13 Apr What’s new in Document Capture Release 2022 R1?
Continia, official developer of Document Capture for automating the receipt and processing of documents quickly and efficiently directly in your ERP, has announced a new version of the software (2022 R1) that is already available for Business Central on-premise and will be available in the April release of Business Central Cloud. In today’s article we want to explain what’s new in this new version of the app, so you can take full advantage of it.
Recording Documents Directly to General Journal Lines
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This new functionality makes it possible to record documents, without vendor names and other standard details, directly to general journal lines, thus creating lines in the general journal instead of invoices or credit notes.
We believe that this new feature will be especially useful for those companies that do not require a circuit of approvals for certain purchasing documents and, for example, single suppliers that do not need to be fully registered.
Setting More Comments for Assignment
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This functionality provides greater flexibility in the use of Document Capture, as it enables the configuration of more comments and forwarding errors to specific users. Until now, for example, it was possible to configure some comments as a warning or error.
Since the batch check-in process skips documents that have warning comments, you can control which comments can block the check-in process and even determine whether documents with error comments should be assigned to a particular user.
Storage migration guide
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A new assisted configuration guide will make it easier for you to change your storage method.
This new wizzard will help you migrate your storage within Document Capture. For example, it offers support for migration between two “equal” storage types, such as Archive > Archive or Azure Blob > Azure Blob and additional validation of Azure Blob credentials, as well as a connection test.
Quantity limits for approval flow codes
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The approvals functionality has been improved to ensure that only the required number of people are involved in the approval process, so that the document approval flow will be faster.
This new feature allows the creation of approval flow codes to release documents whenever a certain approval level is reached. This way, each document for approval will not have to be resent to all approvers in the flow if it can be released by an approver with the appropriate approval limit at the beginning of the process.
And, on the other hand, we have configured approvers and limits associated with each one of them:
For this example we have created 4 approval flow codes, with different associated methods. We can choose between:
- All: This is the flow we had available in the update whereby all approvers must view and approve documents in that specific order, regardless of the quantity of the document to be approved.
- First qualified: this flow will send approval to the first person who has the permissions to approve at that economic limit. Only one approval request will be sent to one approver, and the rest will be left aside as they are not needed. For example: for the document quantity and approval code B, only Lina is sent the request.
- All to first qualified: approval request will be sent to all approvers that exist above the first qualified approver (this one included). For example, in the following screenshot we see that the first and second approvers are also included, although the one we are targeting for approval is Lina.
- Initial and first qualified: is a combination of the best qualified and the first person on the list. For this reason, Robin and Lina will be selected.
Quantity limits for four-eye approval
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As an alternative to having all invoices go through four-eye approval, which was the functionality we had available until now, this new capability allows four-eye approval to be applied exclusively to invoices above a certain amount. All invoices with lower values will only need a single approver instead of two, resulting in a faster overall approval process.
We will have a new field in which to indicate this threshold. So that all documents with an amount higher than this figure will go through the 4-eyes approval.
Inclusion of purchase reason codes when exporting the document capture configuration
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This functionality will streamline deployments when setting up more than one company in Document Capture or migrating from test to production environments.
From now on, Document Capture purchase reason codes will be included in the configuration file when exporting a configuration using the Document Capture Assisted Configuration Guide.
Add files from the Approval Entries page
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Thanks to this functionality, it will be possible to attach documents and other files to invoices and credit notes directly from the Approval Entries page, so it will not be necessary to open each individual record to do so. This allows for faster approvals and a smoother user experience overall.
More learning tricks
This functionality, as it leverages standard Business Central functionality, is available for Microsoft Dynamics 365 Business Central 2021 version 1 (BC v18) and later.
This is the introduction of educational tips in the ERP itself that make it easier for new users to start using Document Capture more quickly and autonomously.
Enable standard notifications
When an email needs to be sent to a user you will now have the ability to choose whether you prefer the notification sent by standard Business Central or if you prefer the notification sent >by Document Capture.
For this purpose, a new option has been added in the Document capture setup to enable standard notifications:
By default, this feature is disabled, so if you want to use standard Business Central notifications you’ll need to turn it on.
This is an available functionality if you are working on Business Central 19 and newer versions.
Display name of the purchase file
From now on we will have the possibility to choose how we want the name of our document to be created. In the Document Capture configuration we will have a new field:
Thanks to this new drop-down, we have new options to name our files, in addition to the document number (which was the option enabled until now). Specifically we will have two new options that we show below with an example:
Access to documents from Business Central’s standard pages
In this release, the number of pages from which we will have access to our Document Capture attachments has been expanded.
For example, in the factbox of pages such as: project list, project tab we will see (when we display the information using the “Customize” option):
On the other hand, we will also have this information available in a new field in pages such as the sales order, registered sales invoices, among others:
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