Table of Contents

Document Management

The Document Management feature provides enhanced document attachment handling with sophisticated flow control between pre-posted and posted documents, ensuring proper document workflow and attachment management across business processes.

🎯 Overview

This feature extends Business Central's document attachment capabilities with enhanced flow control options, allowing organizations to configure how document attachments are handled during the posting process and ensuring proper document retention and accessibility throughout the document lifecycle.

✨ Key Features

Document Attachment Flow Control

  • Configurable Flow Options: Control how attachments flow from pre-posted to posted documents
  • Flow Type Configuration: Choose between None, All, Last Only, and Prompt options
  • Process-Specific Settings: Different flow settings for sales and purchase processes
  • User-Controlled Flow: Prompt users for attachment flow decisions when required

Enhanced Attachment Management

  • Drag and Drop Support: Enhanced drag and drop functionality for document attachments
  • Multi-Document Support: Attach documents to various business entities
  • Attachment Validation: Validation controls for document attachment processes
  • Retention Management: Improved document retention and archival capabilities

Extended Entity Support

  • Transfer Documents: Document attachment support for transfer orders
  • Bank Account Statements: Attach supporting documents to bank statements
  • G/L Account Documents: Document attachment for general ledger accounts
  • Vendor Bank Accounts: Supporting documentation for vendor bank account records
  • Setup Entity Support: Document attachments for Sales & Receivables Setup and Purchases & Payables Setup

Integration with Business Processes

  • Sales Process Integration: Seamless integration with sales order to invoice flow
  • Purchase Process Integration: Integration with purchase order to invoice processes
  • Workflow Integration: Document attachment workflow integration
  • Approval Process Support: Document attachments in approval workflows

📋 Setup Instructions

1. Basic Document Flow Configuration

Configure Sales & Receivables Setup

  1. Open Sales & Receivables Setup
  2. Navigate to document attachment settings: 
    Document Attachment Flow: All
Description: All attachments flow from order to posted invoice

Configure Purchases & Payables Setup

  1. Open Purchases & Payables Setup
  2. Set document attachment flow options: 
    Document Attachment Flow: Last Only
Description: Only most recent attachment flows to posted document

2. Flow Type Configuration

Available Flow Types

  1. None: No attachments flow to posted documents

    • Use case: Keep attachments only on source documents
    • Business scenario: Internal processing documents

  2. All: All attachments flow to posted documents

    • Use case: Complete document trail required
    • Business scenario: Audit and compliance requirements

  3. Last Only: Only the most recent attachment flows

    • Use case: Final version control
    • Business scenario: Contract or specification management

  4. Prompt: User decides during posting process

    • Use case: Flexible attachment management
    • Business scenario: Variable business requirements

3. Entity-Specific Configuration

Transfer Document Setup

  1. Enable document attachments for transfer orders
  2. Configure attachment flow for transfer processes
  3. Set up validation rules for transfer document attachments

Bank Statement Configuration

  1. Enable bank account statement attachments
  2. Configure automatic attachment of bank statements
  3. Set up retention policies for bank statement documents

GL Account Document Setup

  1. Enable G/L account document attachments
  2. Configure chart of accounts documentation requirements
  3. Set up account-specific document templates

4. User Permissions and Security

Configure User Access

  1. Set up user permissions for document attachments: 
    Permission Set: DOCUMENT_ATTACH
Table Permissions: Document Attachment (Read, Insert, Modify, Delete)
Page Permissions: Document Attachment Pages (All)

Security Configuration

  1. Configure document attachment security settings
  2. Set up access restrictions for sensitive documents
  3. Enable audit trail for document attachment activities

🔧 Configuration Options

Document Flow Types

Flow Type Description When to Use
None No attachment flow Internal documents only
All All attachments flow Full audit trail required
Last Only Most recent attachment only Version control scenarios
Prompt User decides during posting Flexible requirements

Entity Support Matrix

Entity Type Attachment Support Flow Control Notes
Sales Documents ✓ ✓ Full flow control available
Purchase Documents ✓ ✓ Full flow control available
Transfer Orders ✓ ✓ Enhanced transfer support
Bank Statements ✓ ✗ Retention-focused
G/L Accounts ✓ ✗ Documentation support
Vendor Bank Accounts ✓ ✗ Supporting documentation

Validation Levels

Level Description Enforcement
None No validation User discretion
Warning Show warnings User can proceed
Error Prevent action Must resolve to continue
Strict Enhanced validation Comprehensive checking

💡 Business Benefits

Improved Document Control

  • Consistent Flow: Standardized document attachment flow across processes
  • Version Control: Better control over document versions through posting process
  • Audit Trail: Complete audit trail of document attachments and flow
  • Compliance: Enhanced compliance through proper document retention

Enhanced User Experience

  • Drag and Drop: Intuitive document attachment interface
  • Flexible Options: User-controlled flow options when needed
  • Process Integration: Seamless integration with business processes
  • Reduced Errors: Validation prevents document attachment errors

Operational Efficiency

  • Automated Flow: Automatic document flow based on configuration
  • Reduced Manual Work: Less manual document management required
  • Standardization: Consistent document handling across organization
  • Time Savings: Significant time savings in document management

📊 Usage Examples

Example 1: Sales Order to Invoice Flow

Scenario: Sales order with multiple attachments
Attachments on Sales Order:
1. Customer requirements document
2. Product specifications
3. Delivery instructions
4. Quality certificate

Flow Configuration: "All"
Result: All 4 attachments copied to posted sales invoice
Benefit: Complete document trail for customer service

Example 2: Purchase Order Version Control

Scenario: Purchase order with multiple quote versions
Attachments on Purchase Order:
1. Initial supplier quote (v1.0)
2. Revised quote (v1.1) 
3. Final negotiated quote (v2.0)
4. Terms and conditions

Flow Configuration: "Last Only"
Result: Only final negotiated quote flows to posted invoice
Benefit: Clean final documentation without version confusion

Example 3: User-Controlled Flow

Scenario: Variable document requirements by customer
Customer A: Requires all technical documentation
Customer B: Requires only final specifications

Flow Configuration: "Prompt"
User Decision During Posting:
- Customer A: Select "All attachments"
- Customer B: Select "Final specifications only"

Result: Flexible attachment flow based on customer needs

Example 4: Transfer Order Documentation

Scenario: Inter-location inventory transfer
Transfer Order Attachments:
1. Transfer authorization
2. Shipping manifest
3. Quality inspection checklist
4. Receiving confirmation

Flow: Transfer Shipment → Transfer Receipt
Result: All documentation available at both locations

🔍 Troubleshooting

Common Issues

Attachments Not Flowing

Problem: Document attachments not copying to posted documents Solution:

  1. Check document attachment flow configuration in setup
  2. Verify flow type is not set to "None"
  3. Ensure user has permissions for document attachment operations
  4. Check that source document actually has attachments

Drag and Drop Not Working

Problem: Cannot drag and drop files to attach Solution:

  1. Verify browser supports drag and drop functionality
  2. Check user permissions for document attachment insertion
  3. Ensure document attachment factbox is visible and enabled
  4. Clear browser cache and retry

Wrong Attachments Flowing

Problem: Incorrect attachments copying to posted documents Solution:

  1. Review flow type configuration (should it be "Last Only" instead of "All"?)
  2. Check attachment timestamps to verify "last" attachment logic
  3. Verify user selection if using "Prompt" flow type
  4. Review attachment filtering and selection logic

Permission Errors

Problem: Users cannot attach or modify document attachments Solution:

  1. Check user permissions for Document Attachment table
  2. Verify page permissions for document attachment pages
  3. Ensure user has appropriate role permissions
  4. Check object permissions for document attachment operations

📈 Monitoring & Analytics

Document Attachment Metrics

  • Attachment Volume: Track number of documents attached by entity type
  • Flow Efficiency: Monitor attachment flow success rates
  • User Adoption: Track user adoption of document attachment features
  • Storage Usage: Monitor document storage consumption

Key Performance Indicators

  • Percentage of documents with attachments
  • Average attachment flow processing time
  • User satisfaction with document attachment features
  • Document retrieval success rates

Reporting Capabilities

  • Document Attachment Usage Report: Analyze attachment usage patterns
  • Flow Analysis Report: Review document flow configurations and results
  • Storage Analytics: Monitor document storage usage and trends
  • User Activity Report: Track user document attachment activities

🔧 Advanced Configuration

Custom Flow Rules

Create custom flow rules for specific business requirements:

  • Customer-Specific Flow: Different flow rules by customer type
  • Document-Type Flow: Flow rules based on document type or content
  • Size-Based Flow: Flow rules based on document size
  • Date-Based Flow: Flow rules based on document age

Integration Features

  • External Document Systems: Integration with external document management systems
  • Email Integration: Automatic attachment of email communications
  • Scanner Integration: Direct scanner integration for document capture
  • Cloud Storage: Integration with cloud storage providers

Automation Capabilities

  • Auto-Classification: Automatic document classification and tagging
  • Workflow Triggers: Document attachment workflow triggers
  • Retention Policies: Automatic document retention and archival
  • Duplicate Detection: Automatic detection and handling of duplicate documents

🔗 Related Features

For additional support or feature requests, contact Linc Communications technical support.