How to - for End Users
This article describes the functionality of the COSMO Document Management System app in Business Central. First, basic terms are clarified, and then the functions in Business Central are described.
Document Types
From the perspective of the COSMO Document Management System app, there are two types of documents in Business Central. These types have an impact on how a file is handled. There are external files and internal files. External files are all files that are created outside of Business Central. These include, for example, purchase invoices, correspondence with customers, or contracts. These are uploaded to DMS using the DMS document box. Internal files are created in Business Central based on a report. The reports are based on records. For example, purchase orders, sales invoices, and service orders can be created. The creation and upload of the file are represented by a function in Business Central.
DMS Document Box
The functionality of the app is mainly provided through the DMS Document Box. Therefore, the functions of the app are only available where the DMS document box is integrated into a page. A complete list of pages with DMS document box can be found in the BaseApp Extension topic. In Business Central, the DMS Document Box is displayed as a FactBox on the right-most side of a page.
The document box consists of the following three parts:
| No. | Designation | Description |
|---|---|---|
| 1 | Document Box Menu | The document box menu can be accessed using the arrow next to the document box designation. The user functions for the document box are stored there. |
| 2 | Folder Structure | The second level represents the folders in the document box. These are also referred to as content types. |
| 3 | Elements | The last level contains the files that are displayed according to the record and content type. |
Viktig
The structure of the document box is always the same. The number of displayed folders depends on the Business Central page and the currently selected record. The number of displayed elements depends on the currently selected record.
Document Box Menu Actions
The menu includes the Reload function. This function reloads the content of the document box, i.e., the folder structures are reloaded and the corresponding elements are retrieved from SharePoint again.
Folder Structure Actions
In the folder structure, various functions are available for a folder (content type) and are displayed by right-clicking the folder. They are listed in the following table:
| Action | Description |
|---|---|
| Open SharePoint | Opens the default web browser and navigates to the standard view of the document library. |
| Upload File | Opens the Windows file dialog and uploads the document to SharePoint similar to the document box drag & drop, including possible metadata definition. |
| Show All Files | Retrieves the first 5,000 files from the document library and then refreshes them with the new result. |
Notera
The Show All Files action is only available with an element limit.
In addition to the folder action, the COSMO Document Management System app supports Drag & Drop of files and email messages and a context menu for list items (documents).
Notera
Drag & Drop of email messages is only supported by Chromium-based browsers.
After uploading files, the document box is reloaded. It then shows the number of documents found for the configuration of the content type in parentheses for each folder.
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The actions may vary per folder, as functions can be customized using the configuration.
Element Actions
Various functions are available for an element and are displayed by right-clicking on the element. The actions for a document are described in the following table:
| Action | Description |
|---|---|
| Open File | Opens the selected file in SharePoint in the web browser. This action is also performed by double-clicking a document. |
| Download File | Downloads the file from SharePoint directly to a local path. |
| Email File | Sends the file via email from Dynamics 365 Business Central. Prerequisite: The email function is enabled and configured. |
| Delete File | Removes the file from the SharePoint document library. |
| Copy URL | Copies the document's URL to the user's clipboard. Important: This link does not grant permissions to a file in SharePoint. |
| Filter in SharePoint | Opens the document library with the standard view in the web browser and filters only this document. |
| Show Metadata | Opens the DMS Document Metadata Dialog page, where the metadata for the selected file is displayed according to the configuration of the current content type. For more information, see DMS Document Metadata Dialog. This action is available by default. |
| Edit Metadata | Opens the DMS Document Metadata Dialog page, which displays the metadata for the selected file according to the configuration of the current content type and allows values to be uploaded after confirmation. For more information, see DMS Document Metadata Dialog. |
Notera
The Show Metadata and Edit Metadata actions cannot be displayed simultaneously.
Viktig
The actions for an element may vary per folder, as functions can be customized using the configuration.
Search
The DMS Document Box does not have a search function, as the elements in the document box are always displayed in the context of the current record. SharePoint provides a corresponding full-text search. The SharePoint Open function opens the document library in SharePoint. The search function is located at the top. For more information, see here.
Additional Functions
The DMS Document Box is available for uploading external files and displaying files. For internal files, there are functions Upload and Post and Upload on various pages in Business Central. With these functions, files can be created based on the currently selected record and stored in a folder of the document box. A complete overview of the standard pages that have this function can be found in the chapter BaseApp Extension.
Notera
The selection of the underlying report and the target library for uploading is configured in the corresponding report selection.
Document Flow Processes
In addition to the pure storage and display of documents and files on a record, the COSMO Document Management System app can also map document flow processes. A document flow process arises when files are uploaded to a record and, for example, accompany the record in its processing in Business Central. An example process could be that a customer order confirmation is uploaded to a sales order. This sales order is booked, and invoices and deliveries are created. After booking, the customer order confirmation can also be viewed on the booked sales invoice, booked sales delivery, and archived sales order. The basis for this document flow is the tagging of the document during upload.
Notera
The standard configuration provides various document flow processes. These can be expanded or restricted by making adjustments to the configuration.
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