Module KMGArchiGED EN
Informations
version 1.41 - 01/09/2018
| Module name | Module KMGArchiGED |
| Editor / Editeur | Kevin GUERRIER |
| Download or buy page / Page achat ou téléchargement | External module - Dolistore |
| Status / Statut / Estado | Stable |
| Prerequisites / Prérequis |
Dolibarr min version: See on Dolistore |
| Last update date / Date mise à jour fiche / Fecha última actualización | 2018-09-6 |
| Note / Nota | In Progress - Access to French version : Documentation FR |
Preamble
The KMGArchiGED module has been developed to allow the management of incoming documents within a structure, their reception from a scanning device managing the sending via FTP, their transmission by email, their link with native elements of Dolibarr, as well as than their archiving.
The use case at the origin of the module is the following :
- The mails are received by the secretariat which has a network scanner on which shortcuts have been configured :
- Suppliers Invoices
- Bank Documents
- Social Document
- Dues and taxes
- Others mails
- Depending on the documents, the person sends the items to the correct bib, checks that the document has been correctly transmitted from the module, and then stores the paper documents.
- Processing can be done directly by staff members within different departments directly from the module.
For example :
- Supplier invoices can be entered from the preview and the document can be directly linked to ;
- Social documents or tax correspondence can be sent by e-mail to the accountant for further information ;
- Customer payment notices can be used to enter payments with correct lettering and the document can be linked to the third party to maintain traceability ;
- Statements of account can be attached to the corresponding bank account ;
- The worksheets, followed by interventions, activity reports, ... can be attached to the projects and tasks concerned ;
- ...
Installation
The installation archive contains a kmgarchiged folder containing all the files required for the proper functioning of the module. In order to be activated in the modules configuration interface, the kmgarchiged folder must be copied to either the htdocs directory or the htdocs/custom directory.
Note that the use of the htdocs/custom directory requires that the parameters
$dolibarr_main_url_root_alt
and
$dolibarr_main_document_root_alt
has been correctly defined.
Once this file has been transmitted, the module can be activated from the module configuration interface of your Dolibarr instance (Home > Configuration > Modules).
Configuration
Once the module is installed, access to the configuration is done by the icon ending line.
Event Types Section
The KMGArchiGED module automatically generates events in the calendar when a user processes a document. It is possible to create specific event codes for deleting, linking, notifying a document from the module, or for receiving a document in the module. If these types of events are not present in your instance of Dolibarr, it is possible to create it by using the "Add" button. Otherwise, the event type AC_OTH_AUTO, which defines the "Events inserted automatically" will be used.
Email section
If the sending by email is correctly configured on your Dolibarr instance, it is possible to transmit a document present in a banner by email. Pre-filled information is customizable in this section. In any case, the user can modify the elements before each sending.
Tools section
The KMGArchiGED module uses functions external to the Dolibarr engine and therefore requires the use of external tools. To date, only the convert command is used, in particular to generate the preview images of a document. This order is present on most of the accommodations. If you encounter a problem viewing a preview of a document when viewing a mail bin, please check that the convert command is found by the module in this section.
If this command is not found, it is necessary to install (or activate) it on your server. If, despite this, the problem persists, please contact our support.
Links section for direct sending by FTP
This section details the paths to the available bins, information needed to configure network devices for FTP document transmission (see below: Features > Transmitting a document by FTP). They must of course be adapted according to your configuration.
Features
Access to virtual bins
The documents can be transmitted in a "virtual banner". Access to each of these bins is subordinated to Dolibarr module permissions. By default, the following bins are available :
| Virtual bins | Module | Permission |
|---|---|---|
|
Suppliers Invoices |
Suppliers |
Read supplier invoices |
|
Social Documents |
Special expenses |
Read social or fiscal taxes and vat |
|
Dues and taxes | ||
|
Bank documents |
Banks and cash |
Read financial accounts |
|
Others |
KMGArchiGED |
Use KMGArchiged |
Note that the administrator role allows access to all virtual bins.
If you think of other bins or if your operation requires the use of specific bins, do not hesitate to contact us.
Transmission of a document by FTP
This feature requires the document directory and its contents to be accessible by FTP. This feature is available for the majority of hosting. The login information (access address, user and password) will be required to configure the scanning device (Copier, MFP, Network Scanner, ...). It is possible to set shortcuts for a virtual banner by adapting the path.
The following is an example configuration for a direct shortcut to "Supplier Invoices".
FTP connection information
- FTP server address : ftp.my-server.net
- Username : myUser
- Password : myPass
- FTP root : In the folder containing htdocs directories and Dolibarr documents
Shortcut Configuration (from a Xerox WorkCentre 6515DN MFP)
- Hostname : ftp.my-server.net
- Document path : /documents/kmgarchiged/SupplierInvoices
- Login name : myUser
- Password : myPass
- Confirm password : myPass
As seen previously, the information relating to the different available bins is specified in the configuration page of the module. They must of course be adapted according to your configuration.
The KMGArchiGED module is intended to work with PDF files. The full compatibility of the module with the use of other formats is not guaranteed. If you want to support particular types of files, do not hesitate to contact us.
Transmission of a document by direct upload
The main interface of the module lists the bins available to the user according to these rights. For each of these bins, the list of present documents is displayed, and under this list, a section allows the user to add a new document..
Consultation et gestion des documents d’une bannette
Un document présent dans une bannette est affiché de la manière suivante :
- Le lien de prévisualisation du document complet (icone fichier avec loupe) ainsi que la date à laquelle le document à été vu pour la première fois par le module sont affichés en entête. Une image représentant le premier tiers de la première page du document est affichée en dessous, suivie de la liste des événements déjà réalisés pour ce document.
- La partie droite permet :
- de transmettre par email le document à un tiers, à un contact, à un utilisateur, ou directement à une adresse mail. Le sujet et le corps du mail sont pré-remplis et peuvent être ajustés par l’utilisateur avant envoi. Dans le cas où le document est transmis à un utilisateur ayant accès au module KMGArchiGED, un lien direct permettant d’accéder au document et au module est ajouté dans le corps du mail ;
- de lier le document à un élément natif de Dolibarr (parmis Tiers, Banque, Propale Client, Commande Client, Facture Client, Commande Fournisseur, Facture Fournisseur, Projet, Tâche, Charge Sociale), avec la possibilité de le renommer au passage (l’extension ne doit pas être précisée dans le nouveau nom. Elle est reprise automatiquement) ;
- d’archiver un document pour lequel plus aucune action n’est requise ;
Si vous souhaitez lier un document à d’autres types d’éléments (natifs ou issus d’un module externe) ou si vous souhaitez une autre fonctionnalité, n’hésitez pas à nous contacter.
Consultation des documents archivés
Une fois archivé, les documents sont accessibles depuis le menu KMGArchiGED > Archives. Cette interface liste les documents en fonction de la période à laquelle ils ont été reçus dans le module (filtre au trimestre, scindé par semaine et par bannette).
Les documents sont listés les uns en dessous des autre, et sont précédés d’un lien de prévisualisation du document complet (icone fichier avec loupe). Le nom du document est cliquable afin de télécharger directement le fichier. A noter que les bannettes disponibles dépendent également des permissions accordées à l’utilisateur.
Si vous souhaitez réaliser des actions complémentaires au sein de ces archives ou si vous souhaitez une autre fonctionnalité, n’hésitez pas à nous contacter.
Développement & Support
Ce module est développé et maintenu par Kevin GUERRIER. Toute demande de renseignement, question technique, proposition d’amélioration, remontée d’anomalie, … doit être transmise par mail à l’adresse support[at]kmg-process.com.