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XperiDo for Microsoft Dynamics CRM User manual

1. Xpe d Do Your documents Automated A Master your data flows Boost your output streams onwards Custom services are usually the result of a meeting between your company and Invenso when we realize that what you want can be achieved through the implementation of custom service How these are created and how they work are beyond the scope of this manual The following options are available in the Execute Service step Save and Close a Process gendoc Set Custom Step Input Properties Ei Property Name Data Type Value Script Single Line of Text Additional Data Single Line of Text e Script the script to execute e Additional Data extra parameters to pass on to this script 13 3 Child workflows When creating a workflow process with automatic document generation in mind you ll want its entity to match the primary entity of the template you ll be using However it is possible to use child workflows which allow you to generate documents on an entity that is in some way related to another entity For instance you could activate an Account workflow and have it generate Contact documents Assuming that entity B is related to entity A follow these steps to set up these workflows 1 Create a workflow process on entity B 2 Add the document generation step and any other steps you like User manual XperiDo for Microsoft Dynamics CRM om XD Your documents Automated A Master your data flows Boost yo
2. e Use generated document as message whether to use the generated document as the message of your e mail If True the generated document is automatically converted to HTML e Attached generated document whether to attach the generated document to the e mail e E mail Message Transaction ID this is explained below e Activity type Save create open e mail activity or Send create closed e mail activity When setting it as open the e mail will be readied for you to send at a later time When setting it as closed the e mail is sent automatically e Transaction ID in the transaction ID which links this step to the Generate Document step One of the option is E mail Message Transaction ID This is an ID that comes from a second Generate Document step in which an e mail template is used to generate an HTML document This document can then be used as the message of the e mail that will be sent User manual XperiDo for Microsoft Dynamics CRM 88 Xpe d Do Your documents Automated A Master your data flows Boost your output streams So to use an XperiDo e mail template as the message of your automated e mail do the following 1 Add a Generate Document step this is the document that will be attached to the e mail 2 Add another Generate Document step this is the document that will be used as the message of the e mail 3 Add a Send E mail step in this step you link the previous steps together 13 2 8 Send to Docu
3. We work with various communication channels which provide you with information regarding XperiDo You may discover more in depth guides tips and tricks and frequently asked questions that can help you 15 1 1 Website We have an XperiDo Support Portal which is a portal site for all information regarding XperiDo tips tricks FAQs bugs issues manuals etc You can find this site at http support xperido com 15 1 2 Social media We use social media to keep our clients and partners up to date as well as provide them with valuable information about XperiDo We use the following channels e Facebook https www facebook com XperiDo e Twitter https twitter com XperiDo e LinkedIn https www linkedin com company xperido e YouTube https www youtube com channel UC_ZMQ_NemdscfsptHbM1bRw e Google https plus google com u 0 b 114114282111658598346 114114282111658598346 posts You will find instructional videos on our YouTube channel 15 1 3 Helpdesk Should you encounter a problem that you cannot solve find a bug or just desire a more personal approach to help you you can contact our helpdesk team by navigating to http helodesk invenso com Our professional helpdesk team will assist you and help you find a solution to your problem 15 2 Help us improve XperiDo is a product built by people who want you to have the best possible document generation package However because of our human nature we are incapable of perfecti
4. e Start Dialog F Run Report 3 Export to Excel A Import Data Weg Advanced Find AperiDo Document di Chart Pane BBS View Te Mew System View Lo Customize Entity k System Views 10 2 1 Selecting a template The first screen shows you the available templates those whose primary entity is of the same type as the record you selected grouped according to the tags they ve been given The group no tag shows the templates without any tag To the right of the templates you are shown a preview of the selected template Select XperiDo Template Choose a template from the list of document templates available tor the Business Development selected record s Hover over the templates to see a preview ER o AccountStufffemp ee AccountStufffemp FilteredAccount Filter demo Test Koen Test Koen hkjmjlknnj diigdsf wdl_accountRapport account rapport Note that XperiDo e mail templates are not shown in this list as they cannot be selected for the direct generation of documents For more information on how to use e mail templates please read this chapter You can open and close a folder by clicking it Closed User manual XperiDo for Microsoft Dynamics CRM XD e Your documents Automated A Master your data flows Boost your output streams Open AccountStufilemp AccountstutfTemp FilteredAccount Filter demo Test Koen Test Koen hkjmjlkmj
5. A Master your data flows Boost your output streams 4 You generate your document An e mail will now have been saved sent the content of that e mail is the document you generated The original document is attached to the e mail as well if you chose that option 7 1 3 Option 3 use an XperiDo e mail template This option uses a separate e mail template that will be used to generate the e mail The original document will be attached as well Message Message source Use XperiDo template E mail template select e mail template When using this option you need to have created an XperiDo e mail template before clicking the XperiDo Document button as you need to be able to select it in the Set Output Parameters screen Please note that the template that will be used for the e mail is not the template that is used for the document generation The data set of the e mail template that you create must have the same primary entity as the data set of the template that is used for the generation of the document Both templates can also be based on the same data set The diagram below shows how this option works User manual XperiDo for Microsoft Dynamics CRM a Your documents Automated XD Master your data flows Boost your output streams XperiDo template document e mail document CRM as message body record S H document attached as well i e mail t document l i XperiDo mp e mail templa
6. Records Collaborate Process EN Document Location La Documents en Child Locations SharePoint Document Location Associated View Search for records Name a Regarding Absolute URL Parent Site or Location Zei Child Locations Documents on Default Site 1 d Audit History C Documents on Default Site 1 d Processes Documents on Default Site 1 CR Workflows C Documents on Default Site 1 E Dialog Sessions C Documents on Default Site 1 Documents on Default Site 1 Documents on Default Site 1 Documents on Default Site 1 Documents on Default Site 1 Documents on Default Site 1 lt gt 1 13 of 13 0 selected Ah AR A 2 A o x CEECTUETETEUERE E 14 3 Storing documents When everything is set up correctly XperiDo is able to store your generated documents in SharePoint The below screenshot shows the initial SharePoint situation Vincent Van der Linden o Account Add Customize Inverso Conwenso g Information i Account are rr General nso se LI Project nve Contacts Primary Contact Preferred Method of Contact Owner Notes amp Activities A Rudy Vanhille Any G Rudy Vanhille Certifications Jochen OY Document Locations Documents on Default Site 1 Related z i Krk H Vincent Van der Linden 4 Common 5 More Addresses y S w A Intranet Account Invenso All Documents E Activities fen Tags A Motes Closed Activities Lo Home Invenso Convenso Management Bl
7. UC Body Segment Body 5egment Group E E Header Segment Footer Segment Insert Segment DIA User manual XperiDo for Microsoft Dynamics CRM Xpe d Do Your documents Automated A Master your data flows Boost your output streams You can choose between Standard Composed and E mail Should you choose Composed you will be asked to further refine your choice See the previous chapter for an explanation about the different template types If you want to learn about e mail templates and how to use them please read the chapter E mailing Next you need to give your template a name a description and you need to assign it a data set You can also choose to allow the use of dynamic fields Dynamic fields expand the possibilities of templates how to use them is explained in the Dynamic Fields section of the next chapter Template name Unassigned Value Description Unassigned Value Data 5et select the XperiDo data set C Add dynamic fields The data set you assign to this template has to be chosen from the list of previously created data sets so make sure there is at least one data set available before creating a template The data set you choose determines which data placeholders you can insert when designing your template Note that the data set you assign to this template cannot be changed after you ve created the template 6 1 1 Tags You can also add tags to your template by typing in
8. XperiDo for Microsoft Dynamics CRM o Xpe d Do Your documents Automated A Master your data flows Boost your output streams 5 4 1 Used Word parts Each segment can be fully edited in Word meaning that you can add content to the Word header the Word body and the Word footer However depending on the segment type certain content will be ignored e For bodies only the Word body of the template is used Any content inside the Word header and footer is ignored word document e For headers only the Word header of the template is used Any content inside the Word footer and Word body is ignored M word document e For footers only the Word footer of the template is used Any content inside the Word header and Word body is ignored El word document e For inserts every part of the template is used Word headers Word footers and the Word body a gt El word document For instance you can design a standard template fully with Word headers and footers When using this template on its own for outputting a document all of the Word content will be used However when using it in the body zone of a composed template only Word s body content is used Conversely using it in the insert zone keeps the header and footer content in the document 5 4 2 Composition rules The following rules are used to generate a document when there are multiple segment templates in the composed template User manual
9. dffgdsf vvdl_accountRapport account rapport Each template also has the following button when hovering over it called Quick Generate Clicking this button will skip the following steps and generate the document using the default values set by the template designer Note that this button cannot be used when there are required dynamic fields in the template Click Next Step to go to the next step or click the step you want to go to in the contextual ribbon 10 2 2 Dynamic fields The dynamic fields screen shows the fields that can be set as defined by the designer of the template If no dynamic fields have been set by the template designer then this step doesn t appear User manual XperiDo for Microsoft Dynamics CRM ee XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams Identifier Added text Unassigned Value Promotions Promotion A Promotion B Promotion Note that a dynamic field value might be required If this is the case you have to give it a value otherwise you won t be able to output the document If one of the dynamic fields is of type Option Set then you can select multiple options by holding CTRL when selecting options To select a range of options hold SHIFT to select all options in between 10 2 3 Document properties The document properties screen shows the visible properties as set in the template s settings by the template design
10. AIX DN senes Local available printer Ki Le Delete printer 11 1 3 No available printers When clicking the plus you might get the following notice Add Printers All printers have already been added This means that there are no more printers that can be added Please note that this message also pops up if there simply aren t any printers configured on the XperiDo server In that case you might see the following User manual XperiDo for Microsoft Dynamics CRM EA 4D X D Your documents Automated LO XperiDo Master your data flows Boost your output streams No printers have been added yet Followed by after clicking on the plus Add Printers All printers have already been added In a human way this makes little sense but the software is quite correct while there haven t been any printers added yet all the available none printers have already been added If this is the case please read Installing printers in the Documents chapter of this manual 11 1 4 Printer list When there are multiple printers available for the same team you can change the order in which they appear in the printer selection screen Reload printers NAME DESCRIPTION TAGS A Brother HL 4150CDN series available Default Local printer Invoice Fax redirected 2 available o printer Ju send To OneNote 2013 available redirected 2 printer You can do this by clicking the up and down buttons that appear next
11. Save In the drop down list next to Segment you can choose which segment to include You can only include segments that use the same data set as the composition master For body segments you can also choose whether to start a new page with this segment When you ve finalised the settings of this segment click the save button The segment will now be added to the list The order in which segments are listed defines the order in which they ll appear on the document If you want to change this order click the four little arrows before a segment s name and drag it to the position of your liking Body Zone cBody1 e ody2 O User manual XperiDo for Microsoft Dynamics CRM m Xpe d Do Your documents Automated A Master your data flows Boost your output streams Body Zone prop item here cBody1 To save the changes you ve made to the composition of the template click Save Template Save Template 6 4 Managing templates In the Templates screen you can see all the created templates You can use the view navigation buttons to navigate these or you can use the search function to look for a particular sequence of letters within a template s filename document name data set or primary entity When hovering over a template you ll see three buttons pop up on the right NewsLetter NewsLetter ContactData Contact P OW e Click the pencil to edit the settings of the template directly e Click the X to delete th
12. Xpe d Do Your documents Automated A e Envelope name this value defines the name of the DocuSign envelope e Document name this value defines the name of the file that DocuSign sends you should you choose to have it sent to you e E mail subject this value defines the subject of the e mail that DocuSign sends you e E mail body what you type here will be in the e mail body of the mail that DocuSign sends you You can format this by using the buttons in the editor Each of these values can include tokens You can include tokens by clicking the token icon to the right of these boxes 12 3 Starting the signing procedure When creating documents that contain signatures you ll get one of two responses depending on whether you chose sign in person or sign by e mail in the template design add in 12 3 1 Sign in person Your document has been generated Your document can be downloaded here https virgo xperido com Documents xDCrmSenlimoxd2015 temporary_DocuSign_test 2 pdf OUTPUT AND DELIVERY DETAILS Deliver document to DocuSign start e signing procedure Creating a document with a sign in person signature in it will result in a link that you can click which takes you to the e signing procedure of DocuSign If you do not see this link please enable enable the Show message feedback after generation option in the template s settings Output Options Show link to document after generation Show message feedback af
13. a name for the tag in the box under New tag and pressing Enter Tags provide you with an easy way of grouping your templates When there are no tags added to the template the following is shown Tags No tags have yet been added to this template Mew tag Unassigned Value Upon typing internal in the box and pressing Enter the following is shown User manual XperiDo for Microsoft Dynamics CRM GH XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams Tags internal You can add more tags and they ll show up next to each other Tags internal newsletter You can easily delete a tag by clicking the X that appears when hovering over a tag box Tags internal newsletter dh Remove tag After the template has been created click Save Template to save it save Template 6 2 Designing templates For standard segment and email templates the Design option is shown in the contextual ribbon This is useful for directly connecting to the current template in Word provided that you have Word installed with the XperiDo template design add in On the Design page you can click the Design button W Design Clicking this button opens the following window User manual XperiDo for Microsoft Dynamics CRM Ea XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams You just clicked on a link to open an XperiDo Docume
14. contextual buttons menu by clicking the little blue arrow on the separator line For instance the general template settings menu looks like this Save Template Cancel Edits User manual XperiDo for Microsoft Dynamics CRM 14 Xpe d Do Your documents Automated A Master your data flows Boost your output streams After clicking the little blue arrow In the contextual buttons menu buttons that can t be clicked are grayed out In this example the Edit Template button can t be used at the moment 3 3 3 Contextual ribbon The contextual ribbon shows the advised order in which to proceed but you can click any of the items in the ribbon to jump to that page GENERAL SETTINGS SET TEMPLATE DEFAULTS DESIGN TEMPLATE Note that in some pages buttons in the contextual ribbon and the contextual buttons menu have the same effect 3 3 4 View navigation When viewing data sets templates or documents you are presented with a list of all available items NAME DESCRIPTION PRIMARY ENTITY Accountsinformation Data set referring to account and related contacts Account AccountStutt2 AccountStutt2 Account ContactData Data set referring to contact data Contact ContactOne ContactOne Contact dfs fsdfsf ConnectionRole HDG 1 50f15 items per page 5 w You can set the items per page in the bottom right Should the number of items exceed the items per page you can use the view navigation buttons on the left to move
15. documents Automated A Master your data flows Boost your output streams Composition masters feature four zones see above that can each contain multiple segment templates 9 3 2 2 Segment lll Segment templates are used to populate the template zones of a composition master There are four segment types e Body segment e Header segment e Footer segment e Insert segment These segments correspond to the template zones e g you can only insert header segments in the header zone 5 3 2 3 Body segment group El Segment group templates are used to group multiple segments of the same type This is useful if you have a recurring block of segment templates that you wish to use in many composed templates There currently is one kind of segment group which is the body segment group Body segment groups are composed like composition masters except that you can t insert headers footers or inserts A body segment group can contain standard templates body segments and other body segment groups 5 3 3 Email E Email templates are templates that can be used with XperiDo s email functionality by using their content for the message body of an email It is not possible to generate documents with email templates as that is not what they are for 5 4 From composed template to document With multiple headers bodies footers and inserts there are a few rules XperiDo uses to create one document from all of this User manual
16. flows Boost your output streams Save and Close 17 Help Process gendoc Working on solution Default Solution Fi Set Custom Step Input Properties Property Name Data Type Value Form Assistant Direction Option Set Default Dynamic Values amic Values Priority Option Set Low on Operator Set to Address Single Line of Text Look for Account Status Status Reason From Single Line of Text To Single Line of Text Subject Single Line of Text x bh A Description Single Line of Text Duration minutes Whole Number LE Set Due Two Options False CO True Due Date and Time Default value Create Note Two Options 8 False CO True Note subject Single Line of Text Note message Single Line of Text Transaction 1D In Single Line of Text e Direction Priority Status Address From To Subject Description Duration Set Due and Due the fields of the letter e Create Note whether to create a note for the letter or not e Note subject and Note message the subject and message of the letter e Transaction ID in the transaction ID which links this step to the Generate Document step The document will be attached to the note 13 2 5 Create Note The Create Note step can be used to create a note with the generated document attached to it User manual XperiDo for Microsoft Dynamics CRM e XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams Fl
17. output streams Here are the settings for task activities e Subject the subject of the task e Description the description of the task e Regarding what the task is about e Duration the duration of the task e Priority the priority of the task e Due when the task is due e Status whether the task activity is open or closed e Assign to to who the task is assigned e Include generated file whether to include the generated file in a note you can set the title and the note s content These are the settings for notes e Title the title of the note e Note the note s message e Include generated file whether to include the generated file in a note you can set the title and the note s content For every setting you can decide whether to make it visible editable and or required 8 6 Delivery options The delivery options define how the document is delivered Print Y Use actual printer Use printer tag select printer Visible Wi Editable Wi Required E mail E mail settings Visible Wi Editable Start DocuSign digital transaction Visible There are 3 delivery options all of which are explained in other chapters of this manual User manual XperiDo for Microsoft Dynamics CRM E Xpe d Do Your documents Automated A Master your data flows Boost your output streams e Print you can print your documents More information about printer settings can be found in this chapter and in thi
18. select it in the list box and click the X to remove it 3 3 Document settings The document settings are a group of various settings related to the format of the document Document name testAccountTest Include L Record reference Ll Timestamp Editable The document name is by default the same as the template name You can also choose to put a record reference and or a timestamp in the name of the document User manual XperiDo for Microsoft Dynamics CRM ar Xpe d Do Your documents Automated A Master your data flows Boost your output streams Save as format pdf v Allowed save as formats docx doc xps pdf tiff odt rtf W jpeg html epub Editable The save as format lets you choose the default output format from a list Below that is a list of allowed save as formats with which you can restrict the possible options for the end users Include headers and footers Mo ha Editable The include header and footer option determines whether the generated document includes the header and footer templates These templates can be found in your templates folder Note the header and footer functionality is deprecated It has been superseded by the composed templates feature If you are still using the old headers and footers function we strongly suggest you switch to using composed templates as development on the old headers and footers function has stopped Group to a single document No hd Editable Group to a sin
19. server service on the XperiDo server Usually this is LocalSystem but since you can t log in as LocalSystem you can t set the printer settings for this user To be able to set the printer settings on the XperiDo server correctly you need to set the XBi admin server service to log on as a specific user Then you can set the printer settings to your liking 10 2 5 4 Paper format When printing a document a certain paper format is used Make sure that the template in Word uses this paper format as else the printer will not print due to it not having the correct paper in the tray User manual XperiDo for Microsoft Dynamics CRM e Xpe d Do Your documents Automated A Master your data flows Boost your output streams 10 2 6 Generating a document When you re done with all the settings and parameters click the Generate button A window will pop up informing you that the document has been generated Depending on whether you checked the box Show link to document after generation in the template settings you will see a clickable link which shows you your document User manual XperiDo for Microsoft Dynamics CRM mm Master your data flows Boost your output streams Xpe d Do Your documents Automated A 11 Settings The Settings page accessible from the navigation pane allows you to change different settings The following groups of settings are available e Printer settings e Template tags 11 1 P
20. template will print the document on printer X For an end user in team B the printer with tag A assigned to it can be printer Y so the document is printed on a different printer for different people even if the template settings are the same 11 2 Template tags The Template tags tab allows you to manage the tags for use in your templates User manual XperiDo for Microsoft Dynamics CRM es XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams New Template Tag Unassigned Value Current Template Tags 11 2 1 Adding removing tags You can add a new tag by typing the name of the new tag in the text box and hitting Enter The new tag will now show up in the list of current template tags To remove a tag hover over it with your mouse and click the X that appears Current Template Tags Remove tag Removing a tag from the list also removes it from all the templates on which it was featured 11 2 2 Current template tags The list of current template tags is comprised of all the tags that are currently present in your templates as well as the ones you have added through this page When a tag is added through this page it isn t assigned to any template To do that you go to the Edit template screen and start typing the name of the added tag a list will be shown with suggestions If the new tag you added is named Group A and you start typing G then Group A will be suggeste
21. that user User manual XperiDo for Microsoft Dynamics CRM Ea Xpe d Do Your documents Automated A Master your data flows Boost your output streams 14 Storing in SharePoint XperiDo can store your generated documents in SharePoint To do this a few things need to be set up correctly 14 1 Technical 14 1 1 Supported authentication methods XperiDo supports the following authentication methods e Active directory e Microsoft Online e Forms based authentication XperiDo does not support claims based authentication 14 1 2 Requirements The Microsoft Dynamics CRM List Component is required if you want XperiDo to automatically generate locations If you are using absolute URLs that are linked to entities then this is not required 14 1 3 Default behavior There are many different ways to store documents in SharePoint This is how XperiDo does it 14 1 3 1 If the document is created from the entity s main grid or the entity form In this case XperiDo looks up the Document Location for that entity in CRM If there is no Document Location in CRM it is generated by XperiDo as SharePointServer entityLogicalName entityPrimaryName e g http mySharePointServer mySite account Some_Store If the Document Location does not exist in SharePoint it is created by XperiDo Finally the document is added to the Document Location 14 1 3 2 If the document is generated from a subgrid An example of subgrid is a Contact withi
22. 4 3 Samples When creating a data set we strongly recommend you include a sample with this data set Samples allow you to preview your template in Word by generating a temporary document using the data in the sample You don t need a sample to be able to design your template but you won t be able to preview your changes without a sample Samples are linked to the primary entity of your data set and they contain all the subfields data as well To go to the create sample screen click Create Sample CREATE SAMPLE This screen shows you a list of all the samples that have already been created for this data set To create a new sample click the plus icon User manual XperiDo for Microsoft Dynamics CRM Grat Master your data flows Boost your output streams Xpe d Do Your documents Automated Create a Sample A sample is very helpful when you o want to create or test an AperiDo document template It is an AML file Sam ple name with one record that helps ternplate Se Unassigned Value designers as they map data fields or preview their template Choose one or more records of the primary entity Sam ple record type to save as a sample Start by o plas Unassigned Value Reload Samples Cancel Sample Provide a name for your sample in the box under Sample Name and type a letter in the box under Sample Record to bring up a list of all the possible samples starting with that letter Typing more letters further r
23. 85 A E AMM ne Pre nme ne Pear oe ee eee 86 E NI 87 15 20 Send to Eeer Tee BE 89 13 2 9 Store in Be E 89 TS TES ON E 89 Y P PP een nee etn eee eer rece 90 A tte NEE 92 13 4 1 ON TOSCA Sra ico 92 13 4 2 Juge E 92 Ia SOn ao Nare PO a EAEE EAE E nwt ene E 93 User manual XperiDo for Microsoft Dynamics CRM es Xpe d Do Your documents Automated A Master your data flows Boost your output streams TA TE ios 93 14 1 1 Supported authentication metbode cn cnnnr coran ar caran ar naran arcanos cacaos 93 14 1 2 el We En mcr cs 93 14 1 3 DOTE DONAVO Rar tata 93 IE VA e D 94 14 2 1 Si Sieden el 94 142 2 e Re ge UO eiii 94 13 Stong COCINE uns is 96 le ett 99 151 Communication Channels cuisine i ett 99 15 1 1 EE 99 TZ A acia 99 15 1 3 o e 99 EE ESCHER 99 User manual XperiDo for Microsoft Dynamics CRM e Xpe d Do Your documents Automated A Master your data flows Boost your output streams 1 Introduction 1 1 XperiDo for Microsoft Dynamics CRM 1 1 1 What ts it XperiDo is a server side document creation and output management engine available as an add on for Microsoft Dynamics CRM 2011 2013 2015 both on premise and online XperiDo automates and streamlines the creation of all your professional documents and offers a variety of save output and delivery options Aside from making the creation process more efficient it makes documents consistent transparent and intelligent as you can insert conditional
24. Automated A Master your data flows Boost your output streams 2 Setup 2 1 Versions and editions 2 1 1 Versions There are two versions of XDCRM online and on premise e If you have the online version that means that your documents are generated on a server hosted by Invenso the company behind XperiDo We provide you with a server so you don t have to set it up or maintain it e If you have the on premise version you have your own XperiDo server This gives you greater customization possibilities and the ability to expand your XperiDo operations to multiple servers projects depending on the edition 2 1 2 Editions There are 4 editions of XDCRM Express a lighter variant of the Standard edition that does not feature DocuSign There s also a 500 documents month limit e Standard the main edition which features everything XperiDo has to offer DocuSign and Workflow are optional This edition gives you one project on one server e Premium an on premise edition which allows for code customizations and multiple projects e Ultimate an on premise edition which allows for code customizations multiple projects multiple servers and load balancing across servers 2 2 Connection During the installation we establish a connection between CRM and the XperiDo server The connection parameters are stored in an XperiDo Configuration record that can be found by clicking XperiDo in CRM s sitemap followed by clicking Xpe
25. EN 24 5 1 1 Single ane E 24 e MU ei EE 24 5 2 TEMPS ZOO Ss 25 A ote 25 ge Fodder zo 26 De la O ni O CE II TE O 26 a SE LOS A e E E EE E E E 26 5 Template types asienta 26 cio 26 aL COMPO os 26 SE GG ot 27 5 4 From composed template tO document 27 oid me 218 Wee DAS dass 28 a 6 101016 Lee he tapeo 28 6 MI ds 30 6 1 A ne 30 OLE o eo E EEE E ree E Terre ere er errr A rere errr ere 31 6 2 Designing A ee ae ne eee eee 32 6 3 COMPOSIRO TEMPS Sa ana tdi 34 6 4 MANGO E E D E E erratas 36 6 5 SI 36 nn A 39 7 1 CONC til 39 PAL Option t usea text CSS Occ 39 7 1 2 Option 2 use the generated document 41 7 1 3 Option 3 use an XperiDo e mail template NEEN 42 7 2 KEE 43 7 3 SE 44 User manual XperiDo for Microsoft Dynamics CRM GH Xpe d Do Your documents Automated A Master your data flows Boost your output streams 8 Advanced template settings sei 45 8 1 EE PP e e e RU o E 45 811 ele and SOIT E 45 A III 45 lo EE 45 8 2 ACCESS SUM O cnn dente dsd aaa 47 8 3 Documents o i e E E A 47 8 4 OUPA ele oe e E A E OOTA OTEO 48 8 5 Activity note settings to ai 49 8 6 Ree e E 51 8 7 ic o E 52 8 8 Knei Ee dee E 55 Q Template e mail Ee d Lu E 56 9 1 as 56 9 1 1 Presenting options to the end USEM Qu sessssssessesssessesssessesssessesssessesssessessseesessssesessssesesessesssessesssessesssessesssesseassessees 56 9 1 2 Making o ET E 57 aia Using data set e iena E ta it 58 9 2 A o II OI II O II eine
26. Parent template settings When working with composed templates it is possible to insert a standard template in a composition master When doing this it is important to note that the settings of the composition masteroverwrite the settings of the standard template when outputting the composition master The same applies to body segment groups while you can output a body segment group on its own when using it in a composed template its settings are overwritten by the settings of the parent template Also note that only the dynamic fields defined on the parent template are used even if a child template contains dynamic fields these won t be shown to the end user when the parent template is used for the output of a document User manual XperiDo for Microsoft Dynamics CRM E Xpe d Do Your documents Automated A Master your data flows Boost your output streams 9 Template e mail settings For every template you can change its e mail settings To do this click the pencil found next to E mail settings in the More Settings tab of a template E mail E mail settings This brings up a new screen where you can specify 5 main things e The e mail address to send from the From tab e The e mail address es to send to the To tab e The subject of the e mail the Subject tab e The message of the e mail the Message tab e The action that should be taken the Action tab The things you specify here will have an impact on th
27. Save and Close Process gendoc E Set Custom Step Input Properties Property Name Data Type Title Single Line of Text Contents Single Line of Text Transaction ID In Single Line of Text e Title the title of the note e Contents the contents of the note e Transaction ID in the transaction ID which links this step to the Generate Document step 13 2 6 Create Task The Create Task step can be used to create a task and attach the generated document to that task The following options are available in the Create Task step User manual XperiDo for Microsoft Dynamics CRM oe XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams Save and Close Help Process gendoc Working on solution Default Solution Set Custom Step Input Properties Property Name Data Type Walue Form Assistant Priority Option Set Low F Dynamic Values Dynamic Values Status Status Reason Not Started Subject Single Line of Text Operator Set to Description Single Line of Text Look for Account Duration minutes Whole Number 0 Set Due Two Options 8 False CO True Due Date and Time x Create Note Two Options 8 False CO True Note subject Single Line of Text Note message Single Line of Text Transaction ID In Single Line of Text Default value e Priority Status Subject Description Duration Set Due and Due the fields of the task e Create Note whethe
28. Sign The Send to DocuSign step can be used to send the generated document to DocuSign The following options are available in the Send to DocuSign step H l ei Save and Close File Ca Process gendoc Fi Set Custom Step Input Properties Property Name Data Type Value Envelope Name Single Line of Text Document Name Single Line of Text Subject Single Line of Text Message Single Line of Text Transaction ID In Single Line of Text e Envelope name this value defines the name of the DocuSign envelope e Document name this value defines the name of the file that DocuSign sends you should you choose to have it sent to you e E mail subject this value defines the subject of the e mail that DocuSign sends you e E mail body what you type here will be in the e mail body of the mail that DocuSign sends you e Transaction ID in the transaction ID which links this step to the Generate Document step 13 2 9 Store in SharePoint The Store in SharePoint step can be used to store the generated document in SharePoint This step only needs one parameter which is Transaction ID this is the transaction ID which links the step to the Generate Document step 13 2 10 Execute Service The Execute Service step can be used to run a custom service defined on the XperiDo server Custom services can extend the standard behaviour of XperiDo in many ways they are available from the extended edition User manual XperiDo for Microsoft Dynamics CRM e
29. URL has not been validated Ty b War kplac D fees rim Status Active Sales You ll also need to select all the entities which can make use of SharePoint as a document storage location Please note that storing documents for an unmarked entity results in an error User manual XperiDo for Microsoft Dynamics CRM 94 XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams Document Management Settings Select entities Document management will be enabled on the selected entities me Account Address Application A Applicationserver Appointment Article Business Unit Campaign Campaign Activity Campaign Response WCCO CC A A RA Set automatic folder creation settings Folders will be automatically created if the site is a SharePoint Server site and has the List component installed on it URL nttp hal All the document storage locations can be viewed through the document location view XperiDo updates this overview entity with the names of the directories created by the solution User manual XperiDo for Microsoft Dynamics CRM MES XD Your documents Automated A Master your data flows Boost your output streams Document Location Customize Document Locations a Share Ba Le 4 Copy A Link d zi i Add New Document Add Existing Document Edit Assign Document Filter Set As Default Run Start Location Location A ations ed E mail a Link View Workflow Dialog
30. User manual XperiDo tor Microsoft Dynamics CRM Last updated 03 03 2015 0 XperiDo Xpe d Do Your documents Automated A Master your data flows Boost your output streams Table of contents A ia 2 1 OU O eee EEEE EEEE EE EE EEE OOE EE ERE EREE E ER AE EE EEE 7 1 1 XperiDo for Microsoft Dynamics CRM ENEE 7 nn A eernees 7 LIZ eelere osoren E ee EEEE EEEREN ER EEEE E ee ee Orie E 7 1 2 ADN ade T PAR EE 7 ee O E 7 E e EE 8 2 1 Versions ee Ree 8 A A AA o ne rape cone nea ecueeenesseare coerce 8 A FONON ean Oe eae eee en ene TE ne Orie omer 8 E Berend 8 2 3 CONNU 6 9 jeeemnartererer terete Petree eters neers E nner cnner ona iti rern AE 9 23 1 Minimal sec rity role auto RAZA ON Seascape 9 2 3 2 XperiDo security e E 11 gt General USC seis 12 3 1 En O tase vec seeeenenreeees 12 3 2 Apero ANS EE 12 SFA WEICO ME SCS at a tao tad 13 a ABDOU cs 13 3 3 RELE LULE g PPP PES o tt rer tenet tee tre e o N eet ere a A 14 GG SNE Leder 14 332 Conmtextual DuUttons Me luca 14 o COME DON ode 15 3 3 4 View navigation errantes 15 o E 16 a Dalaso i E T E E E E E A sc 17 4 1 El ee 17 4 2 Editing building data sets ENEE 18 ALA REON EE 18 User manual XperiDo for Microsoft Dynamics CRM Ge Xpe d Do Your documents Automated A Master your data flows Boost your output streams Ae 0 PPP A Pa 19 4 3 A 21 4 4 Managing data Sel uc ic 23 EMMA LO DAI esa 24 5 1 Converting templates into documents E
31. Xpe d Do Your documents Automated A Master your data flows Boost your output streams Next you need to go into the document generation steps e In CRM select the Contact record that you wish to generate a document from e Select the standard template e Go to Set Output Parameters the final step in the document generation process e Check the checkbox next to E mail to bring up more settings e Select Message this setting is visible by default but in case you cannot select it you need to make it visible in the template s More Settings tab gt E mail settings e Choose Use XperiDo template e Select the e mail template in the second drop down list e Set your other e mail settings as you wish e Click Generate to generate the document and send or save depending on your settings the mail Now an e mail will have been sent or saved whose message body uses the XperiDo e mail template and whose attachment is a document generated from the standard template 7 3 Overview You can use the below diagram as a reminder of what options there are and what they require to be used text text message as message message body document attached as well XperiDo template ip document El document as document CRM f record message body attached as well p e mail document e mail document as message body document attached as well XperiDo e mail template User manual XperiDo for Microso
32. XperiDo for Microsoft Dynamics CRM E Master your data flows Boost your output streams Xpe d Do Your documents Automated e Multiple segments of the same type results in their contents being added to the document in the order in which they are defined in the composed template n header header A document e Inserts always start on a new page so they appear the same in every composed template e The headers footers are repeated on every page where there is body content On insert pages the Word header and footer of that insert are used User manual XperiDo for Microsoft Dynamics CRM E Xpe d Do Your documents Automated A Master your data flows Boost your output streams 6 Working with templates This chapter explains how to work with the different kind of templates XperiDo has to offer You can access the templates screen by clicking Templates in the navigation pane Welcome Data 5ets Templates Documents 6 1 Creating templates To create a new template click New Template xe New Template In this screen you ll need to set a few settings for your template The first is the type Standard Template Composed Template E mail Template A standard template is a regular XperiDo template A composed template An e mail template consists of four populates the document zones that message body of an can be populated by html e mail one or more segment templates Composition Master
33. and select the primary entity Templates based on Unassigned Value this data set will be available against the selected primary entity Description Unassigned Value Primary Entity Reload entity list select the primary entity The primary entity defines which type of CRM data needs to be selected by the user For example selecting Account as primary entity means that you need to select an Account in CRM in order for templates which use this data set to show up in the document generation window User manual XperiDo for Microsoft Dynamics CRM Xpe d Do Your documents Automated A Master your data flows Boost your output streams Note that the name and the primary entity cannot be changed after you ve created the data set Finally you can click Reload entity list Click this if you want to use a newly created CRM entity for the primary entity of this data set For more information see http support xperido com x 5AEP 4 2 Editing bullding data sets To continue the process click Build Data Set to go to the build view Build Data Set If you want to edit an existing data set go to Data Sets select one from the list click on its name and click Edit Data Set to change the description Click Build Data Set in the contextual ribbon to go to the build view Build your Data Set Select relations and fields to build up Relations Fields EE E your data set Select 1 N relations and MEN relatio
34. at are available to XperiDo users for the printing of documents Printers will only appear in the printer list if they are installed locally on the XperiDo server When you add a printer to the list it will not automatically show up in the printer list in XperiDo To achieve this go to Printer Settings and click Reload Printers This will ensure that the printer list is up to date 10 2 5 2 Installing printers To install a printer which adds it to the list execute the following steps 1 Verify that the printer is turned on and connected to the network 2 Get the path or the IP address of the printer 3 Select the device type usually this is TCP IP Type in the IP address or specify the location 4 Select the driver for the printer 5 Print a test page to verify that the printer installed correctly Please note that in order for XperiDo to recognize a printer it needs to be installed locally Even if your printer is visible in your Windows printer list it may not be visible to XperiDo because it is not installed locally Please follow the above steps to ensure that the printer is installed locally and install it on the XperiDo server by using the user that started the XBi admin server service 10 2 5 3 Printer settings Printer settings are user specific meaning that the user that is used for printing needs to set the printer settings not another user The user that XperiDo uses for printing is the one that started the XBi admin
35. box next to Transaction ID in Transaction ID In single Line of Text 3 To the right under Dynamic Values select to look for the name of the Generate Document step I ve named it Generate the document in this example Form Assistant gt Dynamic Values K Dynamic Values all Operator K Look for Generate the document Default value 4 Inthe box under that select Transaction ID Transaction ID pl Document Template Name Generated Document URL Status 5 Then click Add This adds the Transaction ID in the list Select it and click OK User manual XperiDo for Microsoft Dynamics CRM Ge Master your data flows Boost your output streams Xperi Do Your documents Automated A Value Form Assistant H Dynamic Values y Dynamic Values H Operator Setto Default Look for Generate the document Default Transaction ID x tt aa Transaction ID Generate the docu Default value 6 The Transaction ID will now be shown in yellow in the text box meaning that the link is established This step will now use the document created by the Generate Document step Transaction ID In Single Line of Text Transaction ID Generate the documer If you plan on adding multiple XperiDo steps you can use the same Transaction ID for all of them as they share the same Generate Document step 13 2 3 Print Document The Print Document step can be used to print the generated document Th
36. ck Generate to create the document Going back to SharePoint we can see that an extra document has been created The document name gets a suffix containing the ID of the selected record so that the name is always unique User manual XperiDo for Microsoft Dynamics CRM o Master your data flows Boost your output streams Xpe d Do Your documents Automated 25 ACCOUNT EE Invenso Primary Contact Preferred Method of Contact Owner a Rudy Vanhille Any B Rudy Vanhille 34 Document Locations Documents on Default Site 1 Uar 100 Vincent Van der Linde Site Actions BS Browse Documents Library de EX Intranet Account Invenso All Documents d Like It Ti h Home Invenso Convenso Management Blog Search this site fe Sites C Type Name Modified Modified By ia quote 18 10 2012 10 48 Brecht Yperman Convenso wel 17 10 2012 10 10 Vincent Van der Management EN Rudy _ResellerAgreementaddendum_3edcdd20 7753 402d a8b7 23 08 2013 14 23 demo Blog 5a7db93293bb_0 Ei new Add document Libraries User manual XperiDo for Microsoft Dynamics CRM ES Master your data flows Boost your output streams Xpe d Do Your documents Automated A 15 Support While a manual such as this one provides a lot of information about the product you could have further questions or you are wondering about various things This chapter tells you how you can find more information 15 1 Communication channels
37. ck the X button If you want to change the order of the options select an option and press the up or down button to move it across the list of options Finally you can provide a default value You can select multiple default values by holding CTRL while selecting another option Hold SHIFT to select all the options in between Two Options is the same as Option Set but with only two options Unassigned Value y Label No _ Option 1 Date and Time this option asks the end user for a date and or a time You can select what to ask for in the drop down list you can choose date only date and time or time only Whatever option you choose you can provide a default value User manual XperiDo for Microsoft Dynamics CRM EN Xpe d Do Your documents Automated A Master your data flows Boost your output streams Subtype Date and Time v Default Value Unassigned Value Checking the Mark as required box means that the end user has to provide a value or the document cannot be created When you re done click Save Field to save the dynamic field Save Field You can change the settings of the created dynamic fields again by clicking the pencil The other button next to the pencil is for deleting dynamic fields If you want to change the order in which the end user is presented the dynamic fields click the four arrows to the left of the name of the dynamic field and drag it to where you want it to appear 8 8
38. connection user This can be an existing CRM user or a user you specifically create for this purpose The connection user needs certain permissions if you want to use all of XperiDo s capabilities without errors For example XperiDo cannot gather a list of records of a certain entity if the connection user does not have read priviliges for that entity The screenshots below show the minimal Security Role authorizations the connection user needs to have Core Record settings Saved View O IW O O O O Business Management settings User Settings O Le O O O User manual XperiDo for Microsoft Dynamics CRM a Xpe d Do Your documents Automated A Master your data flows Boost your output streams Customization settings Entity Create Read Attribute Map Customizations Dialog Session Entity Entity Map OOOODONO Field Import Job Option 5et Plug in Assembly Plug in Type Process Process Configuration Publisher Relationship Sdk Message Sdk Message Processing Step Sdk Message Processing Step Image Sdk Message Processing Step Secure Configuration Service Endpoint Solution System Chart System Form System Job View 0000000 cv E E E Hopoon E Fonon Hou Honoko Oo0O00 00 OD 00 00 00 0000 Web Resource Custom Entities settings XperiDo Configuration O ZS O O O O O O Apart from the minimal authorizations listed above the connection user needs read privileges on the entities that are used in your data set
39. cuments These are documents that were created at the same time from multiple records You can access the individual documents by clicking on the text documents Before clicking 2 documents DOC User manual XperiDo for Microsoft Dynamics CRM e XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams ied TestDocB jpeg OA TestDocA pdf HTML d documents E documents POF d documents After clicking 2 documents DOC JPEG TestDocB jpeg FRR TestDocA pdf HTML d documents pop d documents 000 Invoicel doc WG Invoicel 1 doc POF d documents You can then click on Invoice1 doc to view that document Note that you also have to open the related records to see them Before opening them EI d documents ES 2 records 000 Invoicel doc 000 Invoicel 1 doc gt 2 records 000 Invoicel doc S Invenso Test 1 000 Invoicel 1 doc E Invenso To view a document simply click on its name Should a recently generated document not show up in the list you can click the Refresh Documents button Refresh Documents This will reload all of the documents 10 2 Generating documents XperiDo users can select CRM records and subsequently click XperiDo document to generate documents User manual XperiDo for Microsoft Dynamics CRM 64 Xpe d Do Your documents Automated Master your data flows Boost your output streams 5 Email a Link p ch Run Workflow
40. d because it is in the list of current template tags User manual XperiDo for Microsoft Dynamics CRM 76 Xpe d Do Your documents Automated A Master your data flows Boost your output streams 12 Electronic signatures XperiDo for Microsoft Dynamics CRM 3 3 introduces electronic signatures for digitally signing your document To accomplish this we use the DocuSign platform 12 1 Concept When you generate a document that contains an electronic signature one of two things will happen e Either you get a link that redirects you to the signing procedure This is called sign in person where the person that needs to sign is there with you e Either an e mail is sent to the party that needs to sign the document This is called sign by e mail You can insert multiple signatures in the same document but you cannot mix sign in person with sign by e mail signatures 12 2 Setting up your template In order to be able to use electronic signatures you need to activate it in your template s settings You also need to have at least one e signature mapping in your template For more information on how to add e signatures to your templates with the template design add in please read the XperiDo template design add in manual 12 2 1 In your template settings Navigate to your template s advanced settings by clicking the More Settings tab Welcome Data ser BASIG SETTINGS MORE SETTINGS Templates Documents Config
41. e you can change the RSS feeds If left blank the standard supplied XperiDo RSS feeds are used 3 2 2 About The about screen shows various information about this version of XDCRM You can access it by clicking the About button in the middle pane Server Status XperiDo for Microsoft Dynamics CRM News and system status XperiDo Document Automation web interface for Microsoft Dynamics CRM About Version 3 2 22 4 3 2014 View basic info about XpenDo 2014 Invenso All nghts reserved User manual XperiDo for Microsoft Dynamics CRM a Master your data flows Boost your output streams Xpe d Do Your documents Automated A 3 3 Navigation Everything that is clickable will change appearance when you hover over it indicating that something will happen when you click This makes it easy to distinguish between static and interactive elements 3 3 1 Navigation pane Moving between the management console s largest sections is done through the navigation pane on the left This pane can take you to the Welcome Data Sets Templates and Documents screen It is possible to minimize this pane by clicking the little blue arrow on the separator line Welcome a Data Sets Templates Documents After clicking the little blue arrow NAVIGATION 3 3 2 Contextual buttons menu The contextual buttons menu consists of three buttons whose content depends on the current page As with the navigation pane you can minimize the
42. e a name label for your field and choose the type There are a number of different types to choose from Single Line of Text this option allows the end user to type in a single line of text The designer can provide a default value which the end user can overwrite User manual XperiDo for Microsoft Dynamics CRM SA XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams Default Value Unassigned Value The Text Box option is the same but allows more text to be typed in Default Value Unassigned Value Number this option asks the end user for a number You can provide the precision in decimal places the minimum and maximum values and the default value Precision Unassigned Value decimal places Minimum Value Unassigned Value Maximum Value Unassigned Value Default Value Unassigned Value Option Set this option gives the end user a few options to choose from User manual XperiDo for Microsoft Dynamics CRM os XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams C Allow multiple select Default Value Unassigned Value If you want the end user to be able to choose multiple options check the box next to Allow multiple select To add options click the button A default option name will be given item but you can change this in the box under Label To delete an option select it and cli
43. e following options are available in the Print Document step User manual XperiDo for Microsoft Dynamics CRM e Xpe d Do Your documents Automated Master your data flows Boost your output streams H k Save and Close File Process gendoc e Set Custom Step Input Properties Property Mame Data Type Value Printer Lookup Lal Copies Whole Number 1 Print on both sides Option Set Default Print on tray Single Line of Text Transaction 1D In Single Line of Text e Printer the printer to use Please read Printing a document in this chapter for more information on how to set up printers e Copies the amount of documents to print e Print on both sides default simplex horizontal or vertical Default takes the value that is specified as the default in the printer s settings Simplex prints on one side only Horizontal prints on two sides and flips the page over along the short edge Vertical prints on two sides and flips the page over along the long edge e Print on tray the tray on which to print the document e Transaction ID in the transaction ID which links this step to the Generate Document step 13 2 4 Create Letter The Create Letter step can be used to create a letter and attach the generated document to that letter The following options are available in the Create Letter step User manual XperiDo for Microsoft Dynamics CRM o XD Xpe d Do Your documents Automated A Master your data
44. e options parameters shown to the end user when he or she chooses to e mail the generated document 91 From Selecting inputting a From email address is done by choosing where to fetch the required e mail address This can be either from a fixed e mail address from the current user of from a data set field The following is shown Visible Ji Editable E mail address sources L Fixed e mail address L Current user L Data set field Visible means that the end user can see the value that is specified here Editable means that the end user can edit that value 9 1 1 Presenting options to the end user The checkboxes in front of the three options can be used to present that option to the user For instance when nothing is checked L_ Fixed e mail address LI Current user _ Data set field The end user will then see this User manual XperiDo for Microsoft Dynamics CRM MES XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams From Send from When Fixed e mail address and Current user are checked and made non editable by unchecking Editable Fixed e mail address Current user C Data set field The end user will then see this From Send from O Fixed e mail address EJ Current user 9 1 2 Making options default In addition to checking a box you can also make that option a default option by clicking the star that appears whenever hovering
45. e template A window will pop up asking for confirmation e Click the W to open the dialog box which takes you to Microsoft Word to design your template For more information about this button see the section Designing templates 6 5 Filters In the Templates screen you can set filters on your templates so that only certain templates are shown You can filter on template type and the data set of the template To enable a filter click the filter icon This can be found next to type and data set User manual XperiDo for Microsoft Dynamics CRM 36 Xperi Do Your documents Automated A Master your data flows Boost your output streams NAME TYPE f DATA SET w Di Standard _ 95 mal test_1 E mail _composedT est mal test 2 E mail _composedT est _ Testheader Header Segment Rudy_Timetracker _cBody1 Body Segment _composedTest _cBody2 Body Segment _composedTest _cBodyGroup Body Segment _composedTest Group _cFooter Footer Segment _composedTest _cFooter2 Footer Segment _composedTest Clicking it will show a list of all available options rE Standard E Body Seqment E Body Segment Group Header Segment L Footer segment L Insert Segment _ E mail Filter You can then check the options you would like to show You can check Header Segment and Footer Segment to only show the headers and footers User manual XperiDo for Microsoft Dynamics CRM m Xperi Do Your documents Automated A Mast
46. e two buttons pop up on the right ContactData Data set referring to contact data Contact Fd OH e Click the pencil to edit the settings of the data set directly e Click the X to delete the data set A window will pop up asking for confirmation also giving you an option to keep related templates and samples If you leave this box unchecked all the templates that use this data set will be deleted along with the data set All the samples associated with this data set will be deleted as well User manual XperiDo for Microsoft Dynamics CRM CES Xpe d Do Your documents Automated Master your data flows Boost your output streams 5 Template basics After creating a dataset see previous chapter you can create a template based on this dataset Templates are blueprints of your documents They contain static content placeholders for CRM data and some intelligence around conditional content and formatting This chapter explains how XperiDo works with templates 5 1 Converting templates into documents The goal of templates is to at some point convert them into documents by filling placeholders with CRM data XperiDo has two ways of converting templates into documents single template and multiple templates 5 1 1 Single template In a single template document generation scenario one template is converted into one document create design create template template document The benefit of working this way is that it
47. eader Zone The header zone is the space at the top of each page The same header content is repeated on every page of the generated document which makes it ideal for for instance a company name and logo 5 2 3 Footer zone Footer Zone The footer zone is the space at the bottom of each page The same footer content is repeated on every page of the generated document which makes it ideal for for instance contact details and a page number 5 2 4 Insert zone E Insert Zone The insert zone is at the back of the generated document This zone is useful for adding complete documents to your template such as the terms and conditions of a sale 5 3 Template types There are a number of different template types which we ll group into four categories standard composed and email 5 3 1 Standard L Standard templates are templates that can be used for single template document generation This is the most basic type of template In addition to using this for the direct creation of documents you can also use this template in a composed template where its body content will be inserted into the body zone of the composed template As well as using it in the body zone you can also use it in the insert zone as an insert 5 3 2 Composed Composed templates are templates that group one or more segment templates into a composition master 5 3 2 1 Composition master User manual XperiDo for Microsoft Dynamics CRM 26 Xpe d Do Your
48. efines this list If you selected Account and you type in C all the accounts that start with the letter C will be shown Note that this data is extracted on the fly from your CRM system and as such it can take a bit of time to load all the data Click Save Sample to save your sample or Cancel Sample to stop the creation of this sample Cancel Edits On the screen with all the samples you can click the Reload Samples button Reload Samples Clicking this button will update the samples with the correct information For instance you could have added a User manual XperiDo for Microsoft Dynamics CRM PECH Master your data flows Boost your output streams Xpe d Do Your documents Automated new field to your data set but without reloading your existing samples this information is not added to the sample The following buttons are also available for each sample individually 00 The left button reloads the sample this is the same as the Reload Samples button but only for this sample The right button deletes the sample Don t worry about clicking it by accident as a window will pop up asking for confirmation 4 4 Managing data sets In the Data Sets screen you can see all the created Data sets You can use the view navigation buttons to navigate these or you can use the search function to look for a particular string within a data set s name description or primary entity When hovering over a data set you ll se
49. er Document name tomTest Include L Record reference LI Timestamp Save as format LJ Include headers and footers The same goes for the output parameters screen User manual XperiDo for Microsoft Dynamics CRM e XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams LJ Store in Microsoft SharePoint Create activity for selected CRM record s Activity type Letter Task Note Subject Unassigned Value Message Unassigned Value L Include generated file 10 2 4 E mailing a document Depending on the template settings you can choose to e mail the generated document E mail Message Message source Use XperiDo template E mail template select e mail template The template designer can choose which settings are available to the user generating a document so the available settings here can vary More information about these settings can be found in this chapter User manual XperiDo for Microsoft Dynamics CRM oe Xpe d Do Your documents Automated A Master your data flows Boost your output streams 10 2 5 Printing a document Depending on the template settings you can choose to print the generated document Print select printer In order for XperiDo to be able to print your documents properly a few things need to be configured properly 10 2 5 1 Printer list The printer list is the list of printers th
50. er your data flows Boost your output streams TE L Standard LI Com position Master L Body Segment L Body Segment Group Header Segment Footer Segment WW Insert Segment L E mail To show the changes click Filter Now only the headers and footers are shown Showing out of 36 templates Clear filters NAME TYPE Y _Testheader Header Segment _CcFooter Footer Segment _cFooter2 Footer Segment _cHeader Header Segment _cHeader2 Header Segment a footer test Footer Segment VVDL Header using contact data Header Segment The filter icon next to type is now different from the original filter icon TYPE Y DATA SET w A filled filter icon means that a filter is applied on that column You can add or remove filters by clicking the filter icon again To remove all the applied filters click Clear filters Showing 2 out of 36 templates Clear filters Note that the search box also acts as a filter so clearing all filters also clears the search box User manual XperiDo for Microsoft Dynamics CRM ES Xpe d Do Your documents Automated A Master your data flows Boost your output streams 7 E mailing XperiDo for Microsoft Dynamics CRM offers you the possibility of e mailing your document but it might not be clear how to do this This article explains that as well as the concept behind it 7 1 Concept When you generate a document you can choose to e mail that document XperiDo offers you 3 options regard
51. erver Status Current Server Status Quick Links Create New Data Set et News and system status See tee l Data Sets y DURATION MESSAGE Create New Template Templates About Account check 81 ms XDCrriimwengo How To Documents View basic info about XperiDo CRM host check 496 ms Jan De Bruyn Download Template Design Manua Watch Instruction Videos Setti XpenDo Users ms Fa settings Kg l Tools g XpenDo Designers 0 ms 0 Geng Clear Cache XperiDo Administrator D ms d The XperiDo welcome screen consists of three sections e The navigation pane on the left which shows the different sections of the management console e The middle pane with two buttons which shows you the server status or the design tips feed as well as the news feed e The right pane shows various helpful links The server status gives you an overview of the status of various components The following statuses exist a indicates that this component is working as intended is a warning informing the user that something might be slow or not fully working means that something s not working or can t be found The duration column shows you how long it took to reach the component The smaller this value the better The RSS feeds can be changed to whichever feeds you desire by clicking XperiDo Connection in the left navigational pane of CRM Then select an existing XperiDo configuration record and select Edit in the CRM ribbon or create a new configuration In her
52. ference Two Options e False True Look for Account Save as format Option Set Pdf Include header amp footer Two Options e False True A Default value e Template the template used to generate the document e Document name the name of the generated document e Include timestamp whether to add a timestamp to the document name e Include record reference whether to add a record reference to the document name e Save as format the format in which you want to save the document e Include header amp footer whether to include the standard header footer Note this feature is deprecated We advise you to use composed templates if you want to use headers and footers Note that the document generation is only the first step there s little use in creating a document and not doing anything with it The next bit explains how to link subsequent steps to the Generate Document step User manual XperiDo for Microsoft Dynamics CRM e Master your data flows Boost your output streams Xpe d Do Your documents Automated 13 2 2 Linking to the Generate Document step The XperiDo steps following the Generate Document step need to be linked to that Generate Document step This is necessary because those steps need to know which document to use in their process Here is how to link the steps 1 Add a second step Print Document Create Activity Send E mail Store in SharePoint Edit this step 2 Place your cursor in the text
53. ft Dynamics CRM Xpe d Do Your documents Automated A Master your data flows Boost your output streams 8 Advanced template settings 8 1 General All templates have settings These are the actions that happen the properties that are given or the options that are available when an XperiDo user generates a document using this template To set these values click More Settings in the contextual ribbon Then click Edit Template 8 1 1 Visibility and editability As a template designer you decide which features options your template will have Not only can you set these options you can also allow your end users to change some of these settings when they create the document For instance you might advise your end users to use the PDF format as the default save as format but you can also give them the option to store the document as a DOCX or RTF among other options Visible Jl Editable Every setting can be set to Editable by checking the checkbox next to it By default every setting is editable which means that your end users can change all the settings If you do not want your end users changing settings you can uncheck the Editable boxes Some settings also provide a Visible checkbox Checking this box means that the end user can see the setting Unchecking this box makes the setting invisible to the end user which also means that they cannot edit it To recap e Setting is Visible and Editable the end user sees t
54. gle document is only applicable when the end user wants to generate multiple documents at once in which case if Yes is selected all the documents will be grouped into one single document 3 4 Output options The output options allow you to choose what happens after the document is generated User manual XperiDo for Microsoft Dynamics CRM 48 Your documents Automated AD Master your data flows Boost your output streams Output Options Wl Show link to document after generation HI Show message feedback after generation Store in Microsoft SharePoint O Visible HI Create activity for selected CRM record s Create activity note settings P W Visible Wl Editable The following options can be set e Show link to document after generation check this to show a link to the document This is the link to the document on the XperiDo server e Show message feedback after generation check this to show a message indicating that your document generation was succesful or not e Store in Microsoft SharePoint check this to store the document in Microsoft SharePoint according to the document location settings as set in CRM e Create activity for selected CRM record s check this to create a CRM activity in the selected record Click the pencil next to Create activity note settings to bring up a window where you can change more settings 8 5 Activity note settings After clicking the pencil a window pops up User manual X
55. h options to present the end user with concering the message of the e mail Message Visible LJ Editable E mail message format HTML Text E mail message sources L Use document as message body L Use XperiDo template _ Text message You can send an HTML e mail or a plain text e mail An HTML e mail can include text formatting whereas a plain text e mail only features text For the actual message you can choose the following options e Use document as message body this uses the currently generated document as the body of the e mail When you select this option an additional checkbox appears asking whether you want to attach the document as well Checking this box will send the document as an attachment as well E mail message sources Use document as message body L Use XperiDo template L Text message Attach document as well e Use XperiDo template this uses a pre defined an XperiDo e mail template created by you e mail template as the body of the e mail When you select this option the available e mail templates are shown E mail message sources L Use document as message body Use XperiDo template L Text message E mail message templates mail test 1 O _mail_test_2 User manual XperiDo for Microsoft Dynamics CRM o Xpe d Do Your documents Automated A Master your data flows Boost your output streams e Text message checking this option brings up a text editor which allows you to forma
56. he button in the ribbon and view the generated documents in the management console 10 1 Documents overview The documents page in the management console shows an overview of the documents that have previously been generated on the XperiDo server The documents are listed in chronological order with the newest documents first Download your recently generated DOCUMENT NAME RELATED RECORDS CREATED ON STATUS documents and view the status of l JPEG TestDocB Invenso 9 12 2013 10 36 18 AM document generation requests that are us tees currently being processed by the POF TestDocA pdf gt Invenso 9 12 2013 10 35 43 AM AperiDo Server PA WE 2 documents 3 2 records 9 12 2013 10 33 36 AM Doe d documents ES 2 records 9 12 2013 10 32 50 AM G Sg 2 documents 3 2 records 9 12 2013 10 30 33 AM ORGE 1 5o0f12 items per page Refresh Documents The list of documents is truncated according to the items per page shown As with the list of data sets and templates you can increase this number to show more documents or you can use the view navigation buttons to navigate between documents The view shows four columns e Document name the extension of the created document followed by the name e Related records the records that were used to create the document e Created on when the document was created e Status whether the document was succesfully created Some document names are not shown directly instead it says do
57. he setting and can change it e Setting is Visible but not Editable the end user sees the setting but can not change it e Setting is not Visible the end user doesn t see the setting and thus cannot change it 8 1 2 Required settings Next to the Visible and Editable checkboxes some settings show a Required checkbox Visible W Editable M Required Checking this box means that the setting cannot be unchecked by the end user and that they must select valid options regarding that setting For instance if the print setting is set to Required then the end user must select a valid printer in order to create a document 8 1 3 Tokens There are some settings that have the following symbol in their text box User manual XperiDo for Microsoft Dynamics CRM as Xpe d Do Your documents Automated A Master your data flows Boost your output streams E This symbol is the Tokens symbol Tokens are fields from your data set that you can insert in various properties surrounding your document such as the document name activities messages e mail messages etc Click it to bring up a list of fields from your data set Add tokens en Account O A Account O A Account Name TUE Account Number O G Address 1 Address Type O amp Address 1 City Address 1 Country Region Address 1 County 1 Fax Freight Terms Address 7 ID ST Latitude d Address 1 Longitude d Address 1 Name Address 1 Post Office Box Address 1 Primary Con
58. ing the content of that e mail You can either 1 Use a text message You simply type the text you want the e mail to contain 2 Use the generated document The document will be used to fill the e mail s content 3 Use an XperiDo e mail template A separate document will be generated by using an XperiDo e mail template and that document will be used to fill the e mail s content 7 1 1 Option 1 use a text message When you choose this option you can input text and format it to your liking The generated document will be attached to the e mail User manual XperiDo for Microsoft Dynamics CRM mm XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams D Message Message options Add data set token s Formats beid Paragraph z Font Family Font Sizes Ka Dear Name Thank you for choosing SenLimo We are glad to have you on board The text you can input is mostly static but you can include variable fields by using tokens The diagram below shows how this option works XperiDo template document text message as message body document attached as well text message 1 You select a CRM record and an XperiDo template This is sufficient for creating a document 2 You select to e mail the document and to use a text message for the e mail 3 You write your text message 4 You generate your document User manual XperiDo for Microsoft Dynamic
59. n acted 59 9 3 ele eae een ee ne ee eee eee rere ene ere eee ere ern area ene en ee re etre ene ere 59 9 4 UE A e scene eee E fc sor nog T a te oles cassie oes eee A E 60 9 5 o O A E 61 ES DOCUMEN or os 63 10 1 Ee 63 102 EIERE dee 64 10 2 1 al III 65 10 2 2 DO Wed CG encase crete E EEEE EE EAEE EOE EA E EE E EEA 66 10 2 3 Document Properties eseteire liada 67 1024 GE Mee E Bee elt E E 68 10 2 5 in PP e Pm A 69 10 2 6 Generating a docCUMeENt tooo 70 A A 71 WHT PRIUS SSC E 71 11 1 1 elo o MED A 71 User manual XperiDo for Microsoft Dynamics CRM 4 Xpe d Do Your documents Automated A Master your data flows Boost your output streams 11 1 2 REMOVING a printer from a Team 72 11 1 3 No available DAA Sunat 72 MaA o PE PO O un secs See eee cee eee 73 11 1 5 as A IIA 73 TL TM O netas 75 11 2 1 Adding removing Ce E 76 NI corent template e E 76 12 ges E 17 TL test 11 12 2 Setting Up YOUR le EE 11 12 2 1 A VOU Be TiN e Ns arar eaaros 77 12 2 2 Bielet Let SSNS Serratos 78 12 3 Starting the signing SRA 79 12 3 1 SINDO O ea csp oe ecae vaca eee cae eon ceca wade eae sae eenens eete ces seeeaceneeeincest 79 22 SIND las 79 TO WOOW SEVICE ar 80 151 eng ele ue 80 Toe A A O A 80 13 2 1 EA lol lag yaaa ene een E O II en ree Te Tr 80 13 2 2 Linking to the Generate Document Step qu sesssssssssssssessesssessessscsessssesessseesesessesssessesssessesssessesssassesssessesessesees 82 13 2 3 PEUL OG EY Ce SE 13 2 4 eate E 84 13 2 5 E e
60. n masters and segment groups the Composition option is shown in the contextual ribbon This page allows you to compose your template by adding segments to it In the case of a body segment group you can only add body segments Compose your template A composed template consists of four 7 document zones that can be x Body Zone Header Zone Footer Zone J Insert Zone populated by one or more segment templates _cBody1 Body Segment _cBody2 Body Segment Edit Template In the image above two bodies are currently present in the body zone of this composition master To view the other zones click on them Body Zone a Se Body Zone Header Zone X Now the contents of the header zone are shown You can view the settings of an inserted segment by clicking its name ri _cBody2 Body Segment View insert settings for _cBody2 segment Start a new page with this segment If you want to edit these settings click Edit Template in the contextual buttons menu User manual XperiDo for Microsoft Dynamics CRM as Xpe d Do Your documents Automated V Master your data flows Boost your output streams Edit Template Now you can edit all the settings of the template including the composition To add a segment to a zone click the add button cBody1 _cBody2 Ol The previously grayed out options now become clickable Edit _cBody2 Segment _cBody2 R Start a new page with this segment N
61. n the Account form In this case XperiDo looks up the Document Location for that entity in CRM If there is no Document Location in CRM XperiDo looks up the Document Location for the parent e g Account e If there is a parent location the Document Location for the entity is generated as parentLocation entityLogicalName entityPrimaryName e If there is no parent location the Document Location for the entity is generated as SharePointServer parentEntityLogicalName parentEntityPrimaryName entityLogicalName entityPrimar yName If the Document Location does not exist in SharePoint it is created by XperiDo User manual XperiDo for Microsoft Dynamics CRM ES Master your data flows Boost your output streams Xperi Do Your documents Automated A Finally the document is added to the Document Location 14 2 Setup 14 2 1 SharePoint configuration In order to be able to use SharePoint it needs to be correctly set up XperiDo requires an active SharePoint 2007 site as well as credentials with the necessary rights to create documents and subdirectories in SharePoint The owner of the created and stored documents is the XperiDo user and thus not the requester itself Therefore the requester does not need to have access to SharePoint 14 2 2 CRM configuration The SharePoint site must be assigned to the CRM server through the use of the document management services provided by Microsoft Please refer to Microsoft docume
62. ns on the left Select fields aa Account EI E Account and M 1 relations on the right Save Data Set Lu Cancel Edits The build view is where you can select which data your data set should contain By default only the primary entity is selected The default screen of the build view shows the primary entity in both the Relations and the Fields column with a little plus sign next to it Click it to expand the view and show all the subfields click it again to contract the list 4 2 1 Relations In the Relations column you can select 1 N and N N relations these can be used to create loops in your templates Let s say you selected Account as your primary entity You can then select Contact to list all the contacts for this Account in your document User manual XperiDo for Microsoft Dynamics CRM Xpe d Do Your documents Automated A Master your data flows Boost your output streams Relations D S Account E z IS Account by Parent Account IS Account by Master ID TT ai Activity Party by Party Cl Address by Parent E EN Bulk Delete Failure by Mame E gal Bulk Operation Log by Customers Exciud BW Gil Bulk Operation Log by Created Object LI H Case by Customer E h Connection by Connected From C El connection by Connected To x 84 Contact by Parent Customer C el contract by Bill To Customer TT gi contract by Customer To select a relation click the empty square in fron
63. nt Template Document to open XDCrminvensoProd Templates T News Letter docx Use secure connection SSL lf you want to continue and open this document please click Next The connection parameters are taken from the active XperiDo Connection which can be set by an XperiDo Administrator Click Next to bring up the next window This is the first time you connect to this server You need to provide a username and password in order to be able to connect Choose how you want to log in B vente Ma windous LAN native ID Ag Live ID lf you want to save these credentials for later reference you alse need to provide a name for this connection This name can be freely choosen and only helps you to identify this connection Name services invens0 com _ Automatically open this and other documents that are opened through this connection endo services inverso com 34430 minwensoProd Templates News Letter docx secure trueurl Select how you want to log in and type in a valid username and password Click Open to open the document in Microsoft Word If this way doesn t work you can also e Open Microsoft Word e Connect to the XperiDo server from the XperiDo ribbon e Select your template from the repository and open it User manual XperiDo for Microsoft Dynamics CRM m Xpe d Do Your documents Automated A Master your data flows Boost your output streams 6 3 Composing templates For compositio
64. ntation on how to correctly configure SharePoint with CRM settings G GE SharePoint Sites My Active SharePoint Sites 7 Search for recon a Easiness Cl Name a Absolute URL Parent Site Relative URL Default Site Last Validation Statu a Business Management C Detautt Site nttpyhal Yes Not Validated te Templates Edy Product Catalog System s Administration i Uf Data Management dl Microsoft Dynamics CRM Vincent Van der Linden Y E System Jobs SharePoint Site Customize Inverso Convento o a Document Management Kb Save amp New pa 3 Sharing 3 h v i Deactivate D Oh Copy a Lirk a Customization Save Save El Install List Validabe Assign Run Sar Run XxperiDo GA Customizations Close A Delete Component fa E mail a link Wondow Dilog Aeparte Document y Solutions Save Actions Collaborate Process Data XperiDo EI erc v i tie SharePoint Site SharePoint Gees DATE ob d Process Center General a Default Site T Processes a Extensions Related 4 General A ug Websites 4 Common a P a a P Ab a L Price Calosistion E Child Locations Hare SSES Owner RK Vincent Van der Linden Tr V Ome SB child Sites Description L Audit History URL Options d Tal Ec URL Type Absolute URL 7 Relative URL Eg Workflows S E Dialog Sessions Absolute URL http thal List component is Ga installed WEL Validation Last Validation Hot Waldabed tatus Last Validated 25 2013 Eo 11 21 AM A Adcstional Tris record s
65. og Search this site D IS Es Sub Accounts Ad Contacts Sites CO Type Name Modified Modified By Relationshi i E quote 18 10 2012 10 48 Brecht Yperman Connections Conv nn SE en 17 10 2012 10 10 Vincent van der Linden e ss Management 2 Audit History Blog Y Add document L t TimeTrackerDays Contracts lLihrariez User manual XperiDo for Microsoft Dynamics CRM oe 4D X D Your documents Automated 98 XperiDo Master your data flows Boost your output streams Back in CRM we select an account to create a document from The document we want uses the Rudy_ResellerAgreementAddendum template so we select that XPERIDO DOCUMENT Create Document SET DOCUMENT PROPERTIES SET OUTPUT PARAMETERS select caleta Template Ee Business Development i INV en 5 O BRAN ae 8 a nennen LES ae premios Add m Er ho Reseller Agreement Addendum Reseller Information Arale name br wl dies Diekie Lei Locke Lee L ck rerl Lei H re Poro ea City Address L_Eouray Agere Corr Brtogarbe iry Fermi Laia on T Gott gei Ema Ehka ere Ulesr esell Commencement Date Create Document SELECT TEMPLATE SET DOCUMENT PROPERTIES Store a nd Deliver Your Document eg 8 eelste fa a i Output Options Deliver 3 RA apor and set your WM Store in Microsoft SharePoint O Print O E mail cp O Create activity in CRM record s In the output parameters we select Store in Microsoft SharePoint Cli
66. on even though we strive for it we can never quite reach it As such there might be bugs in the product and typos in the manual Please let us know if you see any of these your feedback helps us create a better experience for you User manual XperiDo for Microsoft Dynamics CRM om XD Xpe d Do Your documents Automated V Master your data flows Boost your output streams User manual XperiDo for Microsoft Dynamics CRM 100
67. over an option Fixed e mail address YY Current user L Data set field Mark as default Undefaulting an option is done in the same way Fixed e mail address Current user _ Data set field Unmark as default Making the fixed e mail address option default results in the following view for the end user From Send from Fixed e mail address EJ Current user Fixed e mail address Unassigned Value Of course leaving it uneditable and not assigning it a value doesn t make any sense so either provide a value or make the value editable User manual XperiDo for Microsoft Dynamics CRM e Xpe d Do Your documents Automated A Master your data flows Boost your output streams 9 1 3 Using a data set field In the next example we ve checked the Editable box and selected to use a Data set field Fixed e mail address L Current user set field r Data set fields O l Account The end user will then see this From Send trom L Data set field Once you select to use a data set field the fields that are in the data set will be shown below the options Click the entity to view all the fields it contains Data set fields 5 Account C Account L Account Name TT Account Number L Address 1 Address Type L Address 1 City L Address 1 Country Region L Address 1 County L Address 1 Fax In this list you can then select which fields you want to use Jus
68. periDo for Microsoft Dynamics CRM a XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams LETTER ACTIVITY TASK ACTIVITY Letter Settings Create an activity and or a note when Ml Visible W Editable Required e ccoo andre Add Letter activity by defaut ES From To Address Direction subject Description Regarding Duration Priority Due status Assign to Include generated file In here choose either Letter Activity Task Activity or Note Each section has an Add Letter Task Note activity by default settings Checking this means that this setting is on by default for the end user For each section you can set a numer of options These are the settings for letter activities e From who the letter is from e To who the letter is addressed to e Address the address of the receiver e Subject the subject of the letter e Description the description of the letter e Regarding what the letter is about e Duration the duration of the letter e Priority the priority of the letter e Due when the letter is due e Status whether the letter activity is open or closed e Assign to to who the letter is assigned e Include generated file whether to include the generated file in a note you can set the title and the note s content User manual XperiDo for Microsoft Dynamics CRM so Xpe d Do Your documents Automated A Master your data flows Boost your
69. r Tags B Default Invoice B Mog Save printer tags Remove printer tags Here you mark the checkbox next to the tags you want to add You can check multiple tags if you like Manage Printer Tags W Default Wi Invoice O Mag Save printer tags Remove printer tags Click Save printer tags to add the selected tags to the current printer The tags are now visible next to the printer User manual XperiDo for Microsoft Dynamics CRM nu Xpe d Do Your documents Automated A Master your data flows Boost your output streams ES MAME DESCRIPTION Brother HL 4150CDN senes Local avallable printer Default Invoice Note that you cannot add the same tag to two different printers that belong to the same team You notice this when you try to do it Manage Printer Tags Ca E ly Default nn Aen E L Mog Save printer tags Remove printer tags The Default and Invoice tags are grayed out because another printer already has those assigned to it 11 1 5 3 Selecting a printer tag for your template In the settings of a template you can choose whether to use an actual printer or to select it via a printer tag Print O Use actual printer Use printer tag Default Le Visible M Editable M Required When choosing a tag the printer it chosen through its printer tag For example if the end user is in team A which has printer X assigned to it with tag A then selecting tag A as the printer in this
70. r to create a note for the task or not e Note subject and Note message the subject and message of the task e Transaction ID in the transaction ID which links this step to the Generate Document step The document will be attached to the note 13 2 7 Send E mail The Send E mail step can be used to attach the generated document to an automatically generated e mail The following options are available in the Send E mail step User manual XperiDo for Microsoft Dynamics CRM er Xpe d Do Your documents Automated A Master your data flows Boost your output streams EA Save and Close Help egen Process gendoc Working on solution Default Solution El Set Custom Step Input Properties Property Name Data Type Value Form Assistant gt From Single Line of Text Dynamic Values Y Dynamic Values Subject Single Line of Text To Single Line of Text peto Cc Single Line of Text Look for Account M Bec Single Line of Text F Use generated document as message Two Options e False True Attach generated document Two Options False e True Pd bh A E mail Message Transaction ID Single Line of Text Activity type Option Set Save create open e mail activity Transaction ID In Single Line of Text Default value e From the e mail address of the sender e Subject the subject of the e mail e To the e mail address of the recipient e Cc the e mail address of the recipient in CC e Bcc the e mail address of the recipient in BCC
71. riDo Connection User manual XperiDo for Microsoft Dynamics CRM ai XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams Aa A BN XPERIDO MS RO Configuration ml APERIDO CONNECT AperiDo Connection XAPERIDO MANAGEMENT E htt S OD sf vw Mame P XperiDo Configuration URL XperiDo Service URL Enabled Taurus https taurus xperida com https taurus perido CO Yes Virgo https fvirgo xperido com https fvirgo xperido com Mo xbprod httpsfservices invensa com 5443 https services invensa c Mo In the screenshot above you can see that we have set up three XperiDo Configuration records one for every connection to an XperiDo server In this example only the Taurus connection is set to Enabled indicating that that connection is the one that is being used Note that only one connection can be active at a time you ll get an error along the way if you have multiple active connections and that usually you ll only have one connection set up in your XperiDo Connections Because we usually install XperiDo on your system we make sure that the XperiDo connections are set up the way they should be meaning that you will not have to bother with them Should you suspect that there is a problem with your connection please contact our helpdesk 2 3 Configuration 2 3 1 Minimal security role authorizations XperiDo connects with Microsoft Dynamics CRM through a
72. rinter settings The Printer settings tab allows you to manage the available printers for your CRM teams Select Teams Edit Printers Default Relcad printers XperDoDesigners No printers have been added yet ApenDolsers Invenso Convense Acceptance Development New Printer Taq Current Printer Tags Printers are defined on a team basis meaning that you should first create your teams in CRM and then assign printers to them via this page 11 1 1 Adding a printer to a team Select a team and click the plus This opens up a new window User manual XperiDo for Microsoft Dynamics CRM Gand Your documents Automated XD Master your data flows Boost your output streams Add Printers NAME Brother HL 41S0CDN senes avaiable printer DESCRIPTION Lu valable printer Cu Ol rot or HL 150 Dy EES Local GOA LACAN 52 1185 Local Ago selected printers Here you mark the checkbox next to the printer you want to add You can check multiple printers if you like Add Printers NAME DESCRIPTION Brother HL 4150CDN senes available printer Wl Brother HL 4150CDN senes Local avaiable printer Add selected printers Click Add selected printers to add the selected printers to the list of available printers for that team 17 1 2 Removing a printer from a team To remove a printer from a team hover over the printer and click the X Edit Printers E NAME DESCRIPTION Brother HL
73. s For example if one of your data sets entities is Contact then you ll need to give the connection user read privileges on the Contact entity If you also want to allow XperiDo users to create notes or activities such as letters tasks or e mails then the connection user also needs write privileges on the entities of your data sets These entity privileges can be found in the Core Sales Marketing Service and or Custom Entities sections of the security role s settings User manual XperiDo for Microsoft Dynamics CRM wm Xpe d Do Your documents Automated A Master your data flows Boost your output streams 2 3 2 XperiDo security roles During import XperiDo creates three security roles which can then be assigned to users in CRM These can be set in CRM by going to Settings gt Administration gt Security Roles e XperiDo Users can create documents and view the created documents in the XperiDo Management console e XperiDo Designers can do everything XperiDo users can as well as create datasets and templates in the XperiDo Management console e XperiDo Administrators can do everything XperiDo designers can as well as edit the connection parameters and view the reporting in the XperiDo Management console Managing XperiDo security roles might be easier with teams By using teams in Microsoft Dynamics CRM you can manage the roles rights of all the users in the current team at once CRM teams are also used in the XperiDo
74. s CRM Xpe d Do Your documents Automated A Master your data flows Boost your output streams An e mail will now have been saved sent the content of that e mail is the text message you wrote The original document is attached to the e mail as well 7 1 2 Option 2 use the generated document Choosing this option allows you to use the generated document as the message body of your e mail Message Message source Use document as message body Attach document as well When you use this option it is important to know that the template will be converted to a HTML document as e mails are formatted in HTML which can alter the lay out and positioning slightly This can also be different depending on the browser used to view the e mail With this option selected an additional checkbox appears asking you whether you want to attach the document as well If you check this option the generated document will be attached to the e mail The diagram below shows how this option works XperiDo template document document as document CRM record message body attached as well 1 You select a CRM record and an XperiDo template This is sufficient for creating a document 2 You select to e mail the document and to use the document as the message body 3 You choose whether you want to attach the document or not User manual XperiDo for Microsoft Dynamics CRM Xpe d Do Your documents Automated
75. s chapter e E mail you can e mail your documents More information about e mail settings can be found in this chapter e Start DocuSign digital transaction you can set up your templates for use with electronic signatures More information about electronic signatures can be found in this chapter 8 7 Dynamic fields Dynamic Fields are fields whose value is determined at the time of document generation unlike regular fields that pull their value from CRM The template designer sets the type of value to enter while the user generating the document decides the value During the template creation process you can select whether to allow dynamic fields Checking the box at the bottom will reveal a pencil Add dynamic fields Clicking the pencil will open a window where you can set the dynamic fields Dynamic Fields Define dynamic fields These are extra o parameters outside the selected data set The user can fill up these parameters with values during the document creation process Dynamic fields can be very useful in a number of ways such as giving the end user the possibility of including multiple promotions of their choosing The designer can for instance add five conditional promotions in Word By linking these to dynamic fields the end user can decide which promotions to include as this may depend on factors that are not found within CRM On the dynamic fields screen click the plus button to add a field Provid
76. s simple one template becomes one document This means that everything you put in the template ends up in your document barring possible conditional content 5 1 2 Multiple templates Ina multiple templates document generation scenario multiple segment templates are grouped into one composed template which is then converted into one document User manual XperiDo for Microsoft Dynamics CRM E XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams IT Create design segment segment templates templates compose create template document The benefit of working this way is that you can re use segment templates by using them in multiple composed templates 5 2 Template zones Each template is split into multiple zones This is useful for the assembly of composed templates as you can assign segment templates to each zone of the composed template There are four template zones the body header footer and insert zone 5 2 1 Body zone The body zone features the main content of the template If the body content exceeds the available space in the body zone of a page a new page is added to the generated document This means that a lot of body content will result in a generated document spanning multiple pages User manual XperiDo for Microsoft Dynamics CRM as Xpe d Do Your documents Automated A Master your data flows Boost your output streams 5 2 2 Header zone H
77. t as with the three options earlier checking the checkbox before an option makes that field available to the end user Let s say you select the following options E mail 4 E mail Address 2 E mail Address 3 You also set the Data set field option to default The end user then sees this User manual XperiDo for Microsoft Dynamics CRM se XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams From Send trom Data set field Field Value E mail L_ E mail Address 2 L_ E mail Address 3 Whether or not the field contains a valid e mail address isn t checked it s up to the administrator to make sure the presented information is correct 92 10 In the To tab everything is the same as in the From tab except that you can specify a To CC and BCC To CC LI Visible E mail address sources Fixed e mail address _ Current user _ Data set field BCC Click on To CC or BCC to open that part 9 3 Subject In the Subject tab you can input text that will be used in the subject line of the e mail Subject Visible LJ Editable Subject Monthly newsletter L Include document name You can also choose to include the document name in the subject line User manual XperiDo for Microsoft Dynamics CRM ss Master your data flows Boost your output streams Xpe d Do Your documents Automated 9 4 Message In the Message tab you specify whic
78. t of the name clicking it will make a small check mark appear telling you that the relation has been selected Click the square again to deselect the relation All selected relations will appear in the Fields column on the right Fields a Account 83 Contact Whenever you hover over a relation three small buttons are shown to the right of the name eS Opportunity by Account WIL The first button reloads all the entities for that given relation This will reset all related sections The second button selects all the child elements of that relation and the last button deselects all the child elements Beware when selecting all the child elements of a large entity as it could take a while to load all of them While most relations are 1 N some are N N These are shown in blue Marketing List by tistoccount association 42 2 Fields In the fields column you can select fields and N 1 relations All relations you selected in Relations also show up as fields on the right Next to Fields there is a Show advanced button which when clicked shows you the non standard fields User manual XperiDo for Microsoft Dynamics CRM 19 Master your data flows Boost your output streams Xpe d Do Your documents Automated This is the basic view Fields Show advanced E ie Account EN El Account El Account Name Account Number Cl Address 1 Address Type E Address 1 City Cl Address 1 Country Region Cl Address 1 Co
79. t your text with a multitude of options similiar to the ones in Microsoft Word You can click the tokens icon to insert fields from your data set which opens up possibilities for personalization More information about these three options can be found in this article When you are done with the e mail settings click Save To go back to the template settings click the arrow to go back When you are done with the template settings click Save Template 9 5 Action In the Action tab you specify what should be done with the e mail Action Visible Editable LL Action to pertorm Save create open e mail activity Send create closed e mail activity po Company Name Created By Created By Delegate Currency You can either save or send it e Save creates an open e mail activity This allows you to attach additional files or edit your mail before you send it manually e Send creates a closed e mail activity You mail is sent automatically User manual XperiDo for Microsoft Dynamics CRM e XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams Finally you can choose to store the activity regarding a certain field User manual XperiDo for Microsoft Dynamics CRM e Master your data flows Boost your output streams Xpe d Do Your documents Automated 10 Documents XperiDo is all about documents You can generate documents in CRM with t
80. tact Name HOODOO OO OOOO i d Address 1 Shipping Method Add selected tokens In this window select the fields you wish to add and click Add selected tokens For example you want to set the resulting document name to Letter_for_ account name where account name is the account s name To accomplish this follow these steps e Type in Letter_for_ in the document name s text box e Click the Tokens icon e Select Account Name and click Add selected tokens Now you ll see the following Document name Letter for Name x The selected token is added at the end of the typed text If you save the settings and then choose to create a document from this template the document s name will have the account name of the selected record in the filename User manual XperiDo for Microsoft Dynamics CRM we Xpe d Do Your documents Automated A Master your data flows Boost your output streams 6 2 Access settings The access settings define which users are authorized to create documents using this template To use this feature check the box to bring up a list box and two buttons Only accessible for listed teams XperiDoDesigners Clicking the plus button will reveal a list of all the possible teams These teams are extracted from CRM so if you want to use this feature you need to create your teams in CRM Click a team to add it to the list You can add more teams with the plus button To delete a team from the list
81. te 1 You select a CRM record and an XperiDo template This is sufficient for creating a document 2 You select to e mail the document and to use an XperiDo e mail template for the e mail s content 3 You select your XperiDo e mail template from the list of available templates 4 You generate your document Before sending saving the e mail XperiDo will create a second document This second document is made from the same CRM record you selected for the original document but it uses the e mail template you just selected An e mail will now have been saved sent the content of that e mail is the second document that was generated with the e mail template The original document is attached to the e mail as well 2 Use Let s say you want to send an e mail using an XperiDo e mail template with a document attached and that the attached document will be generated from a Contact record in CRM To accomplish that follow these steps First you need to set up the the data sets and templates e Create a data set with Contact as the primary entity e Create a standard template based on that data set e Create an e mail template based on that data set OR on a data set that uses the same primary entity as that data set e Design both your templates with the Word add in Remember that the e mail template is the actual e mail and that the standard template is the attached document User manual XperiDo for Microsoft Dynamics CRM a
82. template access settings where XperiDo Administrators can restrict access to the current template to select CRM teams CRM teams can be created and managed in the Settings section of Microsoft Dynamics CRM User manual XperiDo for Microsoft Dynamics CRM are Xpe d Do Your documents Automated A Master your data flows Boost your output streams 3 General use 3 1 Procedure Creating documents with XperiDo is done by following a certain procedure XperiDo Management Console Microsoft Word Microsoft Dynamics CRM First you need to create a data set in the XperiDo management console Then you need to create a template which uses this data set which is also done in the XperiDo management console Next you need to design this template in Word by using the XperiDo add in for Word When your templates are designed users can then select CRM data and click on the XperiDo document button in CRM to generate documents It is also possible to add a sample to your data set This allows you to preview your template in Word 3 2 XperiDo management console The XperiDo management console provides you with easy to use tools for managing all XperiDo resources User manual XperiDo for Microsoft Dynamics CRM SS Xperi Do Your documents Automated A Master your data flows Boost your output streams 3 2 1 Welcome screen IT XPERIDO WELCOME XperiDo Document Automation Welcome S
83. ter 12 3 2 Sign by e mail When you create a document with a sign by e mail signature the e mail will be sent as soon as the document is generated The e signing procedure will start when the person that has to sign clicks the link in the e mail User manual XperiDo for Microsoft Dynamics CRM o Xpe d Do Your documents Automated A Master your data flows Boost your output streams 13 Workflow services 13 1 Introduction Microsoft Dynamics CRM lets you define workflows which allow you to automate actions in CRM With the XperiDo workflow assembly for Microsoft Dynamics CRM document generation and output management capabilities can be triggered from these workflows Thus documents can be created stored and delivered through a fully automated process without user interaction If you re unfamiliar with workflows in Microsoft Dynamics CRM please read http msdn microsoft com en us library dn531067 aspx to learn more about their basics 13 2 Possibilities The XperiDo workflow assembly adds 9Yextra steps to the CRM workflow designer panel e Create Letter e Create Note e Create Task e Execute Service e Generate Document e Print Document e Send E mail e Send to DocuSign e Store in SharePoint They can be used in combination with other standard or custom steps to create workflows child workflows or dialogs with document generation and output management capabilities 13 2 1 Generate Document It all starts with
84. text and formatting barcodes QR codes headers footers backsides appendices and more The seamless integration with Microsoft Dynamics CRM makes the whole process straightforward and user friendly 1 1 2 How does it work XperiDo for Microsoft Dynamics CRM abbreviated to XDCRM for the remaineder of this manual is only the CRM component The full XperiDo package consists of XDCRM and the XperiDo template design add in for Microsoft Word which is used to design your templates These templates contain placeholders for data which through data sets is extracted from CRM XDCRM is used to manage both these templates and data sets and to generate your documents 12 About this document 1 2 1 Disclaimer In this manual we try our best to explain every function of XDCRM in a manner that s understandable to everyone If something isn t clear wrong or missing please let us know by sending an email to info invenso com The images in this document are taken from various versions of XDCRM If you notice that the screenshots in this manual don t always fully correspond to your screen know that the main functionality hasn t changed and that purely aesthetic changes might not be updated immediately in the manual 1 2 2 Version This manual best describes the features found in e XperiDo Managed solution 3 3 0 e XperiDo Document Automation web interface 3 3 0 User manual XperiDo for Microsoft Dynamics CRM Sl Xpe d Do Your documents
85. the Generate Document step This step generates the document after which the subsequent steps do something with that document In the Generate Document step you can select the required template through a lookup The document will be generated from this template so it is important that the template s data set s primary entity is the same entity as the one on which this workflow process is based For instance if your workflow process is based on the Account entity and you wish to insert a Generate Document step in it make sure that the template you choose in that step is also based on Account User manual XperiDo for Microsoft Dynamics CRM o Your documents Automated XperiDo If the primary entity of your template s data set and the entity on which the workflow process is based aren t Master your data flows Boost your output streams the same then no error will be shown but the document will not be generated Therefore we advise you to make sure that these entities match The following options are available in the Generate Document step E Save and Close ed Help File Working on solution Default Solution Process gendoc Fi Set Custom Step Input Properties Property Name Template Document name Data Type Lookup Single Line of Text Value Form Assistant a WelcomeLetter Welcome letter Dynamic Values Dynamic Values Include timestamp Two Options False ei True Ve Set to Include record re
86. the service eh EEN TEE ee EK Messaging Restart the service rope IP Helper Sh IPsec Policy Agent Ch kerberos key Distribution Center Description EN a l Handles the processing of queued 22 KtmAm For Distributed Transaction Coordinator Asynchronous Events Sh Lansweeper Server i g t Link Layer Topology Discovery Mapper Eh Message Queue 4 3 Broker Sh Message Queuing h Microsoft NET Framework MGEN v2 0 50727_X64 Eh Microsoft NET Framework NGEN v2 0 50727_x06 Ch Microsoft NET Framework NGEN vd D 20210 d Sh Microsoft NET Framework NGEN vi D 20210 456 Ch Microsoft Dynamics CRM Sandbox Processing Service E Microsoft Dynamics CRM Unzip Service This process connects to the XperiDo server via the following URL which can be configured in XperiDo Connection in CRM XperiDo Service URL httpos yourxperidaserver com 43 xbi axis2 services xDCRMservices XDCRMservicesPort In the above example the port through which the communication happens is port 8443 so you would have to make sure that the outgoing port on the CRM server and the incoming port on the XperiDo server are open and that no firewall is blocking the communication 15 4 2 In CRM When generating documents through workflow keep in mind that the user executing the workflow is not the person generating the documents this is the account that is used to connect the XperiDo server with CRM so they won t appear in the generated documents list for
87. through the list The buttons are first previous next and last Following the buttons there is text showing you which items you are viewing You can also use the Previous and Next buttons to browse through the items User manual XperiDo for Microsoft Dynamics CRM as Your documents Automated XD Master your data flows Boost your output streams 3 3 5 Search If you want to quickly find a certain data set template or document you can use the search function First click in the search box Then type one or more letters and press Enter or click the magnifying glass Now only the items containing the letters you typed are shown User manual XperiDo for Microsoft Dynamics CRM e Xpe d Do Your documents Automated A Master your data flows Boost your output streams 4 Data sets Data sets are subsets of CRM data which can be accessed from the Data Sets main page in the XperiDo management console Data sets in XperiDo define which data is available to be mapped into your different XperiDo templates You can access the data sets screen by clicking Data Sets in the navigation pane Welcome Data Sets Templates Documents 41 Creating data sets To create a new dataset click New Data Set New Data Set In this screen you need to give your data set a name a description and a primary entity General Data Set Settings Create a new data set Provide a name K Mame and a description
88. to the printer when hovering over it 11 1 5 Printer tags As well as assigning printers to teams you can assign printer tags to printers Tagging printers allows you to define the default printer per document type Printer tags are useful when you want different teams to print the same template on different printers Instead of letting the end user select the printer the template designer chooses which printer tag is assigned to the template Because printer tags are defined on a team basis users from different teams can have their documents printed on different printers 11 1 5 1 Adding removing tags You can add a new tag by typing the name of the new tag in the text box and hitting Enter The new tag will now show up in the list of current printer tags To remove a tag hover over it with your mouse and click the X that appears User manual XperiDo for Microsoft Dynamics CRM oa XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams Current Printer Tags Default Invoice Mos Q Removing a tag from the list also removes it from all the printers on which it was featured 11 1 5 2 Assigning a tag to a printer When adding a tag it is not yet assigned to any printer To do that click the tag button that appears when hovering over a printer Edit Printers e NAME DESCRIPTION Brother HL 4150CDM senes Local available printer This brings up a new window Manage Printe
89. unty Address 1 Fax Cl Address 1 Freight Terms And this is the advanced view Fields Show basic D 3 Account e ICH PreferredContactMethodCodeName L MasterAccountidYomiName E Address2 FreightlermsCodeName E new_partnerlevelperproductHame PrimaryContactidMame TransactionCurrencyldName E PreferredsystemUserldYomiName E BusinesslypeCodeName L MasterAccountidName Advanced fields can be useful but because they aren t standard they might not behave as expected and can cause problems These should be used at your own risk To go back to the normal view click Show basic Just as in Relations three buttons appear when hovering over a field they behave the same way By default all subfields in a field are selected unlike in Relations where by default none were selected After selecting your desired relations and fields click Save Data Set A message saying that the data set was successfully saved is shown in the top right User manual XperiDo for Microsoft Dynamics CRM om Xpe d Do Your documents Automated A Master your data flows Boost your output streams A The data set has been saved Note that these informative messages pop up all the time to let you know what is going on If you want to cancel the changes you made click Cancel Edits Cancel Edits You can resume selecting relations and fields for your data set by clicking Edit Data Set Edit Data Set
90. ur output streams Hide Process Properties Activate As Process Run this workflow in the background recommended As an on demand process As a child process Workflow Job Retention Automatically delete completed workflow jobs to save disk space Add Step alnsert hi Ka Delete this step Generate the document XperiDo Generate Document 3 Mark it as a child process 4 Save and close the workflow process 5 Create a new workflow process on entity A 6 Insert a Start child workflow step select entity B and choose the previously created workflow process tAdd Step gt Insert Ka Delete this step Generate a document from this account s primary contact Start child workflow Primary Contact Lal Now when the workflow is triggered on Account it will generate a document on that Account s Primary Contact User manual XperiDo for Microsoft Dynamics CRM Ca Xpe d Do Your documents Automated A Master your data flows Boost your output streams 13 4 Behind the scenes 13 4 1 On the CRM server Every action that is done through workflow is executed by the Microsoft Dynamics CRM Asynchronous Process Service This is a process that runs on the CRM server which processes the outgoing from CRM to the XperiDo server requests Microsoft Dynamics CRM Mame Asynchronous Processing Service O Interactive Services Detection Ch Internet Connection Sharing ICH Stop
91. ure additional template In here click Edit so that you can change the settings Then find the Start DocuSign digital transaction checkbox and check it This brings up more options User manual XperiDo for Microsoft Dynamics CRM Ge XD Xpe d Do Your documents Automated A Master your data flows Boost your output streams Ml Start Docusign digital transaction Use different envelope name envelope name here Use different document name document name here Customize Docusign e mail subject e mail subject here Customize DocuSign e mail body Formats Paragraph X Font Family Font Sizes this is a formatted e mail body Visible Editable Wi Required Like the other template settings this setting also has the following checkboxes e Visible whether this option is visible to the end user e Editable whether this option is editable by the end user e Required whether this option is required for document generation We strongly advise you to enable the Show message feedback after generation Output Options Wl Show link to document after generation Wl Show message feedback after generation This guarantees that the end user will be shown a link to the e signing procedure should your template contain a sign in person signature 12 2 2 DocuSign settings The following settings can be changed User manual XperiDo for Microsoft Dynamics CRM mm Master your data flows Boost your output streams

XperiDo for Microsoft Dynamics CRM User manual

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