Traditionally users send Quotes or Order Acknowledgements by
email as PDF attachments. The recipient
will then print them out, sign them, scan them back in and email back. When the user receives them back, they print
them out, file them with the rest of the order documentation and then update
the order manually with the customer’s order number and so on.
This new application allows you to add to your document
template PDF Form Fields and link them to an Order Header data item. When you print the document to Email these
form items are embedded within the PDF for the recipient to complete.
On receipt your customer or supplier opens the PDF
attachment and records the required detail on the PDF itself – i.e., they enter
their order number, date and so on and then apply their digital signature to
the PDF. The updated PDF can then be
saved and emailed back.
On receipt back you can click on the Process PDF button in
Outlook – this will save the PDF attachment with its Digital Signature into the
Associate Files folder for the order/quote and will also update the
Sales/Purchase Order with the PDF form items completed on the PDF.
This application enables the use of PDF Form items in Sales
and Purchase Order Processing documents.
To update select Installationfrom the main menu followed by Application
Manager and then Document Design
Manager. Select the Sales Order or
Purchase Order Processing application and then, typically, the Acknowledgement document
type before selecting the document number to be amended and the document mask
will be displayed. Select the Parameters
option from the ribbon then use the Action button to move to parameter screen 14.
Use PDF Form Items – set to enable the use of PDF
Form Items. Once set a pop-up parameter
screen will be displayed to allow configuration of the form items.
Text – enter a descriptive text label for form item.
Item – reference the data item on the Order Header
file to be updated with the form item content when returned.
Type – enter the form item type. Available options are:
Signature
Text
Date
Number
Line/Column – usually left zero when defining within
the document parameters, once the form item has been defined you can position
the form items from the document mask.You can set the top left position for the form item from here if
required.
Once defined you can click OK to return to the document
mask.
To add the defined PDF form item right-click on the document
mask and select the Data Item option.
Document Category – select the ‘Conditional Print Items’ category
Data Item – select the required PDF Form Item.
The PDF Form Item will be displayed on the document
mask.
You can stretch the size of the item by selecting the item
and positioning the mouse on the ‘border’ so that the re-size cursor displays
and drag to re-size as required. You can
re-position the item by selecting the item and dragging to where required.
Once defined use the save option to exit the designer.
When printing the document, the user will notice no
operational differences. When printed to
Email/PDF the document created will include the PDF Form Fields.
The recipient will open the PDF and complete the required
items by selecting the form item and entering the required text.
Note, the Signature input is a Digital Signature so
on recipient will be prompted to apply their signature and, if a signature has
not yet been created, prompted to create the signature. Adobe will typically wish to save the
document after applying the signature so this should be the final input
applied.
The recipient will save the PDF and then send back on email.
When the email with the PDF is returned then this can be
automatically updated to Datafile.
Select the email in your Inbox (you should not open the
email) and select the Datafile Software Solutions tab on the ribbon. Select the Process PDF option – the PDF
attachment will then be saved into the Associate File folder for the
Quote/Order.
After saving the document the system will show a pop-up form
detailing the data items to be updated on the order showing the before/after
values. Click OK to update.
Article ID: 2278 Created On: Tue, Oct 15, 2024 at 1:05 PM Last Updated On: Wed, Oct 23, 2024 at 11:17 AM
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