What is Document Attach in Dynamics GP?
The document attachment feature in Dynamics GP allows you to easily maintain copies of important documents relating to the different record types within GP. The documents stored on the records can be easily previewed directly within GP without needing the download the file every time. The feature helps to bring all document storage into one shared location within the Dynamics GP database, providing solutions for issues related to auditing file changes, collaborating with coworkers, and maintaining access to the documents when working without access to shared drives that may exist on-site.
The document attach feature is also available entirely out of the box. There are no additional installations or costs associated with it. All you need to do is enable it in the settings.
Configuring Document Attachment
The setup for Document Attachment is done on a per-company basis. In each company you’d like to enable the feature, open the Dynamics GP dropdown in the top left, then click Setup, Company, Document Attachment Setup.
Start off by ticking the checkbox to “Allow Document Attachments.” From there, a few configuration options are available:
If you are using an on-premises GP installation, the default location for file storage can be set if you opt not to use the system default.
If you set a default location, there is an additional checkbox to delete files after they are attached in GP
Enable or disable attachment deletion
You can choose to require a password
When deleted, the attachments will move to a Deleted tab with information on when and by whom it was deleted
Enable attachments in inquiry windows
You can choose to require a password
Enable attachments to flow from master records to documents
This will enable an option on attachments connected to master records to mark as one that should flow down to related records on creation
Send attachments in email
Allows attachments to be added to emails sent through GP
Attribute Defaults
Allows for up to 5 custom attributes that can be assigned to attachments for better categorization
Attaching files to records
With the feature turned on, attachments can now be added to records. The record types available may vary depending on the version of GP in use, but it’s important to note that the maximum allowable file size is 999.99 MB).
The Item, Customer, and Vendor Master records can receive attachments along with many different transaction entries and Inquiry windows. Along the tool ribbon on records such as the customer, there will now be a paperclip Attach option.
The attach button at the bottom right allows for files to be selected for upload. When files exist on the record, selecting them will allow you to add descriptions to the documents, set the custom attributes from the configuration, toggle the document to flow down from master records to transactions, and enable the document for email sending.
Above the table of the record’s attachments is the tab to switch between active and deleted documents. The table itself will show the name of the file, when it was uploaded, which user added (or deleted) the file, and which type of record it originated from.
Sending Docs in an email
Documents will be available to include in the email you send to the customer or vendor when you create entries for records like sales transactions, or for purchase orders that are connected to master records with documents that were set to flow down to child records. Click the Actions button in the tools ribbon to select attachments on the record to send in the email.
The Document Attachment feature in Dynamics GP is a great feature for maintaining easy access to files relating to your customers and vendors. It keeps everything filed away in one location and available at the click of a button. The files can be viewed directly in GP without needing to download the file your computer.
Best of all, this is an included feature already available to you – so try it out, an see how it can make your file retention and reference easier!