cloud93421.hair

How to Use EdiView Finder: A Step-by-Step Guide

Written by

admin

in

What EdiView Finder does (quick overview)

EdiView Finder helps you:

  • Locate EDI documents quickly across folders, archives, and integrated systems.
  • Preview and inspect EDI messages (X12, EDIFACT, TRADACOMS, etc.) without opening full EDI editors.
  • Search by multiple criteria (date ranges, trading partner, document type, reference numbers).
  • Filter, tag, and export results for reporting or further processing.
  • Integrate with other systems (ERP, MFT, EDI translators) through connectors or APIs.

Before you start: prerequisites

  • Access credentials for EdiView Finder (username, password, and any two-factor authentication).
  • Network permissions to access the repositories or folders EdiView Finder will index.
  • Knowledge of the EDI standards and document types your organization uses (e.g., X12 810 for invoices).
  • Optional: API keys or integration credentials for connected systems (ERP, MFT, archive).

1. Initial setup and configuration

  1. Sign in with your credentials. If your organization enforces SSO, use the designated method.
  2. Complete any multi-factor authentication steps.
  3. Configure repositories and data sources:
    • Navigate to Settings → Data Sources.
    • Add file locations (network shares, SFTP, cloud buckets) and provide connection details.
    • For each source, set indexing frequency (real-time, hourly, daily).
  4. Set user preferences:
    • Choose default preview format (raw EDI vs. parsed view).
    • Configure timezone and date display.
  5. Configure access controls:
    • Assign user roles (Admin, Power User, Viewer).
    • Set folder- or partner-level permissions.

Tips:

  • For large archives, begin with a limited indexing scope (recent files) to speed initial setup.
  • Use a test folder first to validate connection settings before indexing production data.

2. Indexing files and building the searchable catalog

  1. Trigger an initial index:
    • Go to Indexing → Start Full Index.
  2. Monitor the indexing dashboard:
    • Watch progress, error counts, and source-specific stats.
  3. Resolve indexing errors:
    • Common issues include permission denials, unsupported file encodings, or corrupt files.
    • Reconfigure access or exclude problematic folders.
  4. Schedule regular incremental indexing to capture new files.

Best practice: Keep an eye on index growth and retention policies to control storage and maintain search performance.

  1. Open the Search tab.
  2. Enter keywords or identifiers:
    • Invoice numbers, PO numbers, transaction set IDs (e.g., 810, 850), or trading partner names.
  3. Filter results:
    • Date range, document type, file source, status (ACK/NACK), or custom tags.
  4. Sort results by relevance, date, or file size.

Example searches:

  • “PO12345” — finds all documents referencing that PO.
  • “TradingPartner:AcmeCorp AND Type:850” — returns purchase orders from AcmeCorp.

Tip: Use wildcard characters where supported (e.g., PO* or *123).

4. Advanced search and saved queries

  1. Switch to Advanced Search mode to build compound queries:
    • Use boolean operators (AND, OR, NOT).
    • Combine field-specific searches (Partner:XYZ AND Date:[2025-01-01 TO 2025-01-31]).
  2. Save frequent queries:
    • Click Save Query, name it, and optionally share with a team or folder.
  3. Schedule saved-query reports:
    • Configure email or webhook notifications for new results matching the query.

Example advanced query:

  • Partner:GlobalSupply AND Type:810 AND Status:Pending AND Date:[2025-06-01 TO 2025-06-30]

5. Previewing and interpreting EDI messages

  1. Click a search result to open the preview pane.
  2. Switch between views:
    • Raw EDI text (segments/elements).
    • Parsed/pretty view (human-readable mapping).
    • JSON/XML if the tool exposes translated formats.
  3. Use the segment navigator:
    • Jump to ISA/GS headers, ST/SE envelopes, or specific segment types (N1, IT1, etc.).
  4. Highlighted fields:
    • EdiView Finder highlights matched search terms and common identifiers (dates, totals, refs).
  5. Verify document health:
    • Look for acknowledgments (997/CONTR) or validation errors flagged by the preview.

Tip: If your EDI translator provides validation rules, enable them in Settings so the preview shows schema/field-level errors.

6. Tagging, annotating, and collaborating

  1. Add tags or labels to documents for workflow tracking (e.g., “Reviewed”, “Dispute”, “Urgent”).
  2. Leave annotations or comments for colleagues; comments can include links to internal tickets or external systems.
  3. Create collections:
    • Group related documents (e.g., all documents for a single PO lifecycle) for bulk actions.

Best practice: Standardize tag names and use a small controlled vocabulary to keep tagging useful.

7. Exporting, downloading, and integrations

  1. Export options:
    • Download raw EDI, translated JSON/XML, or a zipped collection.
    • Export metadata as CSV for reporting.
  2. Bulk export:
    • Select multiple results and choose Export → ZIP or SFTP push.
  3. Integrations:
    • Use built-in connectors to push documents to ERP, EDI translators, or cloud storage.
    • Configure webhooks or API calls for automated downstream processing.
  4. Audit logs:
    • Every export and API action is logged for compliance and traceability.

Example: Schedule a daily export of all 810 invoices to an SFTP folder consumed by your accounting system.

8. Working with validation and error handling

  1. Turn on validation rules for your EDI standards (X12/EDIFACT).
  2. Review validation reports in the preview or the Validation tab.
  3. Common error types:
    • Missing mandatory segments/elements.
    • Incorrect data formats (dates, numeric).
    • Trading partner identifier mismatches.
  4. Remediation:
    • Use the editor to make quick corrections (if enabled).
    • Tag as “Needs Correction” and assign to a user.
    • Resubmit corrected documents to your translator or trading partner.

Tip: Track error trends by partner and document type to prioritize fixes and training.

9. Automation and workflows

  1. Build rules to automate routine tasks:
    • Auto-tag documents by document type.
    • Move documents to specific folders based on trading partner or status.
    • Trigger notifications or webhook calls on specific events (new invoice, failed validation).
  2. Create approval workflows:
    • Route documents to reviewers with escalation rules.
    • Require sign-off before exporting or resubmitting.
  3. Use APIs for custom automation:
    • Query, retrieve, and act on documents from external systems.

Example rule: If Type = 997 and Status = NACK, create a ticket in your issue tracker and tag the original transaction “Action Required.”

10. Security, compliance, and best practices

  • Ensure role-based access controls are correctly configured.
  • Encrypt data at rest and in transit; verify TLS settings for remote sources.
  • Maintain retention and purge policies consistent with compliance requirements (e.g., tax records).
  • Regularly back up the index and configuration.
  • Monitor audit logs for unusual access or export patterns.

11. Troubleshooting common issues

  • Indexing stalls: Check network connectivity and source permissions; restart the indexing service.
  • Missing results: Confirm source is included in the index and indexing schedule; check filters.
  • Incorrect parsing: Verify the correct EDI standard/profile is selected for the trading partner.
  • Export failures: Check destination credentials, disk space, and firewall rules.

12. Tips to get the most out of EdiView Finder

  • Start with a pilot: index a subset of data and validate mappings before going wide.
  • Standardize naming and tags across teams.
  • Train regular users on saved queries and quick preview features.
  • Schedule periodic housekeeping: archive old data and rebuild the index if performance degrades.
  • Use dashboards and reports to measure throughput, error rates, and partner performance.

Quick checklist (one-page)

  • Credentials and MFA verified
  • Data sources added and tested
  • Initial index completed
  • Common saved queries created
  • Validation rules enabled
  • Notifications/workflows configured
  • Backup and retention policy set

If you want, I can:

  • Create sample saved queries or boolean search strings tailored to your EDI types,
  • Draft tagging taxonomy for team use, or
  • Write sample automation rules (webhook payloads, API examples) to integrate with your ERP or ticketing system.

Comments

Leave a Reply

Your email address will not be published. Required fields are marked *

More posts