Document Management in the cloud for Microsoft Dynamics 365

With the Microsoft Dynamics 365 / AX Connector for DocuWare

Header Dynamics 365 / AX Connector for Docuware

The Challenge

Many companies still do not have a consistent system for storing and archiving important documents. Filing cabinets and a confusing paper archive in the basement exist parallel to a half-heartedly maintained archive in Windows Explorer. Instead of recording all documents digitally and centrally in one place, all departments use a different system. This results in time-consuming searching for, e.g. offers, invoices, delivery notes and other documents, and thus financial loss.

 

The Solution

With the Dynamics 365 / AX Connector for Docuware, you increase your efficiency by merging Docuware’s DMS solution with the ERP system Microsoft Dynamics 365 / AX.

Archive and find documents without leaving Microsoft Dynamics 365. Thereby, indexing and object-related storage is fully automatic, error-free and directly done in the ERP system so, e.g. a quotation is automatically stored with the customer or an order/invoice with the supplier.

 

 

ERP and DMS completely from the Cloud

Additionally, Docuware is one of the few providers that completely offers its DMS solution as SaaS from the cloud. In combination with the ERP system Microsoft Dynamics 365 and the Dynamics 365 / AX Connector for Docuware, you have a comprehensive solution provided from a cloud.

This allows you to access data, documents and information reliably and quickly from anywhere (mobile or home office) without leaving the Microsoft Dynamics client and your familiar working environment.

Mapping of workflows and specific release procedures as well as simultaneous access by several users from Dynamics 365 are also available via cloud service.

 

Automation of invoice import

Thanks to a new feature, automating incoming invoices is now even easier and faster with the Dynamics 365 / AX Connector for Docuware. Previously, incoming invoices had to be created manually in Microsoft Dynamics before they could be posted and archived. Today, this also works the other way around: You simply store the invoices in the Docuware-DMS and let it extract the necessary invoice information (item no. price, quantity, etc.). From here, all relevant invoice data is then imported directly into Microsoft Dynamics 365. Simplifying and automating this process saves you a lot of time and money every day.

 

 

 

Archiving outgoing documents

In this video, we show you how to archive outgoing documents by using an order confirmation and how to display them in Microsoft Dynamics 365 and Docuware. 

 

 

Processing incoming documents

Here you’ll learn how to archive and further process incoming documents like an invoice. 

 

 

Configuration

This shows the setup and indexing of the Dynamics 365 / AX Connector for Docuware.

References

 

 

Dynamics 365 / AX Connector for Docuware: preferred solution in Microsoft's AppSource

The Dynamics 365 / AX Connector for Docuware is also available in Mircosoft AppSource. Our add-on has been tested and validated by Microsoft experts and awarded as preferred solution in the AppSource.

The Key Functions of Dynamics 365 / AX Connector for Docuware at a glance
Fully automatic
Archive outgoing documents
  • Invoices, delivery notes, order confirmations are stored with the order and customer
  • Product data sheets are stored in the article master and with the ordered item
Fully integrated
View directly in AX and Dynamics 365
  • For incoming and outgoing documents
  • All documents are displayed directly in the Dynamics ERP client, even if they were not created here
No Code
Adapt without programming
  • Buttons may be configured independently on any mask
  • No third-party software or additional interfaces are required

HOW TO BENEFIT FROM DYNAMICS 365 / AX CONNECTOR FOR DOCUWARE

You have legal security

through audit-proof and legally compliant archiving of your documents.

You save time and money

by automating invoice imports and other daily processes.

You already have everything

because you do not need a printer crossover, third-party or interface software.

You profit immediately

because your solution is quickly implemented and easy to adapt.

You avoid errors

through the automation of storage, archiving and indexing.

You can work from everywhere

while travelling or in your home office by using a comprehensive cloud solution.

Screenshots

What does the Dynamics 365 / AX Connector for Docuware cost?

Dynamics 365 / AX Connector for Docuware - one-off license fee
On Premise

The Dynamics 365 / AX Connector for Docuware lifetime license fee for the on premise versions of Dynamics 365 / AX costs 14.900 β‚¬.

Dynamics 365 / AX Connector for Docuware - monthly fee
Cloud

The subscription of the cloud version of Dynamics 365 costs 497 € per month.

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1. In which languages is the Dynamics 365 / AX Connector for Docuware available?

Our solutions and add-ons are continuously maintained and developed. The Dynamics 365 / AX Connector for Docuware is currently available in German and English. If you would like a different language, please contact us directly.

Back to the questions

 

2. For which Dynamics solutions is the Dynamics 365 / AX Connector for Docuware available?

The Dynamics 365 / AX Connector for Docuware is available as an add-on for the following ERP systems:

  • Microsoft Dynamics AX
  • Microsoft Dynamics 365 for Finance and Operations
  • Microsoft Dynamics 365 Finance
  • Microsoft Dynamics 365 Supply Chain Management

Back to the questions

3. Why should you link your Dynamics ERP system with the Docuware DMS?

The advantages a DMS solution like Docuware offers you are shortened searches; centrally located data; an audit-proof, legally compliant and space-saving archive; every employee knows where the documents are and can access them from their home office.

In addition, you get the advantages of automated and thus error-free filing, archiving and indexing (tagging). The automation leads to significant savings in time, effort and money and results in uniform indexing.

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4. Do employees have to work parallel with the ERP system and Docuware DMS?

No. You have direct access to all documents via your ERP client.  Without opening your Docuware DMS, you can browse the archive in the ERP.

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5. Is it possible to view documents via the ERP client that were not created in the ERP?

Yes. All documents can be displayed directly in the Dynamics ERP client. This includes external documents such as operating instructions for products, quality certificates or even design drawings.

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6. Which outgoing documents are archived and indexed fully automatically in Docuware?

The following document types are already included in the standard Dynamics 365 / AX Connector for Docuware:

  • Offer
  • Order confirmation
  • Order invoice
  • Order credit note
  • Delivery note
  • Order
  • Free text invoice and credit note

Further document types may be added at any time.

Back to the questions

7. Which incoming documents are archived and indexed semi-automatically in Docuware?

The following document types are already included in the template of the Dynamics 365 / AX Connector for Docuware:

  • Invoice with order reference
  • Invoice without order reference
  • Delivery note
  • Credit note

Further document types may be added at any time.

Back to the questions

8. Why is the archiving and indexing of incoming documents only semi-automatic?

Unlike outgoing documents generated directly in the ERP you often receive incoming documents by mail. Therefore, the documents must first be scanned and marked with a unique identifier to prepare further automatic archiving and indexing. This is necessary to be able to assign the incoming document to the correct posting in the ERP.

In practice, it has proven to attach a barcode sticker to the analogue documents, which Docuware can then read automatically for archiving. After entering the barcode ID, indexing is fully automatic.

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9. Must the barcode also be attached to documents such as an attachment in an email?

No. Incoming documents that are already in digital form can be automatically stored in Docuware. However, it is important that they receive a unique identifier. This does not necessarily have to be a barcode, but can also be any unique number. After entering this identifier, indexing is fully automatic.

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10. Can incoming invoices be imported completely from Docuware?

Yes. Fully automatic import of an invoice from Docuware is possible. If the relevant information such as the vendor number, invoice number, invoice amount and ideally the individual items of the invoices are available in Docuware, the DMS connector for Docuware can also create invoices directly in Dynamics 365 / AX from these documents.

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Downloads

  • Connector for Docuware: One Pager Download
  • Connector for Docuware: Success Story Download
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