1. To-Increase Dynamics 365 for Finance & Operations
  2. Connectivity studio
  3. Design
  4. Set up documents
  5. Set up external documents - File based

Set up Microsoft Word document

In Connectivity studio, use a Microsoft Word document to write data to a Microsoft Word document (DOCX) using a Microsoft Word template (DOTX).
With a Microsoft Word document, you can, for example, add data to text, include contract text, support multi-language output, or include product attributes or specifications. In this way, you can, for example, generate invoices or contracts with the style texts as defined in the template.


Application Consultant Application Consultant Start Start Set up document - Microsoft Word Set up document - Microsoft Word In Connectivity studio, use a Microsoft Word document to write data to a Microsoft Word document (DOCX) using a Microsoft Word template (DOTX).With a Microsoft Word document, you can, for example, add data to text, include contract text, support multi-language output, or include product attributes or specifications. In this way, you can, for example, generate invoices or contracts with the style texts as defined in the template.To add data to the Microsoft Word document, you can add markers to the Microsoft Word template. You can add markers for document records and for document record fields.Note: You can use a Microsoft Word document only to write. So, no read options need to be set. Procedure 1. Click Connectivity studio Integration Design. 2. Click the Documents tab. 3. Click New. 4. Define a meaningful name for the document. Example: If the document is used for a sales integration, you can use names like 'Sales - Order' or 'Sales - Invoice'. In the Document field, type a value. Note: Best practice: In the document name, do not use the: - Application: Use the Application field to define the applicable application. - Document type: Use the Document type field to define the applicable document type. 5. In the Project field, enter or select a value. 6. Define the applicable application for the document. For a Microsoft Word document, for example, select a 'Windows folder' or 'Files' application. In the Application field, enter or select a value. Note: You can only select an application that is defined for the applicable project. You can define project applications on the Projects page. 7. In the Document types field, select 'Microsoft Word'. 8. Sub-task: Set properties. 9. Expand the Properties section. 10. In the Process type field, select an option. 11. In the Template filename field, enter or select a value. 12. In the Language field field, enter or select a value. 13. Sub-task: Set custom handler. 14. Expand the Custom section. 15. For a Microsoft Word document, the standard handler class is 'BisDocumentWord'. This handler class writes data to Microsoft Word files using Open XML. You can use a customized handler class. To do so, extend a standard handler class. In the Handler field, enter or select a value. Note: Select the 'BisDocumentWordV3' handler, if you, on a message, use the XML document in combination with a connector of one of these types: - Web service - Blob storage - Upload and download - SharePoint 16. Sub-task: Set write options. 17. Expand the Write section. 18. Using a variable, you can add the value of two table fields to the filename. If you want to do so, define the applicable table. On write, this document is the target document. However, the file name is defined based on the root record values of the source document. So, make sure you select a table and table fields from the root record of the applicable source document. In the Table name field, enter or select a value. Note: You cannot use the table name itself as variable in the filename. 19. Define the first table field which value you want to add to the file name. The related variable is '%5'. In the First field field, enter or select a value. Note: You can only select a field from the defined table. 20. Define the second table field which value you want to add to the file name. The related variable is '%6'. In the Second field field, enter or select a value. Note: You can only select a field from the defined table. 21. In the Number sequence field, enter or select a value. 22. In the Write filename field, type a value. 23. Sub-task: Set document properties. 24. Expand the Document properties section. 25. Click Read properties. 26. Click New. 27. In the Name field, type a value. 28. In the Type field, select an option. 29. In the Value field, type a value. 30. In the Field name field, enter or select a value. 31. Click Write properties. 32. Sub-task: Set conditional templates. 33. Expand the Conditional templates section. 34. Click New. 35. Define the field based on which value a conditional template is applied. For example, a language field. In the Field name field, enter or select a value. Note: You can only use fields of the table as defined in the Write section, in the Table name field. 36. In the Range field, enter or select a value. 37. In the Template filename field, type a value. 38. Close the page. Add document records - Microsoft Word Add document records - Microsoft Word To each document, add the data records to be exchanged. For external file-based documents, set up the records in line with how the data is structured and named in the file.This topic explains how to add records to a Microsoft Word document. Procedure 1. Click Connectivity studio Integration Design. 2. Click the Documents tab. 3. In the list, find and select the desired Microsoft Word document. 4. Click Edit. 5. In the Record section, click Add line. 6. In the Record field, type a value. 7. In the Record table field, keep the default value 'BisBufferTable'. 8. In the Parent record field, enter or select a value. 9. Select Yes in the Combine with parent record field. 10. In the Join mode field, select an option. 11. Select Yes in the History field. 12. Sub-task: Set record details. 13. In the Line details section, define the detailed settings for the record. You can write records to Microsoft Word in these ways: - Fields: Replace the markers in the template text with the field values. The markers, as defined for the fields, are used to add the field values to the document. - Paragraph: Add the record field values to the document in paragraph style. First the field label is added and second the field value is added. The marker defines the paragraph position in the document. - Table: Add the records in a table layout using the table style from the template. The first column has the field labels and the second column has the field values. The marker defines the table position in the document. In the Type field, select an option. Note: If the type is: - Fields, none of the other Word-document-specific settings in the Line details section are applicable: - Paragraph, also fill in these fields in the Line details section: Marker type, Marker, Title option, Title field, Title style, Break before, and Break after. Use these field settings to define the paragraph layout: Break before, Custom separator before, Break after, Custom separator after, Title field. - Table, also fill in these fields in the Line details section: Marker type, Marker, Table style, Title option, Title field, Title style, and Break before. 14. In the Break before field, select an option. 15. In the Break after field, select an option. 16. In the Table style field, enter or select a value. 17. In the Title option field, select an option. 18. In the Title field field, enter or select a value. 19. In the Title style field, enter or select a value. 20. In the Marker type field, select an option. 21. In the Marker field, type a value. 22. Close the page. Notes Generic external document record details fields:External reference: You can indicate which field of the record contains the unique ID of the record in the external database. In this way, you link the external ID to the D365 FO record ID. Note: Usually, you only use this for an ODBC connection with CRM or if you use web services.Revision field: You can indicate which of the records fields contains the revision of the record in the external database. In this way, you find and link the latest revision to the record ID. Note: You can only use this field in combination with the External reference field. Manage document record setup - External documents

Manage document record setup - External documents

You have several options to manage the document record setup for external file-based documents.

You can:
  • Change the sequence of the records.
  • View where a record is used.
  • Validate the record setup.

 Select fields Select fields You can add a selection of table fields to a record. You can select fields from the D365 FO table that is defined in the Record table field.This is mainly applicable to internal documents. However, you can also use this to quickly set up fields for external file-based documents.When the field selection is added to the record, review and complete the properties of the added fields. Procedure 1. Click Connectivity studio Integration Design. 2. Click the Documents tab. 3. In the list, find and select the desired document. 4. Click Edit. 5. In the Records section, in the Record list, find and select the desired record. 6. Click Select fields. 7. Sub-task: Define filter. 8. In the Table name field, enter or select a value. 9. Select Yes in the Show system fields field. 10. Select No in the Show inherited fields field. 11. Usually, you add fields to an internal document record with the type as defined in the table setup. However, you can add all selected fields with the type set to String. Select Yes in the Create as string fields field. Note: This field is only available for internal documents. 12. Sub-task: Select fields. 13. Click Select the fields of a specific group to open the drop dialog. 14. In the Field group name field, enter or select a value. 15. Click OK. 16. Click Select all. 17. Click Deselect all fields. 18. Click Select mandatory. 19. Select the Selected check box for the desired fields. 20. Click OK. Copy fields Copy fields You can copy fields from a record of another document. You can use this, for example, to save setup time if you use a specific record in several documents.You can only copy fields:From a record with the Record table defined.To a record with no fields.As a result, the full field setup is copied from the selected record to the current record. Procedure 1. Click Connectivity studio Integration Design. 2. Click the Documents tab. 3. In the list, find and select the desired document. 4. Click Edit. 5. In the Record section, in the Record list, find and select the desired record. 6. Click Copy fields. 7. In the Record field, select the desired record from another document. Note: You can only select a record with the same Record table defined as the current record. 8. Click OK. 9. Close the page. Add document record fields - Microsoft Word Add document record fields - Microsoft Word To each document record, add the data fields which values must be exchanged. For external file-based documents, set up the fields in line with naming in the file.For Microsoft Word documents, fields are always of type string, to enable type conversions.This topic explains how to add record fields to a Microsoft Word document.If fields are already selected for or copied to the record, you can review and complete the setup for these fields. To do so, skip step 6. Procedure 1. Click Connectivity studio Integration Design. 2. Click the Documents tab. 3. In the list, find and select the desired Microsoft Word document. 4. Click Edit. 5. In the Records section, in the Record list, find and select the desired record. 6. Click New. 7. As a field name, enter a free-definable name. Usually, this is the name used in the external file. In the Field name field, type a value. Note: The value of this field cannot have spaces. 8. As a record table, enter a free-definable name. Usually, this is the name used in the external file. The value, as entered in the Field name field, is the default value. You can change this value. In the Record table field field, type a value. Note: The value of this field cannot have spaces. 9. Select the Key field check box. 10. In the Mandatory field, select an option. 11. In the Length field, enter a number. 12. In the Style field, enter or select a value. 13. In the Marker type field, select an option. 14. In the Marker field, type a value. 15. In the Word label field, select an option. 16. In the Label style field, enter or select a value. 17. In the Labels field, type a value. 18. In the Label ID field, type a value. 19. In the Break before field, select an option. 20. In the Custom separator before field, type a value. 21. In the Break after field, select an option. 22. In the Custom separator after field, type a value. 23. Sub-task: Set external references for record. 24. In the Line details section, set the external references for the record. You can indicate which of the records fields contains the unique ID of the record in the external database. In this way, you link the external ID to the record ID. In the External reference field, enter or select a value. Note: Usually, you only use this for an ODBC connection with CRM or if you use web services. 25. You can indicate which of the records fields contains the revision of the record in the external database. In this way, you find and link the latest revision to the record ID. In the Revision field field, enter or select a value. Note: You can only use this field in combination with the External reference field. 26. Close the page. Manage document record field setup

Manage document record field setup - Internal documents

You have several options to manage the document record field setup for internal documents.
You can:

  • Change the sequence of the fields.
  • View where a field is used.
  • Clean up unused fields.
  • Create a related record.

 Validate connectivity setup

Validate connectivity setup

If you open a form or save (changes to) the setup of a key element in Connectivity studio, the setup is validated automatically. If errors are found in the setup, an error icon   is shown. You can click the icon to show the related error messages.

You can also manually start an automated test to check for errors in the setup. As a result, the found errors are shown. Also, the error icons are shown where applicable.
When errors are found, you can try to fix these errors automatically.
You can check and auto-fix errors for these key elements in Connectivity studio:
 

Key element

Check

Projects

When automatically checked, only the project setup is checked, and not the related setup like messages and connectors. When started manually, the full project setup is checked.

Documents

The document setup is checked, including the document records setup.

Document records

Only the document records setup is checked.

Messages

The message setup is checked, including the data synchronization setup and message mapping.

Message - Data synchronization setup

Only the data synchronization setup is checked.

Message mapping

Only the message mapping is checked.

Message business events

A check is done if a business event is created for the message business event. Also, a check is done if the target fields and source fields match with the related document setup.

Connectors

Only the connector setup is checked.

Web services

The web service setup is checked, including the data synchronization setup.

Web service - Data synchronization setup

Only the data synchronization setup is checked.
 
In this flow, in the activity steps, as an example, the validation is done for documents.

 End End

Activities

Name Responsible Description

Set up document - Microsoft Word

Application Consultant

In Connectivity studio, use a Microsoft Word document to write data to a Microsoft Word document (DOCX) using a Microsoft Word template (DOTX).
With a Microsoft Word document, you can, for example, add data to text, include contract text, support multi-language output, or include product attributes or specifications. In this way, you can, for example, generate invoices or contracts with the style texts as defined in the template.

To add data to the Microsoft Word document, you can add markers to the Microsoft Word template. You can add markers for document records and for document record fields.

Note: You can use a Microsoft Word document only to write. So, no read options need to be set.

Add document records - Microsoft Word

Application Consultant

To each document, add the data records to be exchanged. For external file-based documents, set up the records in line with how the data is structured and named in the file.

This topic explains how to add records to a Microsoft Word document.

Manage document record setup - External documents

Application Consultant

 		You have several options to manage the document record setup for external file-based documents.
You can:
  • Change the sequence of the records.
  • View where a record is used.
  • Validate the record setup.

Select fields

Application Consultant

You can add a selection of table fields to a record. You can select fields from the D365 FO table that is defined in the Record table field.

This is mainly applicable to internal documents. However, you can also use this to quickly set up fields for external file-based documents.

When the field selection is added to the record, review and complete the properties of the added fields.

Copy fields

Application Consultant

 		You can copy fields from a record of another document. You can use this, for example, to save setup time if you use a specific record in several documents.
You can only copy fields:
  • From a record with the Record table defined.
  • To a record with no fields.
As a result, the full field setup is copied from the selected record to the current record.

Add document record fields - Microsoft Word

Application Consultant

 		To each document record, add the data fields which values must be exchanged. For external file-based documents, set up the fields in line with naming in the file.
For Microsoft Word documents, fields are always of type string, to enable type conversions.
This topic explains how to add record fields to a Microsoft Word document.
If fields are already selected for or copied to the record, you can review and complete the setup for these fields. To do so, skip step 6.

Manage document record field setup

Application Consultant

 		You have several options to manage the document record field setup for internal documents.
You can:
  • Change the sequence of the fields.
  • View where a field is used.
  • Clean up unused fields.
  • Create a related record.

Validate connectivity setup

Application Consultant

If you open a form or save (changes to) the setup of a key element in Connectivity studio, the setup is validated automatically. If errors are found in the setup, an error icon   is shown. You can click the icon to show the related error messages.

You can also manually start an automated test to check for errors in the setup. As a result, the found errors are shown. Also, the error icons are shown where applicable.
When errors are found, you can try to fix these errors automatically.
You can check and auto-fix errors for these key elements in Connectivity studio:
 

Key element

Check

Projects

When automatically checked, only the project setup is checked, and not the related setup like messages and connectors. When started manually, the full project setup is checked.

Documents

The document setup is checked, including the document records setup.

Document records

Only the document records setup is checked.

Messages

The message setup is checked, including the data synchronization setup and message mapping.

Message - Data synchronization setup

Only the data synchronization setup is checked.

Message mapping

Only the message mapping is checked.

Message business events

A check is done if a business event is created for the message business event. Also, a check is done if the target fields and source fields match with the related document setup.

Connectors

Only the connector setup is checked.

Web services

The web service setup is checked, including the data synchronization setup.

Web service - Data synchronization setup

Only the data synchronization setup is checked.
 
In this flow, in the activity steps, as an example, the validation is done for documents.

Provide feedback