Using Document Management Link- Network Folder
When the user opens a Sage 300 screen that references the configured fields:
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An ‘Alert Box’ will open to reveal any documents saved in the configured folders based on values for the configured fields on that screen.
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The user can then open the document using the default program for the file extension configured on the machine.
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User can add new documents.
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Network folder security applies (or SharePoint if using).
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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.
Tip: 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.
As Document Management Link doesn't store any data in the Sage 300 database, you don't have to add the documents through the DML Alert Box. You can add the documents to the configured folder manually in File Explorer, through a third party OCR system or using Orchid Extender to save Sage 300 forms as a PDF (for example AR Invoices, OE Confirmation OE Invoices or PO Purchase Orders). The documents can be displayed in the Alert Box.
If you rename the documents and filter based on the name, the documents need to have the correct name.
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:
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Click the "Add" button in the appropriate DML folder in the "Alert Box"
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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.
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.
When using SharePoint
After you add a document to the Alert Box, SharePoint will open if you have configured it in I/M Options. You can then update additional metadata, for example the document title.
Tip: If required, you can use F5 from the DML Alert Box to refresh the list of SharePoint documents for the record you have selected.
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:
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User Access Control (UAC) is enabled on the workstation
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Sage 300 has been launched by selecting the option "Run as Administrator"
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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:
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Do not select the option "Run as Administrator" for Sage 300, or;
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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).
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.
Example configuration to rename documents based on Vendor Number
Renaming a file and blank field name
When you add a file to the Alert Box, you may get a warning: "Document Number is blank, do you still want to move/copy and rename the file with a blank value?
This indicates that DML is configured to rename based on a field on the Sage 300 that has not been populated yet.
In most cases, select No, enter the value in Sage 300 and try adding the document again.
Pin the Tray
Users can use the Pin icons on the tray to pin the I/M Alert box that displays Notes and Documents to the Sage 300 screen they relate to.
Users have the option to "Pin" (icon points down) the Alert Box to the "base" screen. Users can then move the Alert Box and the base screen together and they can minimize both the screen and the Note simultaneously.
When unpinned (icons points left), the Alert Box can be displayed separately from the main screen. This is useful to display the Notes and Documents on a second screen.
Tip: When the tray is unpinned, the Alert Box may overlap other applications. Users can close the Alert Box and click on the Yellow Note Icon to re-open the Notes panel when they are using the base screen again.
