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 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.

With the Advanced Document Management feature, you can attach numerous file formats (e.g., .DOC, .BMP, .XLS, .TIF, .WAV). See Advanced Document Management.

Setting the Default Document Storage Location

You can set a default document storage location in the Document Storage Setup window. This new window is found

• When Copy File, Attach File, or Copy To Database is set as the default storage location, this option is marked for your users in the Document Maintenance window when uploading an attachment, however, users can select a different option if needed. 
• When the default option is set to Cloud Storage, the storage location cannot be changed in the Document Maintenance window.

To see the default storage location:

1. Access the Document Storage Setup window in Service Management settings (Service Management > Module Setup > Document Storage Setup) or Job Cost settings (Job Cost > Job Cost Settings > Document Storage Setup).  
2. In the Default Storage Location section, select one of the following options:
   • Copy File
   • Attach File
   • Copy To Database
   • Cloud Storage
3. Select Save.

Setting up Document Management

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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