Choose your FAQ: WorkWise TCM Users | SYSPRO Users | Made2Manage Users | All
Frequently Asked Questions for WorkWise TCM© Users
Dash's ddxSuite works with any version of WorkWise's TCM on any platform (Windows, VMS or Unix). Since version 6.2, WorkWise includes interfaces to Dash's ddxSuite in it's standard product. This benefits TCM users: WorkWise provides support for ddx as a part of it's standard product offering. No modifications required. On versions prior to 6.2, these interfaces are inexpensive to add and will not hinder your ability to upgrade at all.
What do we mean when we refer to ddx? ddx is actually a suite of products that work together, and with other systems. Some of the major pieces are:
ddxConnect™ - Interfaces with you Business System to provide automated delivery and distribution of your business forms and documents by fax, email and laser-form. In addition, these documents can be automatically filed in the ddxArchive Document Management system.
ddxArchive™ / or Document Archive - This is the repository for documents and files, both those from your Business System / ERP software and those that might originate elsewhere, from other PC-based programs. This encompasses not only the database that stores your documents, but the Viewer that you use to locate and see them. The ddxArchive provides not only rapid search and retrieval, as well as a means for organizing documents in ways that can't be matched by storing them in a simple directory structure.
ddxPublisher™ - The tool that allows you to send / publish virtually file or document to the Archive - regardless of what produced it initially. This tool is essentially the gatekeeper: All documents (aside from those sent through ddxConnection) are sent through the ddxPublisher. This tool allows you to supply key, or index information for the document(s) you wish to have saved into the Archive.
Print Capture - this is a print driver that works with most any PC application for publishing documents to the Archive. See the discussion below for more information on how this works, and when it's appropriate.
ddxAdministrator™ - This option allows you to limit a user' s view to certain Company Codes, and/or Types of documents, thereby providing security. It is also capable of providing Revision Control for you documents. You may also control document revisions, as well as the terminology that a user see's when publishing or viewing documents.
ddxPort™ - This is a technology component that adds Form Recognition to ddx. Simply develop a map of your form, and ddx - with it's special print driver - will recognize the document and automate it's delivery and archival. From that point forward, it's as easy as printing. This can apply to forms that are produced from almost any source - without any modification to the program that is producing the form..
Standard TCM Forms
What forms and documents are ddx-enabled in your system? See the chart below for a brief sample of the forms included. Beyond this, virtually any form or structured document from any system can be ddx-enabled. ddx doesn’t limit you – it can integrate, not just from your Business systems, but also from Word, Excel, CAD, Access, SQL Server and more. Just contact Dash for details.
Key: “std”=Included in standard WorkWise TCM® product. 
= this enhancement is available from Dash. “n/a”=not available.
WorkWise TCM® Forms and Reports |
TCM Version: |
v8 |
v7.01 |
v7 |
v6.x |
V5.3 |
v5.2 |
v5.1 |
AP-Checks - for pre-printed MICR code |
std |
std |
std |
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AP-Checks - blank check-stock (ddx Prints MICR code) |
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AR-Customer Statements |
std |
std |
std |
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COP-Acknowledgements |
std |
std |
std |
std2 |
std2 |
std2 |
std2 |
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COP-Bills of Ladings (1) |
std |
std |
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COP-Invoices |
std |
std |
std |
std2 |
std2 |
std2 |
std2 |
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COP-Packing Slips (1) |
std |
std |
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n/a |
n/a |
n/a |
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COP-Picking Tickets (1) |
std |
std |
std |
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COP-Pro-Forma Invoices |
std |
std |
std |
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n/a |
n/a |
n/a |
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COP-Quotes |
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COP-Return Material Authorization (RMA) |
std |
std |
std |
n/a |
n/a |
n/a |
n/a |
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ES-Quotes (From Product Definition\Estimating\Quote Maint, Print Quotes) |
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n/a |
n/a |
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PO-Purchase Orders |
std |
std |
std |
std2 |
std2 |
std2 |
std2 |
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PO-Send drawings with PO emails – AutoCAD, PDF, any file |
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PO-Send drawings with PO fax and email – AutoCAD, PDF |
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PO-Vendor Expedite Report |
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AP-1099 Forms |
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ANY other TCM (or non-TCM) form or report |
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(1) Delivery options for these forms are set globally, rather than by Customer / Vendor. If you intend to deliver directly to Customer or Vendor, contact Dash for a quote.
(2) In TCM versions prior to 6.2/6.012 standard modifications are required to implement these forms.
As accomplished developers for TCM, Dash also offers a full array of additional enhancements for TCM's ddxSuite Interfaces. Please contact Dash for more information.
ddxConnect - Fax, eMail & Laser Forms
Q: Can a document be sent to multiple recipients?
A: Yes. You can email and fax, and print any document - at the same time, or choose any combination of these output paths. You can even choose multiple destinations for each - several printers, and/or several fax destinations. For example, one of our customers may request Print and Fax. The next might require a eMail, Fax and Print.
Q: How do I figure out how many user-licenses do I need on my host system to allow users to send documents through ddxConnect (for fax, email, laser forms, etc)?
A: ddxConnect licensing is server-based. There are no user licenses required - so any number of users can send documents to ddxConnect for distribution. In the Standard Edition, there is a limit of 28 users that may view the document logs at any time. Any limitations on the number of users on your host system are generally imposed by the software on that system, not DDX.
Q: Does the fax modem require a dedicated phone line?
A: Yes. One or more, depending on your volume of fax traffic. For higher volume, you should use more than one fax modem to share the load.
Q: What kind of modem do I need for faxing?
A: We recommend a Multi-Tech MT5634ZBA-v90 or MT5634ZBA-v92 Fax Modem - or equivalent. Specifically a Serial version of the modem. Do not purchase a USB version. For more information see http://www.multitech.com/PRODUCTS/MultiModemZBA/
Q: Am I limited to Laser printers?
A: No. You can choose any Windows-compatible printer, like Lasers, Inkjet printers and others.
Q: What type of Internet connection do we need to fully use the e-mail capabilities of ddxConnect?
A: DDX requires an always-available connection to your SMTP server (like Microsoft Exchange). DDX does not, technically, need to connect to the Internet if your SMTP server resides in-house. If it resides on the Internet (like at your Internet Service Provider), then DDX requires an always-on connection - DSL, ISDN, Cable Modem or T1
Q: How do I know if I have an SMTP Server - required to facilitate email from ddxConnect?
SMTP is short for Simple Mail Transfer Protocol. If you can email over the Internet you have one. DDX needs a clear, open connection to your SMTP server. The server needs to be set to allow emails to relayed from the DDX Server, or DDX requires an appropriate user and password to pass to the server for authentication.
Q: Can I use my Microsoft Exchange Server as my SMTP Server – ie: Can DDX send email through Exchange?
A: Yes. You need to ensure that the SMTP option has been installed, and that relay is enabled (See your Exchange Administrator), or that ddx has a valid Exchange user ID and password for authentication. Microsoft has documentation on how to enable the relaying of email from some external product like DDX. By default most versions of Exchange are set to prohibit the relaying of email: this is to prevent your server from being used for spam email. We suggest that you consult the person responsible for administration of your Exchange Server.
Note that DDX does NOT REQUIRE Microsoft Exchange specifically. Almost any SMTP Server will suffice.
Q: Do I need the Print Capture option to print/fax/email Forms from my host system?
A: No – The DDX component that is responsible for distributing documents directly from your host is ddxConnect (possibly with ddxPort Form Recognition) . The Print Capture option is specifically for publishing documents from Windows applications like Word, Excel, AutoCAD, etc. These are sent directly to the Archive – without fax/email or Laser forms being generated.
Q: Can support for new forms be added?
A: Any form can be ddx Enabled. See the list above for more info on which forms come standard with the integration package for your business system. Other forms can be added easily. Just contact Dash for an estimate.
Q: Is there any notification when a document is sent or when it fails?
A: Yes – the included ddxConsole is a viewer that lets users, from their own PC, monitor traffic and address any exceptions - like a bad fax number.
Q: Will I receive an email notification when my document is sent, or if it fails for some reason?
A: Email notification is also possible - but not part of the standard integration packages. Please contact Dash if you wish to have this function enabled.
Q: Can I send attachments with my forms (like sending CAD drawings with my Purchase Order)?
A: ddxConnect supports the ability to attach additional documents to your forms. For example, you may want to send Drawings with your Purchase Orders, or Payment Terms with your Invoices. Most systems allow you to specify up to 2 attachments in the customer/vendor's delivery preferences. If additional attachments are desired, contact Dash for an enhancement.
ddxConnect currently supports emailing virtually any type of file, as an email attachment - retaining it's native format. For fax and print, Bit Map (BMP) format files are currently supported. Please contact Dash or your Reseller for more information or to discuss the addition of support for other types of files.
Q: Is there a fax scheduler to allow sending long distance fax transmissions during night time hours when transmission rates may be less expensive?
A: In ddxConnect v4 and above you can limit the times when faxes can be sent, and continue to print and email documents. This is done by scheduling the Fax Engine to only run at certain times.
Additionally, Dash supplies a utility (ddxControl) that can be used to automatically start and stop ddxSuite products. We have seen customers use this in conjunction with a Windows scheduling program (like Windows Scheduler, or third party products like AutoMate 5) to schedule startup and shutdown of the ddxConnect Fax Engine. This approach could be used to automate the start and stop of the ddxConnect Fax Engine during times of the day when rates are lower.
Q: When I send documents by email, what format are they?
A: Your forms become one or more attachments in the email. You may choose PDF, JPG or TIF formats. Your document is then sent as an attachment in an email.
ddxArchive - Document ManagementQ: How do I see documents in the Archive?
A: Using the ddx Viewer you can locate any document in the Archive. If you have purchased the Security option, you may be limited to certain types of documents and/or certain divisions/company codes.
Q: What types of documents can I keep in the Archive?
A: Virtually ANY file can be kept in the archive. The Viewer is tuned to display PDF; Images (Bit Maps, JPG, TIF, etc); Word; Excel; other MS Office documents and Text files. However, any other type of file may be kept in the archive: with 1 click you can open that file in it's "native" PC applications. For example, an AutoCAD drawing may be archived along with a PO... when you select the AutoCAD drawing in the Viewer simply click the "Open Document" button and your default AutoCAD viewer is launched and you can see your drawing.
Q: What is the default file type for documents in the Archive? What other choices are there, and what are the pros and cons of each?
A: This is user-defined. Documents that come through ddxConnect from your business system (like Invoices) may be stored in PDF, JPG or TIF format. The smallest is generally a black & white TIF: This results in highly compressed files that take up little space (6-8k per page) and provides good clarity. For black and white documents, like most forms, TIF is generally the most efficient format.
For other documents published from places other than your business system / ERP system you have several choices...
1. You can store them in their native format - like a Microsoft Word "doc" file or PDF. The advantage here is that you can extract copies of them in that format and reprint or edit the copy with all the original clarity. There are several disadvantages to this approach A) there is no size compression - so space can be an issue, B) you need to have installed on your PC the application (like Word) to view these files.
2. In the case of Image (BMP's, JPG, TIF, PNG) or Text files these can be archived in their native format and viewed directly within the ddx Viewer. As you are publishing these, you also have the opportunity to convert to alternate file types - for example: If you publish a BMP file, you may want to convert to TIF or JPG to conserve space (make the file smaller). The ddxPublisher allows to you do this, and see the results before you publish.
BMP's tend to be very large, but color and clarity is generally good. JPG is great for pictures, and moderate in size but often blurry when used for forms and text. TIF offers an excellent range of options from extremely hi-resolution (and large sized), to crisp black and white (very small).
3. With the ddx Print Capture feature you can convert almost any document (like Word or AutoCAD) into a Bit Map before publishing. This graphic format can then be manipulated in the ddxPublisher before you save to the archive.
Q: Can I change or delete a document in the Archive?
A: Yes - There are secured options available for the system administrator to remove a document, or change it's indexing information, but this is not available to most users for security reasons.
Q: Licensing: I need to install the viewer on 10 PC's. Does that mean I need 10 Viewer Licenses?
A: No - the Viewer Licenses are based on concurrent users. This means that you may install the viewer on as many PC's as you wish. However, you will be limited to X number of simultaneous users, based on the number of licenses you own. For example: You own 3 licenses. This means that a maximum of 3 people at a time can be using the Viewer.
Q: Do I have to scan documents that I want archived?
A: No... scanning is certainly one option. But with ddxConnect the forms produced by your business system or ERP software are archived automatically. With our ddxPort Form Recognition technology, forms produced from this, and other sources may be automatically archived as well.
For other, unstructured documents or files, if you have the document in a digital format already, you do not need to print it out and scan it back in... just drag and drop it onto the ddxPublisher. Or right-click on it from your Windows Explorer and use the "Send-To DASH ddx" option. You can also use the Dash Print Capture feature to print a document directly to the Archive.
Q: What scanners does ddxArchive support?
A: Any scanner that can output documents to PDF, TIF, JPG or BMP file formats. Scanning software is supplied by the Scanner Vendor. The ddxPublisher simply reads those files when scanning is complete.
Q: When using the Archive can you print, fax, or email documents?
A: Yes - from directly within the Viewer you can reprint a document, or email that document using Outlook 2000 or greater. With the ddxDesktop Fax option, you have the ability to fax any document you can print from any Windows Program - including those in the Document Viewer.
Q: Can the prompts in the ddxPublisher be changed?
A: Yes – with the ddxAdministrator you can change the prompt labels, not only in the Publisher but in the Viewer as well. This allows you to "re-purpose" existing archive data fields so that you may use them in different contexts.
Q: Can I change the items listed in drop-down fields, or change which ones are required in the ddxPublisher?
A: Yes - with ddxAdministrator. Only Company/Division, Document Type and Date are required – but you can still re-label these. This feature also allows you to:
- Determine which fields are required, and which are optional
- Add to or remove from the drop-down lists for Company Division and Document Type.
- Limit which users can see which document types, and in which companies.
- Any of the above can be tailored on a User-by-User (or Group of User)
basis
Q: Can I add extra fields, or remove fields from the list?
A: Yes and No… The number of fields is a global issue, applying to all documents. Normally, our packages that are pre-integrated with your ERP software uses all of the existing fields, so removing them is inadvisable.
Adding new fields is permitted. This generally requires Dash to make some changes to your database. There there is no conversion necessary, and to add a new field, it may be as little as an hour or two effort.
Note that adding fields is not considered a modification – ddxArchive has been built with this flexibility in mind. The product accommodates this without change. It is simply a database change.
Q: Do I need the ddx Print Capture to print Forms from my business system (like Invoices)?
A: No - this task is performed by ddxConnection. Print Capture is not required. You may, however, require the use of ddxPort Form Recognition technology. Please contact Dash for more information on this topic.
Q: Do I need to purchase ddx Print Capture separately?
A: Yes - This feature requires 1 license for each PC on which it is installed.
Q: What does the ddx Print Capture do?
A: Print Capture is essentially a specialized Printer Driver. When you print a document from your PC-based application (like Word or Excel) you can choose the ddx Printer instead of a physical printer. When you tell your program to print to the ddx Printer it captures a copy of the document as it would have been printed and forwards that copy to the ddxPublisher so you can add index information and send it to ddxArchive.
TCM is a registered trademark of WorkWise Inc.
