Network Folder Configuration - Setup Notes/DML/Extender Tray Tab

Add a row in the grid for all required configuration.

Tip: Use the F9 / Detail screen to setup the configuration as this will show you the required fields for each Note type.

Select Network Folder Note Type

Note Type = Network Folder

For further details on note type, view below

Select from

  • Note if you require alerts based on unstructured data, ie a free format text box as long as you want. (IM –Notes module only)

  • Infoset if you require alerts based on structured data, ie a list of optional field values. (IM – Supplementary Data module only)

  • Network Folder if you require alerts based on a list of files in a nominated network folder. (IM – Document Management Link only)

  • SharePoint if you require alerts based on a list of files in a nominated SharePoint folder. (IM – Document Management Link only)

  • Extender Script if you want to run an Extender script to generate content for the Note Alert Box (requires Orchid Extender module).

Configure how the documents are linked to Sage 300

Documents are linked to Sage 300 screens based on up to 2 field labels.

Optionally, you can choose to rename files and/or to show documents only on certain screens.

RotoID - unique id for each screen - Optional

RotoID is the Sage 300 unique screen ID for the Desktop screen. You only need to enter it if you want to restrict the Document/Notes to one particular Sage 300 Screen.

Leave the RotoID field blank If you want the note / Document to trigger for all Sage 300 forms which have the Field label specified. The alert will show as per its configuration.

Example: For example, if you want Vendor Invoices only to show on the Vendor Activity screen, you would fill in the RotoID of AP1500.

For details on finding the RotoID, refer to How to find the RotoID of a Sage 300 screen

Enter the field label from the Sage 300 screen which is to trigger the display of the Documents icons.

If the Field Label is entered with quotes, e.g. "PY", Information Manager will use the hard coded value in addition to the value set in the Second Field Label.

Important!

1. The same field may have different labels on different screens. See Example 1 below

2. The same field label may be used on the Header and Grid component of the same screen. See Example 2 below. Adding "F."to the field label forces it to use the field control and "G." forces it to use the grid control.

Examples:

1. In AR Receipt Entry there are two Document Number fields - one on the header and one in the grid. To force the tray to use the correct one, you should use "F.DOCUMENT NUMBER" for the screen label or "G.DOCUMENT NUMBER" for the grid field label. .

2. If you want the same list of documents to show on both the AR Customer Screen and the AR Customer Inquiry, you need to add two rows in the IM Setup\Options on the Notes/DML/Extender Tray tab. One for the Field Label “CUSTOMER NUMBER” and one for the Field Label “CUSTOMER NO.”

Enter the second field label from the Sage 300 screen which is to trigger the display of the Documents icons. If entered, then the document list will displayed for Field 1 = Field label and Field 2 = Second Field Label.

Second Field Label is optional and is configured in the same manner as the Field Label.

Fill in the Network Folder where the documents will be stored for this Field Label. (applies to Network Folder Type only).

Tip: Use Domain security profile to ensure users have appropriate rights to add / view /delete files in the folder.

Note: Use UNC path instead of mapped drive as all users may not have the same mapped drives.

Using {value} and {value2} in the folder name

You can optionally use {value} and /or {value2} in the folder name, where {value} is the first field value (as configured in Field label above) and {value2} is the Second Field label configured.

DML will automatically create the folders for {value}/{value2} as required when you add documents.

Example: Using {value}

Set folder to \\vendordocuments\{value}\{value2}*.*

On the AP Invoice screen, for vendor 1200 and document DOC001, documents are attached to a folder per vendor and you will see all documents starting with DOC001 (any extension and any other characters after the Invoice number) in a folder per vendor 1200

\\vendordocuments\1200\DOC001*.*

Using wild cards (* and ?)

You can use wild cards to define which files you want to see.

* represents any number of characters, ? represents one character.

Using ORGID and date in the folder configuration

Folder can include variables based on the Sage 300 database ID and the date the document is attached.

{orgid} = Sage 300 database ID

{yyyy} is the system year

{yy} is the two digit year (e.g. 2021 = 21)

{mmm} is the 3 character month, e.g. "Mar"

{mm} = two digit month, e.g. March = 03

{dd} is the two digit day

{d} is the day without a leading zero

Note: All the above variables are case insensitive.

For special month formatting, you can use the Case-Sensitive values below:

{M} = month name, e.g. "March"

{m} = month without a leading zero, e.g. March = 3

Example: Using {ORGID}

Set folder to \\vendordocuments\{orgid}\{value}\{value2}*.*

Logged into SAMINC, you will see all documents \\vendordocuments\SAMINC\1200\DOC001*.*

Logged into SAMLTD, the documents will be attached to \\vendordocuments\SAMLTD\1200\DOC001*.*

 Option to Enable or Disable the display of folders under the configured DML network folder.

Choose Show Folder if you want to archive documents in a folder, but need users to access such documents occasionally.

Example: This is useful if you file documents by year for example. By default you see all documents in the main folder, but you still have easy access to folders for prior years.

You can optionally automatically rename the file when it is copied or dragged into the network folder and the value given here will be the file name. Wild cards * and ? may be used.

Rename settings need to be consistent with the Folder settings if you filter based on the document name.

Example: EG ‘{value}*’ would prefix the file name with the field {value}. So dragging in a Word document called contract.doc would be renamed 1200contract.doc if {value} was Customer number and the customer on the screen was Customer 1200.

Example: EG ‘{value2}.*’ would rename the file with the contents of {value2}. So dragging in an Excel document called invoice.xls would be renamed INV123.xls if {value2} was Document Number and the document number on the screen was INV123.

Example: EG ‘contract.*’ would rename the file with the letters ‘contract’. So dragging in a PDF document scan20121201.pdf would be renamed contract.pdf

Configure the Alert Box.

The most common setup for Notes and Documents is

Notification Method = None and

Show Alert = Show Alert.

In Alert Heading: Enter a description for the section in the Alert Box

 

For details on all configuration options, refer to: Notification and Alert Configuration (Notes/DML/Extender Tray Tab)

Refresh the Tray icon if you have made any changes on the IM Setup>Options in the current session as the Tray icon reads the current setup when the company is first opened.

Tip: If you have multiple Tray icons, Close the Sage 300 desktop and re-open to refresh the configuration.