Configure document management [AX 2012]
Updated: July 7, 2014
Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2
Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2
This topic explains how to configure document management for the first
time. You can use document management, also known as document handling,
to attach notes, documents, or document references to records. You can
also use Office Add-ins for Microsoft Dynamics AX to integrate with
document management and create Microsoft Word and Microsoft Excel
documents or document templates that use Microsoft Dynamics AX data.
The following illustration shows how to configure document management. The numbers correspond to the procedures later in this topic.
The following illustration shows how to configure document management. The numbers correspond to the procedures later in this topic.
1. Activate document management
Before you can attach documents to records or generate documents from a
record, you must activate the document management functionality and
then you must activate document management for specific tables.
To activate document management, follow these steps:
- Click File > Tools > Options.
- In the General area, expand the Miscellaneous FastTab.
- In the Document handling field group, select the Document handling active check box.
To activate document management for specific tables, follow these steps:
- Click Organization administration > Setup > Document management > Active document tables.
- Click New.
- Select the name of the table to activate document management for.
- Example: To activate document management for sales orders, select the SalesTable table name.
-
Repeat steps 2 and 3 for each table that you want to activate document management for.
1. Activate document management
To activate document management, follow these steps:
- Click File > Tools > Options.
- In the General area, expand the Miscellaneous FastTab.
- In the Document handling field group, select the Document handling active check box.
- Click Organization administration > Setup > Document management > Active document tables.
- Click New.
- Select the name of the table to activate document management for.
- Example: To activate document management for sales orders, select the SalesTable table name.
-
Repeat steps 2 and 3 for each table that you want to activate document management for.
When you attach a document to a record in Microsoft Dynamics AX, it is
stored in a location that you specify. This location is called an
archive directory. You can specify one archive directory for all the
document types you set up, or you can specify a separate archive
directory for each document type. If you don’t specify an archive
directory for a document type, the document type uses the archive
directory that you specify in this procedure. See “Create or import
document types” later in this topic for more information about how to
specify an archive directory for a document type.
Note If you use Enterprise Portal for Microsoft Dynamics AX, there are
additional requirements and restrictions about document archives. For
more information, see Set up documents for viewing in Enterprise Portal.
To specify a location for the Microsoft Dynamics AX document archive directory, follow these steps:
- Click Organization administration > Setup > Document management > Document management parameters.
- In the General area, browse to the location of the archive directory.
Caution If you already have an archive directory specified and you want to
change it, you first must move the contents of the existing archive
directory to the new archive directory. For more information, see Document management.
-
Optional: Specify the maximum file size that is allowed for documents.
Field
Description
Max. file size in database Enter the maximum file size, in megabytes, for a file that is saved to the Microsoft Dynamics AX database.
Max. file size in file system Enter the maximum file size, in megabytes, for a file that is saved to the archive directory location.
| Note |
|---|
| If you use Enterprise Portal for Microsoft Dynamics AX, there are additional requirements and restrictions about document archives. For more information, see Set up documents for viewing in Enterprise Portal. |
- Click Organization administration > Setup > Document management > Document management parameters.
- In the General area, browse to the location of the archive directory.
Caution
If you already have an archive directory specified and you want to change it, you first must move the contents of the existing archive directory to the new archive directory. For more information, see Document management. -
Optional: Specify the maximum file size that is allowed for documents.
Field Description Max. file size in database Enter the maximum file size, in megabytes, for a file that is saved to the Microsoft Dynamics AX database. Max. file size in file system Enter the maximum file size, in megabytes, for a file that is saved to the archive directory location.
Before you can use document management, you must specify number
sequences for documents. The files that you attach to records are
renamed when they are stored in the archive directory. The file name of
the attached files is determined by the number sequences that you set up
for documents.
To specify number sequences for documents, follow these steps:
- Click Organization administration > Setup > Document management > Document management parameters.
- In the Number sequences area, select a number sequence code for each reference.
If the number sequence code that you’re looking for is not listed, you must create a new number sequence code in the Number sequences list page. For more information, see Set up number sequences.
To specify number sequences for documents, follow these steps:
- Click Organization administration > Setup > Document management > Document management parameters.
- In the Number sequences area, select a number sequence code for each reference.
If the number sequence code that you’re looking for is not listed, you must create a new number sequence code in the Number sequences list page. For more information, see Set up number sequences.
You can control which types of files, or documents that have specific
file name extensions, that users can attach to Microsoft Dynamics AX
records.
To specify file types, follow these steps:
- Click Organization administration > Setup > Document management > Document management parameters.
- In the File types area, review the default file
types. Remove the file types that users should not be able to attach to
records, and add any additional file types that users should be able to
attach to records.
To specify file types, follow these steps:
- Click Organization administration > Setup > Document management > Document management parameters.
- In the File types area, review the default file types. Remove the file types that users should not be able to attach to records, and add any additional file types that users should be able to attach to records.
When you use document management, you can integrate with Office Add-ins
to create Word documents and Excel workbooks that are linked dynamically
to the tables in Microsoft Dynamics AX. For specific instructions about
how to do this, see Install Office Add-ins and Set up integration with Microsoft Office Add-ins.
Document types are required for document management and are used to
categorize the documents that you attach to records. When you create an
unattached document, one of these content types is assigned to it. If
you have workflows set up, workflow uses the document type to route the
document to the appropriate user or work-item queue.
The Note and File document types are available by default.
To create a document type, follow these steps:
- Click Organization administration > Setup > Document management > Document types.
- Click New, and then enter the following information about the document type.
Field
Description
Class Select the action that occurs when a user creates an attachment of the selected document type:
- Attach URL – Attach a reference to a document by using a URL.
- Create a Microsoft Excel worksheet by using COM – Create an Excel worksheet and copy data from the selected transaction.
- Create a Microsoft Word document by using COM – Create a Word document and copy data from the selected transaction.
- Create application document – Create a Word document without opening Word.
- Simple note – Create a simple note for the referenced transaction.
- Template library – Create a
template file by using Word or Excel, and then save the file to a
template library. For example, you can create a budget template by using
Excel. Each department in your organization then enters budget
information in a copy of the template.
Note Your system administrator must create the site or SharePoint document library for the template library.
Group Select the group for the document type.
Auto-save Select this check box to automatically save temporary files to the database after you use them.
Typically, temporary files are stored in the Temp folder in Microsoft Windows. To save temporary files in the directory that is specified in the File location list, select Auto-save.
Autodelete Select this check box to automatically delete temporary files after you use them.
Typically, temporary files are stored in the Temp folder in Windows.
Remove Select Document only to remove only the reference to the document file or select Document and physical file to remove both the reference and the physical file.
Ask for confirmation Select this check box to require confirmation before the physical file is deleted.
Category Select an Enterprise Portal document category to associate with the document type.
Details for document categories are set up in the Enterprise Portal parameters form. For more information, see Attach documents, notes, or URLs to records.
Archive directory The directory where document files of the selected document type are stored.
If this field is empty, the default archive directory that is specified in the Document management parameters form is used as the archive directory.
Note If you use Enterprise Portal, there are additional requirements and
restrictions about document archives. For more information, see Set up documents for viewing in Enterprise Portal.
Location Select the location where document files for this content type are stored. The following options are available:
- Archive directory – Documents of this type are stored in the directory that is specified in the Archive directory field.
- Database – Documents of this type are stored in the Microsoft Dynamics AX database.
- Original location – Documents of this type are stored in the location that was used when the file was originally attached to the record.
- SharePoint – Documents of this type are stored in a SharePoint document library.
Note If documents are stored in a shared location instead of the database,
verify that the correct access level is set for the shared location.
Check table If this check box is selected, the selected document type is available only from the tables that are specified in the Options form.
By default, the check box is cleared for the standard document types, Note and File.
For more information, see Restrict a document type to a specific table.
To import document types, follow these steps:
- Click Organization administration > Setup > Document management > Document types.
- Click Import.
-
Browse to the location of the file that contains the exported document types.
-
When prompted to delete tables before you import, click Yes to all, and then click OK.
-
Click Yes to confirm.
The Note and File document types are available by default.
To create a document type, follow these steps:
- Click Organization administration > Setup > Document management > Document types.
- Click New, and then enter the following information about the document type.
Field
Description
Class Select the action that occurs when a user creates an attachment of the selected document type:
- Attach URL – Attach a reference to a document by using a URL.
- Create a Microsoft Excel worksheet by using COM – Create an Excel worksheet and copy data from the selected transaction.
- Create a Microsoft Word document by using COM – Create a Word document and copy data from the selected transaction.
- Create application document – Create a Word document without opening Word.
- Simple note – Create a simple note for the referenced transaction.
- Template library – Create a
template file by using Word or Excel, and then save the file to a
template library. For example, you can create a budget template by using
Excel. Each department in your organization then enters budget
information in a copy of the template.
Note Your system administrator must create the site or SharePoint document library for the template library.
Group Select the group for the document type.
Auto-save Select this check box to automatically save temporary files to the database after you use them.
Typically, temporary files are stored in the Temp folder in Microsoft Windows. To save temporary files in the directory that is specified in the File location list, select Auto-save.
Autodelete Select this check box to automatically delete temporary files after you use them.
Typically, temporary files are stored in the Temp folder in Windows.
Remove Select Document only to remove only the reference to the document file or select Document and physical file to remove both the reference and the physical file.
Ask for confirmation Select this check box to require confirmation before the physical file is deleted.
Category Select an Enterprise Portal document category to associate with the document type.
Details for document categories are set up in the Enterprise Portal parameters form. For more information, see Attach documents, notes, or URLs to records.
Archive directory The directory where document files of the selected document type are stored.
If this field is empty, the default archive directory that is specified in the Document management parameters form is used as the archive directory.
Note If you use Enterprise Portal, there are additional requirements and
restrictions about document archives. For more information, see Set up documents for viewing in Enterprise Portal.
Location Select the location where document files for this content type are stored. The following options are available:
- Archive directory – Documents of this type are stored in the directory that is specified in the Archive directory field.
- Database – Documents of this type are stored in the Microsoft Dynamics AX database.
- Original location – Documents of this type are stored in the location that was used when the file was originally attached to the record.
- SharePoint – Documents of this type are stored in a SharePoint document library.
Note If documents are stored in a shared location instead of the database,
verify that the correct access level is set for the shared location.
Check table If this check box is selected, the selected document type is available only from the tables that are specified in the Options form.
By default, the check box is cleared for the standard document types, Note and File.
For more information, see Restrict a document type to a specific table.
- Click Organization administration > Setup > Document management > Document types.
- Click New, and then enter the following information about the document type.
Field Description Class Select the action that occurs when a user creates an attachment of the selected document type:
- Attach URL – Attach a reference to a document by using a URL.
- Create a Microsoft Excel worksheet by using COM – Create an Excel worksheet and copy data from the selected transaction.
- Create a Microsoft Word document by using COM – Create a Word document and copy data from the selected transaction.
- Create application document – Create a Word document without opening Word.
- Simple note – Create a simple note for the referenced transaction.
- Template library – Create a
template file by using Word or Excel, and then save the file to a
template library. For example, you can create a budget template by using
Excel. Each department in your organization then enters budget
information in a copy of the template.
Note
Your system administrator must create the site or SharePoint document library for the template library.
Group Select the group for the document type. Auto-save Select this check box to automatically save temporary files to the database after you use them.
Typically, temporary files are stored in the Temp folder in Microsoft Windows. To save temporary files in the directory that is specified in the File location list, select Auto-save.Autodelete Select this check box to automatically delete temporary files after you use them.
Typically, temporary files are stored in the Temp folder in Windows.Remove Select Document only to remove only the reference to the document file or select Document and physical file to remove both the reference and the physical file. Ask for confirmation Select this check box to require confirmation before the physical file is deleted. Category Select an Enterprise Portal document category to associate with the document type.
Details for document categories are set up in the Enterprise Portal parameters form. For more information, see Attach documents, notes, or URLs to records.Archive directory The directory where document files of the selected document type are stored.
If this field is empty, the default archive directory that is specified in the Document management parameters form is used as the archive directory.
Note If you use Enterprise Portal, there are additional requirements and restrictions about document archives. For more information, see Set up documents for viewing in Enterprise Portal. Location Select the location where document files for this content type are stored. The following options are available:
- Archive directory – Documents of this type are stored in the directory that is specified in the Archive directory field.
- Database – Documents of this type are stored in the Microsoft Dynamics AX database.
- Original location – Documents of this type are stored in the location that was used when the file was originally attached to the record.
- SharePoint – Documents of this type are stored in a SharePoint document library.
Note If documents are stored in a shared location instead of the database, verify that the correct access level is set for the shared location. Check table If this check box is selected, the selected document type is available only from the tables that are specified in the Options form.
By default, the check box is cleared for the standard document types, Note and File.
For more information, see Restrict a document type to a specific table.
To import document types, follow these steps:
- Click Organization administration > Setup > Document management > Document types.
- Click Import.
-
Browse to the location of the file that contains the exported document types.
-
When prompted to delete tables before you import, click Yes to all, and then click OK.
-
Click Yes to confirm.
- Click Organization administration > Setup > Document management > Document types.
- Click Import.
-
Browse to the location of the file that contains the exported document types.
-
When prompted to delete tables before you import, click Yes to all, and then click OK.
- Click Yes to confirm.
Content types are used to categorize documents that are not attached
to records. Examples of unattached documents might be invoices, expense
reports, or purchase orders. Workflow uses document content types to
route documents to the correct user or work-item queue for processing.
For more information, see Configuring the workflow system.
To create content types, follow these steps:
-
Click Organization administration > Setup > Document management > Document content types.
-
Click New, and then enter a name and a description for the content type.
For more information, see Document content types (form).
To create content types, follow these steps:
-
Click Organization administration > Setup > Document management > Document content types.
-
Click New, and then enter a name and a description for the content type.
Before you can use Application Integration Framework (AIF) document
services, you must specify document management settings for AIF. AIF
document services are query-based services that you can use to exchange
data with external systems by sending and receiving XML documents. These
documents represent business entities, such as customers, vendors, or
sales orders.
To specify document management settings for AIF, follow these steps:
-
Click Organization administration > Setup > Document management > Document management parameters.
-
Click AIF.
-
Complete the following fields.
Field
Description
Document type: Select the document type for notes in incoming electronic documents. For sales orders, this type must be Note.
Document file service Select this check box if the web service document files should be submitted to workflow for routing to appropriate parties.
For more information, see AIF Document Services.
Error: Document management dictionary does not exist
For Example: In AX 2012 I am trying to attach or upload file, then I am facing an error i.e.
"Document management dictionary does not exist"
Solution:
- Organization administration > Setup > Document management >
Document management parameters, specify the default archive directory..
- Organization administration > Setup > Document
management > Document types, select the specific document type and
specify the archive directory.
For Example: I am also getting the issue while changing the Product image and did the
same exercise, but no use..!! And my archive directory is already
selected but still m getting the same issue. Kindly advise.
Solution:
Document Management Parameters: Select and copy an Archive Directory path
Document types: click create new, for example Image and select also Image as the "Group" on the right hand of the form.
You'll find the forms here: Organization administration > Setup > Document management
After that I was able to attach an item under Product information
management/Common/Released products > "Product tab" - Product Image
Happy DAXing....
-
Click Organization administration > Setup > Document management > Document management parameters.
-
Click AIF.
-
Complete the following fields.
| Field | Description |
|---|---|
| Document type: | Select the document type for notes in incoming electronic documents. For sales orders, this type must be Note. |
| Document file service | Select this check box if the web service document files should be submitted to workflow for routing to appropriate parties. |
Error: Document management dictionary does not exist
For Example: In AX 2012 I am trying to attach or upload file, then I am facing an error i.e."Document management dictionary does not exist"
Solution:
- Organization administration > Setup > Document management > Document management parameters, specify the default archive directory..
- Organization administration > Setup > Document management > Document types, select the specific document type and specify the archive directory.
Solution:
Document Management Parameters: Select and copy an Archive Directory path
Document types: click create new, for example Image and select also Image as the "Group" on the right hand of the form.
You'll find the forms here: Organization administration > Setup > Document management
After that I was able to attach an item under Product information management/Common/Released products > "Product tab" - Product Image
Happy DAXing....
