We are pleased to present you with the Enterprise software gFM-Business Light 1.7.1 is the first single-user version with automatic creation and archiving of PDF files. Like gFM-Business Professional, gFM-Business Light now supports the automatic archiving of all printed documents, lists and receipts. In addition, paper documents and business cards can be archived as PDF files and automatically assigned to the respective contact data record. A PDF printer driver such as CUPS-PDF under Mac OS X can be set up in gFM-Business Light, whose printouts are automatically renamed and stored in the corresponding directory set up in gFM-Business. With the PDF printer driver set up, the functionality of the entire printing system is identical to the corresponding functions in gFM-Business Professional; for all document types, the function [Send by e-mail] available. Find out below which new features the update to gFM-Business Light 1.7.1 contains.
Setting up a PDF printer driver in gFM-Business
To enable the automatic archiving of PDF files in gFM-Business Light 1.7.1, first install a PDF printer driver on your system. How to install the freely available and free PDF printer driver "CUPS-PDF" under Mac OS X, in this specialist article. The installation package for gFM-Business Light 1.7.1 for Mac OS X now also includes the installation for CUPS-PDF. You can find out how to install a PDF printer driver for gFM-Business Light under Windows in the lower part of this article. 
After the PDF printer driver has been installed, start gFM-Business and switch to the screen [Settings > Preferences > Devices].
Refresh the list of installed printers by clicking on the button [Update] above the Portal "Installed printers and default printers". If the PDF printer driver was previously installed correctly on the system, it will now appear in the printer list. 
Now select in the field [PDF Printer] select the PDF printer driver you have installed (here: CUPS-PDF). Now click on the action button in front of the field [Path] and select the file path under which the PDF printer driver saves new PDF documents. The PDF printer driver "CUPS-PDF" available for Mac OS X saves documents in the directory:
/private/var/spool/cups-pdf/YourUserDirectoryName
To make it easier to find this directory, CUPS-PDF installs an alias of the directory under
/Users/Shared/CUPS-PDF
or also:
Macintosh HD > Users > For all users > CUPS-PDF.
Setting up the TWAIN scanner
If you would also like to archive paper documents as PDF files in gFM-Business Light, click on the "TWAIN scanner" button above the portal. [Update]whereupon all TWAIN scanners installed on your system (with 32-bit drivers) will automatically appear in the list. If several scanners are installed on your system, click on the function button in front of the desired scanner and select the function [Use this scanner].
Then click on the function button in front of the field [Path] and select the directory in which gFM Business should store scanned documents. The default path is:
/Users/YourUserDirectoryName/Documents/gFM-Business/Archive.
Set paths of the print layouts
After you have selected the directory of the PDF printer driver, the paths of all print layouts must now be set so that gFM-Business can save all documents in the correct directories. To do this, navigate in gFM-Business to the mask [Settings > Print layouts].
Click on the function button at the bottom left and select the function [Set all paths]. You will now be asked to select the default document directory of gFM-Business, in which all document directories of gFM-Business are located (actions, offers, archive, orders, etc.). In the standard installation under Mac OS X, the directory is:
/Users/YourUserDirectoryName/gFM-Business.
After clicking on the button [Select] the paths are automatically set in all print layouts.
New functions in gFM-Business Light 1.7.1
In gFM-Business Light 1.7.1, as in gFM-Business Professional, the following functions are now available system-wide in all print popovers
- Send by e-mail
- Send without printout
as well as an input field for an e-mail address. All printouts are automatically archived in the directories defined for the corresponding Print layout under [Settings > Print layouts] have been specified. By selecting the "Send by e-mail" function, the document can be sent immediately after printing. After selecting the option [Send without expression] the document is sent by e-mail as a PDF file without printing. Furthermore, the new function [Send by e-mail] is available in all main function menus of the following modules:
-
- Correspondence
- Invoicing > Quotations
- Invoicing > Orders
- Invoicing > Delivery bills
- Invoicing > Invoices
- Invoicing > Credit notes
- Invoicing > Reminders
- Invoicing > Orders
PDF printer driver under Windows
A PDF printer driver can also be set up under Windows to automatically archive documents and receipts from gFM-Business Light as PDF files. Under Windows, we use the PDF printer driver "eDocPrintPro", which is available free of charge on the Website of the manufacturer can be downloaded.
- After downloading, start the "eDocPrintPro" program and the setup program will open. Go through all the steps required to install the printer driver. Then restart your Windows system.
- Now open the control panel in the control panel [Devices and printers].
- Right-click on the printer "eDocPrintPro" and select the function [Print settings]. In the following dialog, select the register button [Target] from.
- Select the save mode [Save - without dialog - with preset folder and name] from.
- Select the directory [eDocPrintPro] in the document directory of gFM-Business. (Standard: C:\Users\YourUserName\Documents\eDocPrintPro)
- Under "Replace existing file", select the option [Automatic numbering] from.
The "eDocPrintPro" PDF printer driver is now ready for use on the system side. In gFM-Business Light, refresh the list of installed printers in [Settings > Preferences > Devices] by clicking on the button [Update] above the "Installed printers and default printers" portal. If the PDF printer driver was previously installed correctly on the system, it will now appear in the printer list. Now select in the field [PDF Printer] the installed PDF printer driver "eDocPrintPro". Now click on the action button in front of the field [Path] and select the same file path that you entered in the eDocPrintPro print settings. All further steps, such as setting the paths for the print layouts, are identical for Mac OS X and can be found in the upper part of this article.
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gFM-Business Light 1.7.1: Version history
- Settings: Fields "PDF_printer_driver" and "path_pdf_printer_driver" added.
- Layout "scr.settings > Devices": Fields "PDF printer driver" and "PDF printer driver path" placed and Value list assigned.
- Script "lay.settings_defaults": "Path selection PDF printer driver" subscript added, button assigned to layout.
- gFM-Business: New script "ts.CUPS_PDF_Dateimigration" added.
- gFM_Drucklayouts.fmp12: Scripts "ts.Drucken" and "ts.PDF_erzeugen" extended.
- gFM_Drucklayouts.fmp12: New table appearance "Correspondence_Archive_Content" created.
- gFM_Drucklayouts.fmp12: New relationship "Correspondence_Archive_Master" created.
- gFM_Drucklayouts.fmp12: New layout "Archiving" added.
- gFM_Drucklayouts.fmp12: Script "sys.Twain_Dokument_archivieren" imported from gFM-Business and extended.
- Optimization of all new functions for platform independence and Microsoft Windows.
- Layout "scr.settings_defaults > Invoicing": Field assignments "VAT rate reduced" and "VAT account reduced" corrected.
- Layout "iPad.invoicing_quotes": Trigger call in position button updated.
- Layout "iPad.invoicing_orders": Trigger call in position button updated.
- Layout "iPad.invoicing_delivery bills": Trigger call in item button updated.
- Layout "iPad.invoicing_invoices": Trigger call in position button updated.
- Layout "iPad.invoicing_credit notes": Trigger call in item button updated.
- Layout "iPad.invoicing_reminders": Trigger call in item button updated.
- Layout "iPad.invoicing_orders": Trigger call in item button updated.
- Error in script "ts.kor_document_archive" corrected (abort during file archiving)
Markus Schall has been developing individual databases, interfaces and business applications based on Claris FileMaker since 1994. He is a Claris partner, FMM Award winner 2011 and developer of the ERP software gFM-Business. He is also a book author and founder of the M. Schall Publishers.
