The Document Management feature allows users to attach bitmap (.BMP) files to records. The The bitmap images can be saved with the record and viewed by choosing selecting the attached image button. If The button shows a paper clip 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.
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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: Create an Attachments Folder
Complete the following steps to create a folder to hold your attachments.
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Before performing this procedure, make sure no one is logged into Microsoft Dynamics GP or Service Management or Job Cost. |
Create a \docs folder under the \Microsoft Dynamics GP folder on the shared server.
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Create the following folders under \docs:
Service Management
- \customer
- \location
- \equip
- \contract
- \calls
- \subloc
- \equtype
- \model
- \quote
\appointments
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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.
- 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
Using Document Management
Attaching a Document
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You can also set up the default document storage location option so that when users add an attachment, the storage location radio button defaults to what you've selected in the Document Storage Setup window. See Setting Up the Default Document Storage Location (Optional).
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Files must be physically located on the device used to attach the file. For example, if you are using OneDrive to store your images, you will need to download the image to your computer or phone before you can attach this to a service call. |
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The optional Advanced Document Management module allows users to:
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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.
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Viewing an Attached Document
- Select the attached image button to open the Document List window.
- Select the document in the scrolling window and select Display to view the attachment.
Editing an Attached Document
- Select the attached image button to open the Document List window.
- Select the document in the scrolling window and select Display.
- Edit the document.
- Save the document with a new name by choosing _File > Save As >_ \[new document name\].
- Re-attach the document.
Deleting an Attached Document
- Select the attached image button to open the Document List window.
- Select the document in the scrolling window and select Edit.
- In the Document Maintenance window, select Delete.
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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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| For document attachments to be written to a physical file location, WRITE permission must be given to the folder(s) where the attachments will be copied for all users who will be attaching files. |
To set up the additional Document Attachment Management Setup window:
- Go to Microsoft Dynamics GP > Tools > Setup > Company > Document Attachment Setup.
- Mark Allow Document Attachments.
- Select Additional, and then select:
- Service Management Attachments
Enter the file locations the attachments should be saved to for each of the attachment areas. - Equipment Management Attachments
Enter the file locations the attachments should be saved to for each of the attachment areas.
- Service Management Attachments
- Select OK.
Tables and Fields
The following table lists all Service Management windows and fields with attached image buttons.
Service Management
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Customer
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Customer ID
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Location
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Customer
Address ID
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Maintenance Contract
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Customer
Location
Contract Number
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Equipment
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Location
Equipment ID
Equipment Type
Model Number
Sublocation ID
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Service Call
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Customer
Location
Service Call ID
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Service Appointment
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Appointment
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Equipment Type Setup
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Equipment Type
Equipment Model Number
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Contract Quote
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Customer
Location
Quote Number
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Service Call Quote
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Service Call ID
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Master Contract
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Customer
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Maintenance Contract History
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Customer
Location
Contract Number
Job Cost
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Job Number
Project Number
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Job
Job Vendor
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