Freeze for Dynamics 365 BC - en-US
Manual for the administration and use of Freeze for Microsoft Dynamics 365 Business Central. With the Freeze Archive integration for Microsoft Dynamics 365 Business Central, you can access your audit-proof stored data and documents directly via the tried-and-tested Microsoft interface. Freeze Archive automatically links the documents to their business objects and also offers detailed search options via the index features and the full text of your documents.
- System Requirements
- Installation
- Configuration & Administration
- Permission sets
- DEXPRO Core
- Freeze Setup
- Freeze Storage
- Document Class Setup
- User Setup
- OAuth 2.0 Setup
- Additional search queries
- Application / Use
System Requirements
System requirements for using FREEZE for Dynamics 365 BC
Supported Microsoft Dynamics 365 Business Central versions
Microsoft Dynamics 365 Business Central integration is possible from the following version due to minimum technical requirements:
Supportet Microsoft Dynamics 365 Business Central Versions
The prerequisite for operation is that the respective Microsoft Dynamics 365 Business Central version is still in regular support. The extended support is excluded.
Supported FREEZE versions
A licensed FREEZE system is required to connect FREEZE to Microsoft Dynamics 365 Business Central and for operation.
Installation
Licenses
Microsoft
Information about the Microsoft Business Central licenses.
FREEZE
The DEXPRO FREEZE system that should be connected to Business Central requires a valid customer license.
Obtaining the DEXPRO modules
Detailed Information are here.
OnPrem
For OnPrem installations, an runtime package with the required apps is provided upon request of a registered reseller / partner. These modules are added to the customer license by the partner and then imported into Microsoft Dynamics Business Central. It should be noted that the DEXPRO Core module forms the basis for all DEXPRO modules and must therefore be imported first.
Cloud
For cloud installations, you only need the Microsoft AppSource. This is where the required DEXPRO modules are downloaded.
Configuration & Administration
Permission sets
In order to use the modules, the appropriate authorization set must be assigned to the respective users.
The following are supplied with:
- DXP Core Admin - DEXPRO Core Administrator
- DXP Core User - DEXPRO Core User
- DXP FREEZE Admin - DEXPRO FREEZE Administrator
- DXP FREEZE User - DEXPRO FREEZE User
DEXPRO Core
The DEXPRO Core manages the individual DEXPRO apps and their documents per client.
All documents that have been entered and processed via the various DEXPRO modules in Microsoft Dynamics 365 Business Central are displayed. A global number series, which is used across all DEXPRO apps, is used to track individual documents. This offers the advantage that users only have to work with one number series per document.
Further information can be found here.
Freeze Setup
In the FREEZE setup, both the connection to the Freeze Archive System and the processing within the app are set up.
Menu
Home
Copy Setup
This is used to copy the setup to another company.
Upload Placeholder
This function is used to upload a placeholder for file types that the PDF viewer cannot display.
Navigation
Document Class Setup
OAuth 2.0-Setup
The users and their access tokens for OAuth 2.0 authentication are managed in this menu item.
User Setup
You can access the user assignment to the OAuth users via this menu item.
Additional Search Queries
Setting up additional search queries is particularly useful if you want to display archive folders that have not been archived via Freeze in BC. However, there are also other use cases.
FastTabs
General
You can activate/deactivate the use of this app in this FastTab.
API
The URL of the FREEZE system is specified in this fast tab. The default archive storage and the default authentication are also stored. You can also specify here how many archive data records should be displayed simultaneously during searches.
Archiving
Settings can be made here as to what should be archived automatically.
Automatic archiving after posting a receipt. Printing and archiving in one step. Archiving of emails with attachments if they are sent via the BC Email module.
Freeze Storage
The archive memories of the connected Freeze System are managed here.
Document Class Setup
In the document class setup, the mapping between the respective document class and your export interface is done. Furthermore, the field mapping of each document class is downloaded here, creating a set of standard fields and their usage in Microsoft Dynamics 365 Business Central.
The document class setup is cross-app and is managed via the DEXPRO Core.
Process
Download field mapping
This downloads the field structure of the SQUEEZE document class. These are needed for the metadata mapping.
Navigation
Metadata mapping
List
Document classes
This overview lists all the document classes that have been set up.
Card
Document class
Here, each document class is set up individually.
General
In this fastab the name of the document class, the next process step, as well as the automatic enrichment of the positions is set up.
Freeze
The standard search mask is defined here.
User Setup
Alternative authentication: If users are to access the archive with alternative authentication, this can be entered here.
Show all results: The additional search queries (just like the full text search) only provide results for users who have been explicitly authorized to do so. This is necessary because archive folders that have not been archived via BC cannot be checked for effective authorizations due to the lack of a table number.
OAuth 2.0 Setup
The OAuth 2.0 / Open Id users and their access tokens are managed here.
Additional search queries
Creation of additional search queries
Below I have created a query that is appended to the system search query when you open Freeze via a record (here: vendor items - table 25). Search queries with the same table number are OR-linked.
Creation of additional search queries
You can access the query lines via Related:
Search by field name - Specifies the value of the field name to be used for the search query. These are the native fields of the archive software, but also data record fields saved in any form:
Search value source (field no.) - Specifies the value to be searched for in combination with the field name.
Fixed search value - The fixed search term is used instead of the search value.
The query lines are AND-linked.
Show the result
If you then open the vendor item Freeze...
...you will get the desired search result:
Do not forget: The additional search queries (just like the full text search) only provide results for users who have been explicitly authorized to do so in the setup. This is necessary because archive folders that have not been archived via BC cannot be checked for effective authorizations due to a lack of table numbers.
Application / Use
Archive search of documents
Freeze Searchmask
The Freeze search mask enables a full-text search as well as a search based on table fields according to the Apache Lucene syntax. It is also possible to display results for specific time periods.
1. Full text search
A free search according to Apache Lucene syntax.
2. Folder type filter
Here you can filter the results by folder type (e.g. invoices). This filter is used in combination with the other search parameters.
3. Date filter
The date filter allows you to narrow down the results by archiving or reference date.
4. Table search mask
At this point, select any table whose structure you would like to use as a search mask. The table number is then part of the search.
Apache Lucene-Syntax
A query is divided into terms and operators. There are two types of terms: Single terms and phrases. A single term is a single word such as “test” or “hello”. A phrase is a group of words surrounded by double quotation marks, such as “hello dolly”.
Multiple terms can be combined with Boolean operators to form a more complex query. The following Boolean operators are supported: AND, OR and NOT. For example, the query “hello AND world” returns documents that contain both the words “hello” and “world”.
The following characters must be escaped in a query: + - && || ! ( ) { } [ ] ^ “ ~ * ? : \ To escape a character, simply place a backslash (\) in front of the character.
Wildcards can be used to search for words that contain a specific character string. The asterisk (*) stands for zero or more characters, while the question mark (?) stands for exactly one character. The query “te?t”, for example, returns documents containing words such as “test”, “text” and “tent”.
Data record-based search
The data record-based search is always executed when you open Freeze via a data record saved in BC (menu item “DEXPRO Freeze” or key combination CTRL+ALT+F). Here is an example of a vendor:
Typical jumping off points:
- customers
- creditors
- items
- Purchasing documents
- Sales documents
- Posted documents
- Financial accounting journals
- Ledger Entries
Archiving of documents
The following can be archived...
- Archiving after posting of purchasing and sales documents, as well as financial accounting journals
- Archiving of outgoing sales documents via standard reports
- Archiving of outgoing e-mails incl. attachments from BC
- Archiving of incoming documents
- Archiving of linked attachments within BC
Freeze Queue Entries
All archiving processes are listed and processed here.
