Advanced Document Management in JC

The optional Advanced Document Management module allows users to attach files of various formats including four-character file extensions (e.g., .DOC, .BMP, .XLS, .TIF, .WAV) to Service Management and Job Cost records. In addition, you can link to Microsoft Office SharePoint documents. Users do this by copying and pasting the link to a SharePoint document within the attachment. Attachments can be saved with the record and viewed using the attached image icon. If a record does not have documents attached, the icon displays a paperclip. When documents are attached, the icon displays a paperclip attached to a piece of paper. For purchasing information, contact WennSoft Sales.

Setting up Advanced Document Management

Setting up the Advanced Document Management module involves creating an attachments folder and mapping the attachments folder to the server.

Create an Attachments Folder

Complete the following steps to create a folder to hold your attachments.

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. The attachments folder must be created on the shared server so everyone can access the attachments.

2. Create the following folders under \docs:

   Service Management	Job Cost
   \customer \location \equip \contract \calls \subloc \equtype \model \quote \appointments	\job \project \changeOd \subctr \costcode \forecast \appointments

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)

• where H is a shared mapped drive
• where GP is the name of the Microsoft Dynamics GP folder on the shared SQL server
• where docs is a folder in the Microsoft Dynamics GP folder

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:

WS_TempDir=C:\temp (must end in backslash)

• where C is the local drive
• where temp is the name of the folder that will hold the attachments

Update the Next Document Number (Optional)

If you have multiple companies that are using document attachments, the "Copy File" method saves attachments for all companies to the same shared location. You will receive an error when saving an attachment if the next document number that defaults has already been used by another company.

You can set the next document number to be different for each company by updating the WSDOCS field in the WSSEQ table. The maximum document attachment number is 2,147,843,648; determine how you want to divide this number based on the number of companies you have.

For example, if you have three companies, you may select to start Company A with the next number of 1, but perform the following two SQL actions to update the next number for the other two companies: Company B: UPDATE WSSEQ SET WSDOCS = 715947882 Company C: UPDATE WSSEQ SET WSDOCS = 1431895766

Create the Pathname to the Document Viewing Application

If a file extension association was established in Windows Explorer, the system uses that association when viewing document files. You must create a pathname to the document viewing application only if a file extension association does not exist in Explorer, or if you want the ability to override the association in Explorer.

To create the pathname to the document-viewing application:

1. Select Microsoft Dynamics GP > Tools > Setup > Service Management > Module Setup > Document Viewers.

2. Enter a three or four-character document type in the Type field.
3. In the View Path field, enter the location of the application's executable file. This must be entered in the following format: :c:directory/XXXX.exe
4. Select Save.

Using Advanced Document Management

Attaching a Document

1. Select the attached image button in any field. The Document List window opens.
2. Select Add to open the Document Maintenance window.
3. The Document ID, Customer, Type fields default from the previous window.
4. Select the format in the Format field if you want to use a file extension association that was set up in the Document Viewers window. If the Format field is blank, the system uses the file extension association established in Windows Explorer.
5. Enter a Description for the file. The description will display in the Document List window. 
6. The system date defaults in the Date field.
7. In the Source Document section:
   • Internet/Extranet Access 
     Allows you to enter a URL of a file that is located online.
   • Select File
     Select this button to locate the file you want to attach.
   • Select a radio button to determine how the attachment is handled:
     • Copy File
       Saves the file to the directory specified in your pathname setup. The file name is automatically generated by Service Management 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 File
       Saves 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 Database
       Copying the file to a Microsoft SQL database offers a more secure connection to the documents and makes the documents easier to manage. 

       

       When selecting the file to attach to the appointment, in the Source Documentation section select Copy To Database.

       

       Copy to Database 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.

   • Send Notification
     Currently not in use.
8. Select Save .
9. Close the Document Maintenance window to return to the Document List window. Your attachment appears in the scrolling window.

Viewing an Attached Document

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

Editing an Attached Document

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

Windows and Fields

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

Service Management

Job Cost