You use this program to view information on all archived documents generated using SRS document printing. Once displayed, you can preview individual documents and optionally reprint or email them.
Documents are archived when they are initially generated (printed, faxed or emailed) and each time they are re-generated (i.e. re-printed, re-emailed or re-faxed) from within the various document printing programs in SYSPRO.
| Field | Description |
|---|---|
| Time Filter | This defaults to Today, to
minimize the potential number of archived documents displayed
when you first load the viewer. When you select a different time filter, the selected filter is used the next time you load the viewer. |
| Custom Filter | Select this to display the archive documents according
to the Filter Options you
indicated. This option is automatically selected for you when you select the Apply Custom Filter function from the Filter Options pane, |
| Show Custom Filter | Select this to display the Filter Options pane if it is not already displayed. |
The documents currently archived for the selected document type are displayed in this listview, according to the Time filter you selected.
![[Note]](images/note.png)
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| Column | Description |
|---|---|
| Preview document | You use the Preview option to
display the document in the SRS Preview
screen. Depending on the archive settings defined at the time the document was archived (Maintain SRS Document Templates) you can select to view the document as a PDF and/or Crystal report (RPT). From the PDF viewer or the Crystal reports viewer, you can select to print and/or email the document (see SRS Preview). |
| Date of archive | This indicates the date and time when the document was archived. |
| Operator | This indicate the name of the operator who generated the document. |
| Format | This indicates whether the document is anRPTor a PDF file or both. This depends on the Archive options defined against the document template used to generate the document (see Document Template). |
Additional columns display the mandatory archive fields together with the fields you selected to include when archiving (see Archive). The columns displayed depend on the type of document you are viewing.
You can select the Field Chooser option (by right clicking on a listview column heading) to add the following columns to the listview:
| Column | Description |
|---|---|
| Archive date | This indicates the date on which the document was archived. |
| Archive time | This indicates the time at which the document was archived. |
| File name | This indicates the name of the archive file. It is saved in the archive location defined in the SRS Document Archive Setup program. |
| Id | This indicates the identity of the GUID (globally unique identifier) file. This ID is unique and is created by SRS each time you generate (or regenerate) the document. |
| Operator code | This indicate the code of the operator who generated the document. |
| Type | This indicates the archived file type as
follows:
You use the Maintain SRS Document Templates program to indicate the format in which you want to archive printed, faxed and emailed documents. |
You use the Filter Options to indicate the criteria according to which you want to display documents in the Archived Documents listview.
| Field | Description | ||||
|---|---|---|---|---|---|
| Apply Custom Filter | Select this to apply the Filter
Options you selected in this pane to the documents
displayed in the listview. When you select this function, the Time filter is automatically set to Custom filter. Only the documents matching the Filter Options you indicated are displayed. If too many items are displayed in the listview, you can use the Filter rows (Ctrl+F) function in the listview to further filter the information displayed. Note that if you select to view a large number of archived documents, the program may take some time to display the items in the listview. In this case, you may need to refine your search using the Filter Options. |
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| Archive details | |||||
| Operator | Indicate the operator for whom you want to view the archived documents. This is the operator who generated the report. | ||||
| Start date | Indicate the archive start date from which you want to display documents in the listview. | ||||
| End date | Indicate the archive end date up to which you want to
display documents in the listview. This defaults to the current system date, but can be changed. |
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| Selected Archive Fields | This section displays the mandatory archive fields and the fields you selected to include when archiving the documents (see Archive). The selections enable you to indicate the archive fields according to which you want to display archived documents. The selections available depend on the type of document for which you are viewing the archive.On SQL server based systems, if you enter part of a string, then Custom Filter searches for that string within the field. For example, if you enter 106 against a Document number field, then any document containing the string '106' is displayed. On C-ISAM based systems, the exact string must be entered to find the required document.
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This screen is displayed when you select the Preview option from the Document Preview column of the Archived Documents listview.
| Field | Description |
|---|---|
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Select this to print the document. See Activity considerations in Notes and warnings. When previewing an archived .pdf format of the document, the document is loaded into a web control and SYSPRO has no control over the availability of any print options. When printing Sales Order documents, the Print function is only enabled if:
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| Select this to email the document. The document is always attached as a PDF document when using the MSOutlook email client. See Activity considerations in Notes and warnings. When printing Sales Order documents, the Email function is only enabled if:
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| Close | Select this to return to the previous screen. |
| Portable document format | Select this to view the .pdf
format of the report. This applies if the document was archived as both a .pdf and an .rpt document (Maintain SRS Document Templates). In addition, this tab is only displayed if the activity: SDS Allow viewing of PDF documents in archive viewer is selected for your operator code (Operators). |
| Crystal document format | Select this to view the .rpt
format of the report. This applies if the document was archived as both a .pdf and an .rpt document (Maintain SRS Document Templates). |
| Export |
Select this to export the document. This is only available for the .rpt format of the document. See Activity considerations in Notes and warnings. |
This screen is displayed when you select to email the document.
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| Field | Description | ||||||||||||||||
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| Email options | |||||||||||||||||
| To | Indicate one or more recipients to whom you want to send the email. Use the semi-colon (;) to separate recipients. | ||||||||||||||||
| Cc | Indicate one or more recipients to whom you want to send a copy of the email message. | ||||||||||||||||
| Subject | Indicate the wording that must be displayed in the subject field of the email message. | ||||||||||||||||
| Attach as | Indicate the format in which the report must be added
to the email as an attachment.
The following options are available for .rpt documents:
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| Additional text | Enter free format text to include in the
email. You need to use Ctrl+Enter to start a new line in this section. |
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| Send | Select this to email the document to the intended recipients. | ||||||||||||||||
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Documents are only archived if the Archive document option is selected against the template used to generate the document (Maintain SRS Document Templates - Document Template).
If you configured your documents for archiving (Maintain SRS Document Templates) but they are not displayed in the Document Archive Viewer, then you can use the SRS Document Pending Archive program to assist in troubleshooting the problem.
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Archive files may remain in the Pending folder located under C:\ ...WORK\srs_X\ when an operator attempts to archive SRS documents.
If the operator belongs to a Role and Program access is configured by role (Roles) then access to both the following programs must be given using the Role Program Access Maintenance program:
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IMPSLG - SQL Administrative login
and
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IMPSCP - SQL Execute SQL Scripts
If the operator is not part of a role or if Program access is not configured by role (Roles) then access to these two programs must be given to the operator's group (Groups).
Documents can then be correctly archived by the operator.
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Advanced conditional formating cannot be applied to any of the SRS Documents > SRS Document Archive Viewers listviews.
The SRS Document Archive Viewer program is a single program used to generate the information for all document types. This means that the SRS Document Archive Viewer program loads different content into the listview depending on the document type being viewed. Power tailoring/conditional formatting can therefore not be applied, as this would be saved against the SRS Document Archive Viewer program and would not work when loading a different document type's listview.
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SRS document archiving control is system wide; not company specific.
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Documents are only archived if the Archive document option is selected against the template used to generate the document (Maintain SRS Document Templates - Document Template).
If you configured your documents for archiving (Maintain SRS Document Templates) but they are not displayed in the Document Archive Viewer, then you can use the SRS Document Pending Archive program to assist in troubleshooting the problem.
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Documents are not re-archived when you reprint them from within the SRS Document Archive Viewer programs.
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An environment in which the 1000's separator character and the Decimal character are defined as the same (Company Maintenance) is not catered for and could cause the program to crash.
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Role layout and form design cannot be saved against this program. The reason is that the SRS Document Archive Viewer program applies to all document types and each document type has different archive columns.
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The Macros for option does not return any results in this program. It has been intentionally disabled, because the columns change depending on the key you select.
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If your system is configured to use Microsoft Office 365 for email (Credentials tab of the Personalize program) then the web-based outlook for Office 365 is used to send the email providing you have selected Crystal 2013 from the Reporting tab of the System Setup program.
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The archive_error_*.txt files are automatically deleted from the ..\Base folder by the archiving process when they are older than 30 days.
Operator access to the following activities within this program can be restricted. You configure this using the Operators program.
| Activity | Description |
|---|---|
| SDS Allow viewing of PDF documents in archive viewer | Controls whether an operator can view .pdf documents in the SRS Document Archive Viewer programs. This only applies when document archiving is enabled and the Archive type is set to PDF or Both (Maintain SRS Document Templates). |
| SDS Allow print from document archive (crystal format only) | Controls whether an operator can print .rpt documents from the SRS Preview screen (see SRS Preview). |
| SDS Allow export from document archive (crystal format only) | Controls whether an operator can export .rpt documents from the SRS Preview screen (see SRS Preview). |
| SDS Allow email from document archive | Controls whether an operator can email documents from the SRS Preview screen (see SRS Preview). |
| SDS View all archived items |
Controls whether an operator can view archived reports for all operators in the SRS Document Archive Viewer programs, irrespective of which operator generated the document. When not enabled, only the archived reports generated by an operator are displayed when that operator accesses the SRS Document Archive Viewer programs. |
| SDS View operator role archived items |
Controls whether an operator can view archived reports for other operators in the SRS Document Archive Viewer programs when operator roles are defined (Roles). Enabling this activity enables all operators in the same role to view documents in the SRS Document Archive Viewer programs, irrespective of which operator in the role generated the document. When not enabled, only the archived reports generated by an operator are displayed when that operator accesses the SRS Document Archive Viewer programs. |
Emailing an archived document
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Open the document type's Document Archive Viewer program .
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Search for the document you need to email.
You can either use a time filter or a custom filter to search for the document.
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Preview the document.
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Select the format tab of the document you want to email.
A Portable document format tab (PDF) and/or a Crystal document format tab (RPT) are displayed within this window (depending on the archiving formats you selected in the document template configuration).
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Select the Email this Report option from the toolbar in the SRS Preview window.
You use the same option in both tabs (Portable document format and Crystal document format).
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Enter the email recipients and enter the message details, then select Send.
When you select the To or Cc options, then you can use the global address book used by the local Outlook email client.
The documents are always emailed as PDF attachments, irrespective of the document format (RPT or PDF).
Exporting an archived document
You would typically use this procedure to export an archived document to a different file format.
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This procedure only applies to archived documents that are in Crystal document format (RPT). |
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Open the document type's Document Archive Viewer program .
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Search for the document you need to export.
You can either use a time filter or a custom filter to search for the document.
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Preview the document.
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Select the Export Report option from the toolbar and select a folder where you want to export the document to.
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Enter a file name for the exported file and select the file type you want to export the document to from the drop-down list next to the Save as type option.
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Save your changes.
Previewing an archived document
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Ensure that you have enabled archiving of the specific document type.
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Once you have enabled archiving of a document type, then the archiving process will automatically start on the client workstation once the printing/emailing/faxing of the documents are completed. |
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Open the Document Archive Viewers program .
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Select a time frame from the drop-down list next to the Time filter field in the toolbar of the SRS Document Archive window.
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Select the operator and date details within the Archive details group in the Filter Options pane.
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Enter optional search details within the Selected archive fields group in the Filter Options pane.
These are the selected fields you assigned to the document type, as part of the procedure of enabling archiving of the document type. Data, relating to the archived documents, are saved in these fields in the SRS archive control file/table as part of the archiving process.
Unexpected or no results can be returned if you have changed the selected archive fields after documents were archived.
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Select the Preview hyperlink next to the required document in the Archived Documents pane.
Printing an archived document
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Open the relevant document type Document Archive Viewers program .
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Search for the document you need to print.
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Preview the document.
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Select the format tab required, and print the document.
A different toolbar is displayed depending on the format tab you have selected. The Adobe Reader toolbar is displayed in the Portable document format tab and the Crystal Reports toolbar is displayed in the Crystal document format tab.