Setting up and Using Document Management in Job Cost

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.

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.

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 Microsoft Dynamics GP server so everyone can access the attachments.
   

2. Create the following folders under \docs:

   • Service Management

     • \customer
       • \location
       • \equip
       • \contract
       • \calls
       • \subloc
       • \equtype
       • \model
       • \quote

       • \appointments 

   • Job Cost
     • \job
       • \project
       • \changed
       • \subctr
       • \appointments

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. 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, and Type fields default from the previous window.
4. Enter a Description for the file. The description will display in the Document List window. The system date displays in the Date field.
5. The Format field is greyed out as only .bmp files can be attached. With the Advanced Document Management feature, you can attach numerous file formats (e.g., .DOC, .BMP, .XLS, .TIF, .WAV). See Advanced Document Management.
6. 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.
7. Select Save.
8. 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.

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.

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:

1. Go to Microsoft Dynamics GP > Tools > Setup > Company > Document Attachment Setup.
2. Mark Allow Document Attachments.
3. 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.
4. Select OK.

Tables and Fields

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

Service Management

Job Cost