Using Document Management Link

When the user opens a Sage 300 screen that references the configured fields:

  • An ‘Alert Box’ will open to reveal any documents that have been linked to field values on that screen

  • The user can then open those documents, or add new ones

  • Documents saved in the configured folders are available for display in the DML Alert Box

  • Most file types supported

For details on setting up DML, Setup Document Management Link

Viewing and Emailing files

When opening a Sage 300 screen that includes a field that has been configured in I/M Options / Notes/DML/Extender Tray Setup, users can view documents that are in the configured folder. Users can open any documents if they have the required network (or SharePoint if using) security rights.

When using Document Management Link with Network folder, you can right click on a file in the Alert Box, choose Email to open your default Email client and send an email directly from Document Management Link.

Adding Documents in the Alert Box

There are two ways that you can add new document to a Document Management Link (DML) folder.

You can either:

  • Click the "Add" button in the appropriate DML folder in the "Alert Box"

  • Drag and drop the required document from File Explorer box or an email from Outlook to the appropriate DML folder

Use ADD button in the DML Box

Click the "Add" button in the appropriate DML folder in the "Alert Box", then use File Explorer to browse for the folder where the document currently resides. The file will be copied to the configured DML Folder.

Tip: Add will open the last folder used to select a file.

Tip: Depending on your configuration, the file is renamed based on the values on the screen. For details, Network Folder Configuration - Setup Notes/DML/Extender Tray Tab

Adding files using Drag and Drop

You can drag and drop files from File Explorer to the Alert Box to add files.

You can also drag and drop emails directly from Microsoft Outlook desktop client into Document Management Link Alert box. The eml file will be saved automatically in the appropriate folder and renamed based on the DML/Notes Hotkey configuration.

Tip: Click Explore in the DML Alert Box to open Windows Explorer.

Tips when adding Documents

Drag and Drop and UAC

In some cases, the Add option works, but the Drag and Drop feature doesn't work. There are no errors, but the file is not copied. This typically occurs when:

  • User Access Control (UAC) is enabled on the workstation

  • Sage 300 has been launched by selecting the option "Run as Administrator"

  • The user is logged on to the workstation as another user, rather than Administrator

In this case, UAC prevents the copying of the file. This may be because the local Administrator account does not have access to the mapped drive, or the UAC access token for the File Explorer application (granted to the logged-on user) is not the same as the UAC access token for the DML Alert Box (granted to Administrator, as Sage 300 was "Run as Administrator").

Resolution is to either:

  • Do not select the option "Run as Administrator" for Sage 300, or;

  • Turn off UAC on this workstation

USING SHIFT AND DRAG TO MOVE DOCUMENTS

The Document will be copied or moved to the configured folder in I/M Options:

DRAG to Copy a document (leaving the original in place): click on the file, hold the mouse button down, and drag the file), or;

SHIFT-DRAG to Move a document: hold down shift, click on the file, hold mouse button down, and drag the file to the DML Alert Box).

If a file already exists with the same name

If a file already exists in the folder when you drag or add a file in Document Management Link, you will be prompted to select an option to overwrite or rename the file to a unique name (add today's Date after the name, add a number after the name or type a new name).

Example: Rename document based on Vendor Number

If you want to rename all files for a vendor based on the Vendor Number and a sequence, you could configure the Notes/DML Hotkey record ​to rename the file Vendor.ext

Users would need to select Copy as vendor-xxx.pdf to achieve the sequencing.