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The Document Management feature allows users to attach bitmap (.BMP) files to records. The bitmap images can be saved with the record and viewed by choosing selecting the attached image button. If the record does not have documents attached, the button shows a paper clip. When documents are attached, the button shows a paper clip attached to a piece of paper.

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Setting up document management involves creating an attachments folder and mapping the attachments folder to the server. For information on setting up physically stored Service Management attachments, see Setting up physically stored document attachments.

Step 1: Create an Attachments Folder

Complete the following steps to create a folder to hold your attachments.

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1. Create a \docs folder under the \Microsoft Dynamics GP folder on the shared server. 

   The attachments folder must be created on the shared Microsoft Dynamics GP server so everyone can access the attachments.
   

   
   

2. Create the following folders under \docs:

   • Service Management

     • \customer
       • \location
       • \equip
       • \contract
       • \calls
       • \subloc
       • \equtype
       • \model
       • \quote

       • \appointments 

   • Job Cost
     • \job
       • \project
       • \changed
       • \subctr
       • \appointments

         
         

Step 2: Map the Attachments Folder to the Server

Add the following line to the DEX.INI file on each client workstation:

• WS_DocRoot=H:\GP\docs\ (must end in backslash)
  • H is a shared mapped drive
  • GP is the name of the Microsoft Dynamics GP folder on the shared SQL server
  • docs is a folder in the Microsoft Dynamics GP folder

Step 3: Map the Temporary Folder Location

You must specify a temporary folder to be used when viewing attachments that were copied to the database. Add the following line to the DEX.INI file on each client workstation.
Note: This temporary folder is emptied when you log out of the system. Do not use the folder for data storage.

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1. Select the attached image button in any field. The Document List window opens.
2. Select Add to open the Document Maintenance window.
3. The Document ID, Customer, and Type fields default from the previous window.Enter a Description for the file. The description will display in the Document List window. The system date displays in the Date field.
4. The Format field is greyed out as only .bmp files can be attached. With the Advanced Document Management feature, you can attach numerous file formats (e.g., .DOC, .BMP, .XLS, .TIF, .WAV). See Advanced Document Management.
5. In the Source Document section:Internet/Extranet Access 
   Allows you to enter a URL of a file that is located online.
6. Select File
   Select this button to locate the file you want to attach.Select a radio button to determine how the attachment is handled:the storage location for the attachment. 
   
   • Copy File
     Saves the file to the directory specified in your pathname setup. The file name is automatically generated by Service Management and appears in the non-editable Document ID field in the upper portion of the window. The complete filename will contain the appropriate format extension.
   • Attach File
     Saves the path to the file. You will use less hard disk space by attaching the file, but risk losing the path if the file is ever moved.

   • Copy to Database

     • Copying the file to a Microsoft SQL database offers a more secure connection to the documents and makes the documents easier to manage. 

       When

        When selecting the file to attach to the appointment, in the Source Documentation section select Copy To Database.

     • Copy to Database is the only option available if you are attaching a file when using the Web Client. You are also can only able to view an attached file if it has been saved to the Microsoft SQL database.
   • Cloud Storage
     Saves the file to the Azure Cloud. This option must be set up in the Documentation Storage Setup window before you can store attachments.
7. Enter a Description for the file. The description will display in the Document List window.
8. The system date displays in the Date field.
9. The Format field is greyed out as only .bmp files can be attached. With the Advanced Document Management feature, you can attach numerous file formats (e.g., .DOC, .BMP, .XLS, .TIF, .WAV). See Advanced Document Management.
10. In the Source Document section:
    • Internet/Extranet Access 
      Allows you to enter a URL of a file that is located online.
    • Select File
      Select this button to locate the file you want to attach.
    • Send Notification
      Currently not in use.
11. Select Save.
12. Close the Document Maintenance window to return to the Document List window. Your attachment appears in the scrolling window.

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The ability to physically store attachments in a user-defined location has been added to Service Management for a select number of attachments. In Service Management, attachments are added by choosing the paper clip icon. This method of attaching documents is the same method that was introduced in Microsoft Dynamics GP 2013. MobileTech reports are added automatically when generated.

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The following table lists all Service Management windows and fields with attached image buttons. New windows may also have the attachments button available.

Service Management

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