they process in d.velop smart invoice. The multi-value property Workflow participants is used for this purpose. d.velop smart invoice populates this field with a list of all users and groups to whom the invoice is assigned throughout the workflow. In the repository, you need to set up an appropriate permission profile that grants these users and groups read access for the invoice documents.

Setting up a permission profile for d.ecs identity provider support (on-premises)

If you are using d.velop documents with support for d.ecs identity provider enabled, you can use the @D3IDPUSER and @D3IDPGROUP macros to grant read permissions for the invoice documents to the worfklow participants. Unless there are reasons not to, use d.ecs identity provider support instead of LDAP support.

Suppose you are using a document type with the name Incoming invoices.

This is how it works 

  1. Open the d.velop documents administration and switch to editing mode.

  2. Open d.3 restriction set manager.

  3. Create a new restriction set named Workflow participants to restrict documents by users and groups.

  4. Create a new set assignment of the type No mapping.

  5. Enter the values @D3IDPUSER and @D3IDPGROUP as filters in two separate lines.

  6. Save the set assignment.

  7. Create a new document class for the document type Incoming invoices.

  8. Enter the value @D3SET(Workflow participants) in the Workflow participants field.

  9. Name the document class Workflow participants incoming invoices.

  10. Save the document class.

  11. Create a new permission profile named smart invoice user.

  12. Add the document class Workflow participants incoming invoices.

  13. Grant read permissions for this document class.

  14. Save the permission profile.

Setting up a permission profile for LDAP support (on-premises)

If you use d.velop documents with support for LDAP enabled, you can use a combination of the macros @D3GROUP and @D3USER_OPTFIELD_NN to grant the workflow participants read permissions for the invoice documents.

You can use the @D3GROUP macro to grant users permissions to invoices that were assigned to a group to which the user belongs during the workflow. Please note that d.velop smart invoice uses the groups from d.ecs identity provider, which are usually groups from connected external user management systems, such as Microsoft Active Directory. For the permissions to be correctly assigned via @D3GROUP, each user group that is relevant for d.velop smart invoice must have exactly the same name in d.velop documents. Additionally, you must use the d.velop documents LDAP support function to ensure that the users belonging to a group in the connected LDAP system are also assigned to the corresponding group in d.velop documents. Details can be found in the administration manual for d.velop documents.

You can use the @D3USER_OPTFIELD_NN macro to grant users permissions to invoices that were assigned to the users directly during the workflow and were therefore not assigned via a group. To do this, enter the corresponding login name of the d.velop documents user in an optional field in the LDAP support function. Note that the optional field must match the login name used by d.ecs identity provider. If you are using Microsoft Active Directory, you can use the sAMAccountName field.

Suppose you are using a document type named Incoming invoices and you have copied the user's login name to Optional field 1. For the document type, there is a multi-value property named Workflow participants to which you have assigned the d.velop smart invoice field Workflow participants.

This is how it works 

  1. Open d.3 admin and switch to edit mode.

  2. Open d.3 restriction set manager.

  3. Create a new restriction set named Workflow participants to restrict documents by users and groups.

  4. Create a new set assignment of the type No mapping.

  5. Enter the values @D3USER_OPTFIELD_01 and @D3GROUP as filters in two separate lines.

  6. Save the set assignment.

  7. Create a new document class for the document type Incoming invoices.

  8. Enter the value @D3SET(Workflow participants) in the Workflow participants field.

  9. Name the document class Workflow participants incoming invoices.

  10. Save the document class.

  11. Create a new permission profile named smart invoice user.

  12. Add the document class Workflow participants incoming invoices to the new permission profile.

  13. Grant read permissions for the document class.

  14. Save the permission profile.

  15. Use the LDAP support function to assign the permission profile to all users participating in the workflow.

Defining a delegate during absences

If you report yourself as absent in d.velop documents and define a delegate, your delegate can access your task list.

Your delegate can only view tasks that have been personally addressed to you. Your delegate cannot view any tasks that were sent to you as part of a group membership. As soon as your delegate opens a task, d.velop smart invoice adds the delegate to the workflow participants.

To ensure that your delegate can also see the document attachments for the tasks, your delegate must have an appropriate permission profile in d.velop documents.

Note

In d.velop documents, permission problems may occur in rare cases due to the configuration of the permission profiles. That means the delegate is not immediately authorized to view the attached invoice document when opening a task.

This can happen when permission profiles are used to grant the permissions for invoice documents based on the list of workflow participants. In such cases, the invoice document is loaded more quickly than the delegate can be added to the list of workflow participants. Closing the task and opening it again rectifies the problem with the permission.