Configure Document Archive

Use this routine with STORIS Legacy credit card processing to define parameters used to control the Document Archive module. In order to edit settings on this screen, the Document Archive module must be licensed and active via General System Control Settings. Document archiving is only available if the module is licensed and active, and if the Enable Document Signature Capture and Document Archive setting is active in Warehouse/Store Location Settings.

These settings determine which business documents should be archived, under what circumstances the documents are archived, and where the archived documents should be placed so that the 3^rd party archiving tool can locate them. The grid is populated with the business documents listed in the grid of Configure Document Signature Capture that STORIS has enabled for archiving. If the business document is not listed within the grid, it has not yet been enabled for archiving by STORIS.

The Archival Process

When a business document is available to be archived, STORIS retrieves the encoded signature (if appropriate) and the archival folder path then sends this information to the Electronic Forms Printing Software for processing into a PDF. During this time, STORIS also specifies the name of the PDF to be stored in the archival folder, which is set as DocumentType_Reference#_Date_Time.PDF, where the date component is in the MMDDYY format and the time component is in the HHMMSS_internal time in milliseconds. This naming format helps to create a unique file.

The DocumentType for the insurance form and cancellation form is "ISFO". The DocumentType for pickup tickets generated from either Enter a Sales Order or Complete a Pickup without Accessing Order Entry is "PUTX".

Program + Document

Each program may have a more than one document associated with it. Below describes the program + document combinations as well as the type of document that is archived for that combination.

To edit the fields below, select a row in the grid representing the business document you want to edit.

Choose the condition in which the document should be archived. You may select both options, one option or neither option. Selecting neither option indicates that the document is not archived. Options selected here are reflected in the Archive column of the grid.

Print And/Or Email - When STORIS generates a physical or electronic copy of the document.
Signature - When STORIS captures an electronic signature for the document.

Enter the path to which the archived PDF is to be written.

The grid is pre-populated with all of the business documents that STORIS has enabled for archiving. You can select each document type and indicate if you wish the system to archive the document, under what circumstances the archiving should take place and where the archive should be placed. Click the Save button at the top of the screen to update your changes. Double click a line from the grid to edit the appropriate fields.

For each document, the following is displayed:

Program - Program that generates the business document. Currently, these are All*, Complete a Pickup without Accessing Order Entry, Enter a Customer Payment/Refund/Gift Certificate, Enter a Quick Sale, Enter a Return, Enter a Sales Order, Enter an Exchange, Maintain Customer Deposits, and Print Insurance Forms. *"All" indicates that the Document is not tied to a specific program; for example, a credit application can appear anywhere in STORIS.
Archive - The selection made at the above Archive field displays in this column.
Never - The document is never archived. Neither the Print And/Or Email nor Signature check boxes above are checked.
Print - The document is archived upon printing.
Print/Signature - The document is archived upon the document either being printed or signed electronically.
Document - The business document.
Export Path - The location on your PC where the archived PDFs are stored.

Program Name	Document	Archived Document
All	Credit Application	Credit Application
All	Credit Card Receipt	Credit Card Receipt
Complete a Pickup without Accessing Order Entry	Customer Pickup	Customer Pickup
Enter a Customer Payment/Refund/Gift Certificate	Deposit Receipt	Deposit Receipt
Enter a Customer Payment/Refund/Gift Certificate	Refund Receipt	Refund Receipt
Enter a Quick Sale	Quick Sale	Quick Sale Order
Enter a Return	Return	Return Order
Enter a Sales Order	Customer Pickup	Pickup Ticket
Enter a Sales Order	Insurance Form	Insurance Form
Enter a Sales Order	Revolving Addendum	Revolving Addendum
Enter a Sales Order	Revolving Credit Agreement	Revolving Credit Agreement
Enter a Sales Order	Sales Order	Sales Order
Enter an Exchange	Exchange	Exchange Order
Maintain Customer Deposits	Refund Receipt	Refund Receipt
Print Insurance Forms	Insurance Form	Insurance Form