Document Archive Viewer

SRS Documents > Document Archive Viewers > Document Archive Viewer

Document Archive Viewer

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 only archived if the Archive document option is selected against the template used to generate the document (SRS Document Template - Document Template). If you configured your documents for archiving (SRS Document Template), 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.

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.

Documents are not re-archived when you reprint them from within the Document Archive Viewer programs.

Toolbar and menu

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.

Archived Documents

The documents currently archived for the selected document type are displayed in this listview, according to the Time filter you selected.


	By default, only the documents you generated are displayed. However, all archived documents are displayed if the activity: SDS View all archived items is selected for your operator code (Operator Maintenance - Security tab). In addition, if your operator code belongs to a role (Role Management), then all documents generated by the other operators in your role are displayed if the activity: SDS View operator role archived items is selected for your operator code (Operator Maintenance - Security tab). Although the listview is customizable, your customization settings are currently not retained when you exit the program.

Archived Documents listview

The following columns are included in this listview:

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 (SRS Document Template), 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 an`RPT`or 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: 1 denotes a Crystal Reports format (`.rpt`) file 2 denotes an Adobe Acrobat format (`.pdf)` file 3 denotes both an `rpt` and a `pdf` file You use the SRS Document Template program to indicate the format in which you want to archive printed, faxed and emailed documents.

Filter Options

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.

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.

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.

When you change your selection of archive fields (Archive) the documents already archived are not changed to include/exclude your new selection.

Only documents archived after your changes reflect the changes you made to the archive selection in the SRS Document Types program.

SRS Preview

This screen is displayed when you select the Preview option from the Document Preview column of the Archived Documents listview.

Field	Description
Print	Select this to print the document. You can only print the `.rpt` format of the document if the activity: SDS Allow print from document archive (crystal format only) is selected for your operator code (Operator Maintenance - Security tab). When printing Sales Order documents, the Print function is only enabled if: the field: SO Print from preview option is selected for your operator code (Operator Maintenance) and the preference Print from previewed document is selected for the document format (Print Options).
Email	Select this to email the document. The document is always attached as a PDF document when using th MSOutlook email client. You can only email the document if the activity: SDS Allow email from document archive is selected for your operator code (Operator Maintenance - Security tab). When printing Sales Order documents, the Email function is only enabled if: the field: SO Print from preview option is selected for your operator code (Operator Maintenance - Security tab) and the preference Print from previewed document is selected for the document format (Print Options).
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 (SRS Document Template). 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 (Operator Maintenance - Security tab).
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 (SRS Document Template).
Export	This icon is only available for the `.rpt` format of the document. In addition, you can only export the .rpt format of the report if the activity: SDS Allow export from document archive (crystal format only) is selected for your operator code (Operator Maintenance - Security tab).

Email Document

This screen is displayed when you select to email the document.

Field Description

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.

These options only apply if you archived the document in .rpt format.

If the document was only archived as a .pdf, then you can only email it as a .pdf attachment.

The following options are available for .rpt documents:

Option	Description
Crystal Report (`RPT`)	Select this to email the document in Crystal Report (RPT) format. This format emails (saves) your report with the current data without modifying the original document.
Adobe Acrobat (`PDF`)	Select this to email the document in Adobe Acrobat (`PDF`) format. This is a page-based format. Acrobat format will email both layout and formatting in a manner that is consistent with how the document looks on the Preview tab. Acrobat format embeds the TrueType fonts that appear in the document. (Non-TrueType fonts are not supported.)
HTML 4.0	Select this to email the document in HTML 4.0 format. The report can be viewed without requiring SYSPRO programs. This is a page-based format. This format preserves the layout and formatting of the document by using DHTML.
Microsoft Excel (`XLS`)	Select this to email the document in Microsoft Excel (`XLS`) format. This is a page-based format. This format converts your document contents into Excel cells on a page-by-page basis. Microsoft Excel has a limit of 256 columns in a worksheet; therefore, any report object (or part thereof) that is added to cells beyond 256 columns is not emailed.
Microsoft Word (`RTF`)	Select this to email the report in Microsoft Word (`RTF`) format. This is a page-based, exact format that produces an `RTF` (Rich Text Format) file. Almost all of the formatting is retained. Text objects cannot, however, be placed outside the left edge of the page. Therefore, if you have text objects in your report that are placed before the left edge of the printable area, they will be pushed right. (This is most noticeable in reports with wide pages.)

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.

Send Select this to email the document to the intended recipients.

Notes and warnings

Coding considerations

Documents are only archived if the Archive document option is selected against the template used to generate the document (SRS Document Template - Document Template).

If you configured your documents for archiving (SRS Document Template), 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.
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 (Role Management), then access to both the following programs must be given using the Role Program Access Maintenance program:
- IMPSLG - SQL Administrative login
  
  and
- IMPSCP - SQL Execute SQL Scripts
If the operator is not part of a role or if Program access is not configured by role (Role Management), then access to these two programs must be given to the operator's group (Operator Group Maintenance).

Documents can then be correctly archived by the operator.

Restrictions and limits

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.

Role layout and form design cannot be saved against this program. The reason is that the Document Archive Viewer program applies to all document types and each document type has different archive columns.
SRS document archiving control is system wide; not company specific.

Deletion considerations

The archive_error_*.txt files are automatically deleted from the ..\Base folder by the archiving process when they are older than 30 days.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operator Maintenance program.

Activity	Description
SDS Allow viewing of PDF documents in archive viewer	Controls whether an operator can view .pdf documents in the Document Archive Viewer programs. This only applies when document archiving is enabled and the Archive type is set to PDF or Both (SRS Document Template).
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 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 Document Archive Viewer programs.
SDS View operator role archived items	Controls whether an operator can view archived reports for other operators in the Document Archive Viewer programs when operator roles are defined (Role Management). Enabling this activity enables all operators in the same role to view documents in the 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 Document Archive Viewer programs.

Emailing an archived document

Open the document type's Document Archive Viewer program (SYSPRO main menu > SYSPRO Reporting Services > Document Archive Viewers).

Search for the document you need to email.


	You can either use a time filter or a custom filter to search for the document.

Preview the document.
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).
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).

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.


	This procedure only applies to archived documents that are in Crystal document format (RPT).

Open the document type's Document Archive Viewer program (SYSPRO main menu > SYSPRO Reporting Services > Document Archive Viewers).

Search for the document you need to export.


	You can either use a time filter or a custom filter to search for the document.

Preview the document.
Select the Export Report option from the toolbar and select a folder where you want to export the document to.
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.
Save your changes.

Previewing an archived document

Ensure that you have enabled archiving of the specific document type.


	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.

Open the Document Archive Viewers program (SYSPRO main menu > SYSPRO Reporting Services > Document Archive Viewers).
Select a time frame from the drop-down list next to the Time filter field in the toolbar of the SRS Document Archive window.
Select the operator and date details within the Archive details group in the Filter Options pane.

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.

Select the Preview hyperlink next to the required document in the Archived Documents pane.

Printing an archived document

Open the relevant document type Document Archive Viewers program (SYSPRO main menu > SYSPRO Reporting Services > Document Archive Viewers).
Search for the document you need to print.
Preview the document.
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.