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 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 feature.
The following table lists all windows and fields with attached image buttons.

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

To attach 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.

To view 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.

To edit 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.

To delete 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.