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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:

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Create an attachments folder

Complete the following steps to create a folder to hold your attachments.
Note: Before performing this procedure, make sure no one is logged into Microsoft Dynamics GP or Service Management or Job Cost.

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1. Create the following folders under \docs:
   • \customer
   • \location
   • \equip
   • \contract
   • \calls
   • \subloc
   • \equtype
   • \model
   • \quote
   • \job
   • \project
   • \changed
   • \subctr
   • \costcode
   • \forecast

Step 2:

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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:

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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.

• WS_TempDir=C:\temp(must end in backslash)
• C is the local drive
• temp is the name of the folder that will hold the attachments

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Using document management

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Attaching a document

1. Choose the attached image button in any field. The Document List window opens.
2. Choose Add to open the Document Maintenance window.
3. Enter a Description for the file. The description will display in the Document List window. The system date displays in the Date field.
4. Choose the Select File... button to locate the file you want to attach. File names cannot exceed eight letters and cannot contain spaces.
5. Choose a radio button:
   • Copy FileSaves the file to the directory specified in your pathname setup. The file name is automatically generated 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 FileSaves 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 DatabaseCopying the file to a Microsoft SQL database offers a more secure connection to the documents and makes the documents easier to manage.

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1. Choose Save.
2. Close the Document Maintenance window to return to the Document List window. Your attachment appears in the scrolling window.

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Viewing an attached document

1. Choose the attached image button to open the Document List window.
2. Select the document in the scrolling window and choose Display to view the attachment.

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Editing an attached document

1. Choose the attached image button to open the Document List window.
2. Select the document in the scrolling window and choose Display.
3. Edit the document.

4. 
   

   Wiki Markup
   Save the document with a new name by choosing _File > Save As >_ \[new document name\].

   
   

5. Re-attach the document.

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Deleting an attached document

1. Choose the attached image button to open the Document List window.
2. Select the document in the scrolling window and choose Edit.
3. In the Document Maintenance window, choose Delete.

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