Business Unit Category
Add an email signature
Audit Trail
Coding Lists
Coding Restrictions
Create new Business Unit
Custom Buttons
Custom Fields
Customised labels
Date formating
Default delivery address
Division Management
Editing Email Templates
GRN Custom Fields
How to hide cost codes
How Zahara works
Invoice email forwarding – Microsoft 365
Required by Date
Single Sign On
SMTP & Email Sending
T&C on your PO Template
Tax Codes Explained
Two factor authentication
Unit Field
Integrations Category
Sage 50 Integration
Sage 50 Post-Install/Troubleshooting
Sage 50 SmartSync Pre-Install
SmartSync+ For Sage 200
Import Invoices from Xero
Tracking Categories Xero
Xero & Suppliers
Xero Gross Up
Xero Integration Explained
Xero troubleshooting
Access Dimension
MYOB Integration
Zapier Integration
Invoice Processing Category
Auto reject supplier invoices
Auto rejecting of invoices issue
Finding an order or invoice
How to create a credit note
Invoice email forwarding – Microsoft 365
Invoice export colours
Invoice Inbox
Invoice List View
Invoice matching
Invoice Processing Explained
Month end cut offs
Negative Order Balance
Setting up Autopilot
Supplier Matching
Waiting for a GRN
Purchase Orders Category
Adding a product to an order
Adding documents to an order
Bulk importing orders
Close Orders Automatically
Closing an order
Copy PO to Buyer
Creating a Purchase Order
Deleting a PO
Duplicate Order Prevention
Editing an order
Finding an order or invoice
GRN an order
Grouped Purchase Orders
Import Line Items
Negative Order Balance
PO Template Editing
Purchase Order Numbering
Purchase Order PDF
Purchase Order Prefix
Purchase Orders Explained
Quick Create a Purchase Order
Second Ref Counter
Send PO to Supplier
Supplier order acceptance
FileDirector is a document management system that can be used for secure storage of Zahara’s documents like purchase orders and invoices. It is a belt and braces approach to storage. This articles explain how to add a workflow step to export documents. The video below has a complete overview.
There is a workflow step to archive documents into FileDirector. File Director is a world-class document management system. To use this step you will need an on-premise FileDirector with public IP address or use FileDirector cloud.
Add the workflow step and then set up the mappings as shown below. Head into Divisions and edit an existing workflow or create a new workflow. Then add the workflow step “FileDirector CheckIn“
1. First off, set the FileDirector url for File Director cloud, this will be:
https://cloud.filedirector.co.uk/
2. Next up provide the username and password Zahara will use to connect to FileDirector. You may want to create a dedicated combination purely for Zahara.
3. Next you need the cabinet ID. You will find this here in the Enterprise Manager of FileDirector – Right-click on your cabinet and select properties – you need this ID as highlighted in yellow. As you will see in Image 2 below, we don’t need the FD_ part.
Image 2
4. Now you need the document type ID you will use for archiving this documents. Let’s say you have a document type called “Purchase Orders” in FileDirector. Now get the ID for this in the same way you got the ID for the cabinet. Right click on the Document Type and select Settings
Image 3
Grab this ID and populate in the appropriate place as shown in Image 2 above. 5. Tick Generate PDF 6. Now you need to map the fields you want to populate and index. You can choose the Zahara field on the left and populate the FileDirector field value on the right. Do this in the same way. Find the field under the fields section, and right click on your field and click settings as shown below:
Image 4 Now you can map this field against the desired field in FileDirector, 7. Make sure you have a Field created called Zahara Token, Go to Fields in FileDirector and create a field if one doesn’t exist already.
Image 5 8. Now make sure this field is assigned to your chosen Document Type in FileDirector as shown below:
Image 6 9. Going back to image 2, now Test your connection. Assuming all is well, save the changes.
Once your step is setup, Zahara can archive an invoice or a purchase order as part of a workflow. It will create the document in FileDirector and populate the index fields. This assumes your have FileDirector all setup the way you need it with all of the fields created and in place and that you can manually archive documents in FileDirector without any issues.
You cannot connect when testing the connection
Check your credentials exactly. Using the same URL and same username and password, can you login to FileDirector using the WinClient. If notm you have a credentials issue and you need to resolve this first.
The document archives, but fields are blank
Check your field values in the mappings. Do you have the exact ID from FileDirector. Correct any mistakes
There is no invoice image
Did you tick Generate PDF? Was an invoice PDF added to the invoice record in the first place?
Arrange a 30-minute fast and friendly, end-to-end demonstration to see how
Zahara can help you save money and speed up existing invoice workflows
