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.
Note: Before performing this procedure, make sure no one is logged into Microsoft Dynamics GP or Service Management or Job Cost.

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

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

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

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

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.

Note: This is the only option available if you are attaching a file when using the Web Client. You are also only able to view an attached file if it has been saved to the Microsoft SQL database.

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

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.

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. Save the document with a new name by choosing File > Save As > [new document name].

5. Re-attach the document.

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.

Setting up physically stored document attachments

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.
Note: 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 to for all users who will be attaching files.
To set up the additional Document Attachment Management Setup window:

1. Go to Microsoft Dynamics GP > Tools > Setup > Company > Document Attachment Setup.
2. Mark Allow Document Attachments.
3. Choose Additional, and then choose:
   • Service Management AttachmentsEnter the file locations the attachments should be saved to for each of the attachment areas.
   • Equipment Management AttachmentsEnter the file locations the attachments should be saved to for each of the attachment areas.
4. Choose OK.