Set Document Parameters
Use the Document Output Parameters Maintenance (TDOC) program to set and change output parameters for each type of document. See Background, Road Map, and Overview: Document Management System for more information.
The program displays these fields for documents:
Field Name |
Displays |
Document |
The documents that have parameters set |
Document name |
The document name |
Program |
The name of the program that outputs this document |
Br |
Parameters for
this document apply to this branch |
New ord |
Document copies
for new orders are: |
Chgd ord |
Document copies
for changed orders: |
Company name |
The is a company identifier (e.g., your company or branch name) that prints in the subject line when documents are emailed. |
Choose the appropriate options:
To |
Do This |
Add a document |
Click Add. |
Delete a document |
Highlight the document and click Delete. See Delete. |
Copy a document |
Highlight the document and click click Copy. See Copy. |
Display a document |
Highlight the document and click Select or double click the line. See step 3. |
Print list of documents |
Click Print. See Print. |
Exit the program |
Click Exit. |
Enter data in these fields:
Field Name |
Type / Max Length |
Action / Description |
Document |
Required |
Select document you want to output. |
Branch |
Optional |
Leave blank if the same parameters apply to all branches in your enterprise or select the branch that whose output should use these parameters. For example, you may want to print a different logo on this document for this branch. See Background for the branch used for each document. |
Field Name |
Type / Max Length |
Action / Description |
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| Print new orders immediately? | Optional | Select how you want to output this document for new orders:
Notes
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| Print changed orders immediately? | Optional | Select how you want
to output this document for changed orders:
Notes
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ISO document number |
Optional |
Enter the International Organization for Standardization (ISO) number to be printed on this document. If specified, it is printed at the top left corner of the page. |
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Header image name |
Conditional/Optional |
Enter the name
of an image file that you want to print on the header of this
document. Some systems are case sensitive, so enter the file name
exactly as it appears. |
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Form name |
Conditional |
Enter the name of a form that you want to use for this document or leave blank to use the standard format for this document. A customized form typically has data in a different order or position on the page than the standard format. For example, enter OPSC if you are using the OPSC form for the Acknowledgment Print (OPS) program. If a custom form template is specified, the form name is the part of the print program name that follows XP. For example, if the print program name is XFRPC, the form name is RPC. Leave Form name blank to use the standard format with a custom form template. Contact Qantel Technical Support for alternative forms. |
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Overlay image file |
Optional |
Enter the name of an overlay file. An overlay file contains a form that data will overlay (print on top of). The file should be in TIF, GIF,or JPG format. Overlays must be stored in the location you specified in the Base path option in System Options Maintenance (XM) program (Help and Other Path Options). If a single document outputs faxed and other types of copies (e.g., printed, emailed), do not specify the overlay image at the document level as they can vary by device type. Instead, set up overlay images at the copy level so they are specific to the type of device. |
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Sort copies by footer? |
Conditional/Optional |
If you selected
Q for Print
new orders immediately?, select if you want to sort documents
by footer or leave blank if you do not. |
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Sort order |
Conditional/Optional |
If you selected
Q for Print
new orders immediately?, select R
to sort printed documents by recipient or select O
to sort them by order number. |
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Message code |
Optional |
Select the code
for a text message that you want to print on all copies of this
document. |
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Item message code |
Optional |
Select the code
for a text message that you want to print on all copies of this
document. |
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Boilerplate name |
Optional |
Enter the name
of a file that contains information you want to print. For example,
you can print warranty information. |
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Boilerplate print location |
Optional |
Select on what document pages you want boilerplate text to print:
Notes
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Allow auto queue processing? |
Optional |
Select if processing this document's print queue will be scheduled using the Job Scheduler (JOBS). |
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Job stream name |
Optional |
Select the job stream name, created in JOBS, that links this document's print queue to the frequency/days run settings |
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| Reprint after partial shipment | Optional | Select how you want documents to be handled after a partial shipment is completed. Note
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Archive path/folder |
Optional |
Specify a sub-folder to use in conjunction with Document archive path in Help and Other Path Options. A script on the QICWARE server renames/moves PowerShift-created PDF copies file to the appropriate archive name in the path/folder you specify. Note |
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Optional |
This field is used for supporting custom versions of PowerShift documents (e.g., invoices, orders). It should be used only with the assistance of PowerShift Support. |
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Company name for emails |
Optional |
The is a company identifier (e.g., your company or branch name) that prints in the subject line when documents are emailed. |
Click Other info to enter or change data in these fields:
Field Name |
Type / Max Length |
Action / Description |
Document |
Display only |
The document name |
Branch |
Display only |
The branch these parameters apply to |
Folder/file name |
Optional |
Enter the name (including subfolder) of the file to attach when this document is emailed (e.g., misc/terms.pdf). The path name is appended to the Form-related doc path set up System Options Maintenance: Help and Other Path Options. You can specify whether or not to include the attachment by document copy. |
File reference |
Optional |
Enter what you want the file called when it is attached to the emailed document. |
Choose the appropriate options:
To |
Do This |
Display additional fields |
Click Other info. |
Delete this document |
Click Delete. See Delete. |
Display changes made to documents |
Click Audit. See Display an Audit Trail. Click OK to return to this program. Note |
Enter copies for this document. You must set up at least one copy to output immediately or queue this document. |
Click Copies. |
View the header image |
Click View logo. |
Return to the list of documents |
Click OK. See step 2. |
The program displays the name of the selected document, branch and ship-to followed by copies that currently exist:
Field Name |
Displays |
Copy |
The number of the copy |
Cr copy? |
The recipient for this copy |
Output dev |
The device to which this copy is output |
Recipient |
The recipient type for this copy |
Email/fax number |
The email address or fax number entered for this copy |
Choose the appropriate options:
To |
Do This |
Add a copy of this document |
Click Add. |
Delete a copy of this document |
Highlight the line and click Delete. See Delete. |
Copy a copy of this document |
Highlight the line and click Copy. See Copy. |
Display a copy of this document |
Highlight the line and click Select or double-click the line. |
Print the list of copies |
Click Print. See Print. |
Add or display customer, vendor, or branch profiles for this document |
Click Profiles. See Add a Document Profile. |
Exit copies for this document |
Click OK. See step 4. |
Field Name |
Type / Max Length |
Action / Description |
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Copy |
Required |
Accept the displayed copy number or enter a different one. You can output as many copies of a document as you and your customers or vendors require. You cannot change this number after a copy has been created. |
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Output device |
Optional |
Select the device that you want to use for this copy of this document or leave blank to enable the output device to be selected by the user. For archive copies, select a non-queueing PDF spooler as the output device. If you leave the field blank, users will have to specify the output device they want to use in the document print program. For example, for a sales order packing slip, they would run Packing Slip Print (OPAK), choose the desired output device and save options. Output devices and other options can also be set in Program Options Maintenance (XROPT). |
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Recipient type |
Optional |
Select a recipient for this copy. The system retrieves the email address or fax number for this recipient. Document Copies & Recipients lists documents, recipient types and the source of the address used for each document copy. See Background for more information. |
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Always create this copy? |
Optional |
Select if you want to create this copy each time you output this document or leave blank if you do not. Select this field if you want to output multiple copies of a document and do not want to create all of them in every customer, vendor, or branch profile. Suppose that you want to output two copies of a document: one for the vendor and another for the buyer. When you create a vendor profile, you most likely will be doing so because the vendor prefers a different output device. If you select this field for the buyer copy, you do not need to create a buyer copy for each vendor profile. See Background for more information. The No copy option (maintained by customer, vendor or branch in CDM, VDM or TDM) provides further control of whether or not the document copy is created. If the No copy option in the document profile is set to Include document copies, documents selected to always be created at the document level will be printed; if it is set to Exclude document copies "always created" copies are excluded (i.e., nothing is printed). |
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Always queue this copy? |
Optional |
Select to queue this copy even when other document copies are processed as an immediate print. |
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Archive copy? |
Optional |
Leave blank if you do not want to create an archive copy of the document or specify when an archive copy is created:
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Footer code |
Optional |
Select a code for the standard text that you want to print at the bottom of this copy of the document. Use the Document Footer Maintenance (TDFM) program to set up codes. |
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Message code |
Optional |
Select the code
for a text message that you want to print on this copy of this
document. |
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Overlay image file |
Optional |
Enter the name of an overlay file to use for this copy. An overlay file contains a form that data will overlay (print on top of). The file should be in TIF, GIF,or JPG format. Overlays must be stored in the location you specified in the Base path option in System Options Maintenance (XM) program (Help and Other Path Options). If a single document has faxed and other types of copies (e.g., printed, emailed), do not specify the overlay image at the document level as they can vary by device type. Instead, set up overlay images at the copy level so they are specific to the type of device. |
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Header image name |
Conditional/Optional |
Accept the Header image name from the document,
enter the name of an image file that you want to print on this
copy, or clear/leave blank if you want no image for this copy. |
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Boilerplate name |
Optional |
Enter the name
of a file that contains information you want to print for copies.
For example, you can print warranty information. |
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Boilerplate print location |
Optional |
Select on what document pages you want boilerplate text to print for copies:
Notes
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Track document history? |
Optional |
The document history header record is always recorded, but select if you want to display detail about document copies in the Document Print History Inquiry (DOCQ) program or leave blank if you do not. |
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Print co name/addr? |
Optional |
Select if you want to print the name and address of the branch on this copy or leave blank if you do not or you entered a Header image name. |
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User field print codes |
Optional |
Enter one or more
print codes (0 to 9) that match the print code designated for
a user field in the User Fields Maintenance (XMO) program. |
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Note print codes |
Optional |
Enter one or more print codes 0-9 for notes that you want to print on this copy. Enter codes in any order, without extra characters such as spaces, commas, or dashes. For example: 3175 If you leave blank, only type B and P notes are printed. See Enter Notes. |
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Item document print codes |
Optional |
Enter one or more document print codes (0 to 9) that match the print code designated for related documents. Item documents with the specified print code(s) will be included when the document is printed or emailed. Enter codes in any order, without extra characters such as spaces, commas, or dashes. For example: 31 Notes
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Include form-related doc? |
Optional |
Choose one of the following:
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Label code 1 |
Conditional/Optional |
If you print labels with this document, enter the label code set up in Label Program Maintenance. |
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Label 1 device |
Conditional/Optional |
Select the device that you want to use to print the address label for the Label code 1 selection. |
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Sort order |
Optional |
Select O if you want to print copies by order number; select R if you want to print copies alphabetically by recipient name. |
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Bin selection |
Conditional/Optional |
If you are outputting this copy to a printer, spooler, or fax device and want to override the default set for the device in the Output Device Maintenance (XDM) program, enter the bin you want to use. This allows you to print this copy on a specific type or color of paper. |
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Item message code |
Optional |
Select the code
for a text message that you want to print on this copy of this
document. |
Click Other info to enter or change data in these fields:
Note
Fields are disabled if not appropriate to the document.
Field Name |
Type / Max Length |
Action / Description |
Include orders on credit hold |
Optional |
Select how you want to handle sales orders or quotes on credit hold:
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Include orders on manual hold |
Optional |
Select how you want to handle sales orders or quotes on manual (i.e., non-credit) hold:
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Include one-step orders |
Optional |
Select how you want to handle an order entered with the One-Step Invoice Entry (RE) program:
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Include credit bal invoices |
Optional |
Select how you want to handle invoices that have a credit balance:
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Include zero balance invoices |
Optional |
Select how you want to handle invoices that have a zero balance:
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Include internal documents? |
Optional |
Select if you want
to send a copy of the document to the customer or vendor, or leave
blank if you do not. |
File/Path name |
Conditional |
If the Output device is an EDI or fax file, enter the file name, including the full path. |
Include EDI headers/trailers? |
Optional |
If the Output
device is an EDI file, select to indicate that EDI header
and trailer records are required in the output or leave blank
to exclude them.
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Click Other info to enter or change data in these fields if the Output device is email or fax and you did not select a recipient in the Recipient type field:
Field Name |
Type / Max Length |
Action / Description |
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If this is an emailed copy, enter the following fields: |
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Conditional |
If the Output device is email, enter the recipient's email address or leave blank if you selected a recipient for the Recipient type field. |
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Sender email |
Conditional |
Enter the email
address of the sender, which may be a person or department. |
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CC recipient type |
Optional |
Select the recipient type to be Cc'd (carbon copied) when this copy is emailed. |
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CC recipient type |
Optional |
Select an additional recipient type to be Cc'd (carbon copied) when this copy is emailed. |
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Cc email |
Conditional |
Enter the email address to be Cc'd. |
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Bcc email |
Conditional |
Enter the email address to be Bcc'd. |
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Reply-to email |
Conditional |
Enter the email address to which the customer should reply if they have a question or problem. |
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Sender name |
Conditional |
Enter the name
of the sender, which may be the name of a person or of the department.
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Email text |
Conditional |
If the Output device is an email attachment, you have these entry options for text that you want to appear in the body of the email message:
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If this is a faxed copy, enter the following fields: |
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Fax number |
Conditional |
If the Output device is fax, enter the recipient's fax number or leave blank if you selected a recipient for the Recipient type field. |
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Sender fax number |
Conditional |
Enter your fax number. |
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First page image file |
Optional |
Enter the name of the file that will be printed on the first page of the fax. If you are using a cover page to designate the recipient of the fax, date, and so forth, you can also specify the print positions for these fields. If you are not using a traditional "cover page" this file can be the same as the overlay image file if you want that image printed on the first page. |
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Attention name |
Conditional/Optional |
Enter the person's name to appear on the cover page and the attention line on the fax. |
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Fax cover page placement |
Conditional |
If you entered a cover page as the First page image file, enter the column and row where you want these fields to print. Enter 0 (zero) if you are not using a cover page or you are using a cover page but do not want to have these fields printed on that cover page.
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Choose the appropriate options:
To |
Do This |
Display additional fields |
Click Other info. |
Delete a copy of this document |
Highlight the line and click Delete. See Delete. |
Display the changes made to documents |
Click Audit. See Display an Audit Trail. Click OK to return to this program. Note |
To accept the data and exit this copy |
Click OK. See step 4. |