Storing Document Attachments within SharePoint

With the release of Dynamics AX 2012 R2, a new document location type is available for the Document Types which allows you to archive files to SharePoint rather than to the usual network file locations. This is a much better place to store files since you can add metadata to the uploaded files, and also you can add features like version control and document security around the files.
In this example we will show how you can create a new document type that stores it’s attached files within SharePoint.

How to do it…

To create a Document Type that stores the document within SharePoint, follow these steps:

  1. To start setting up your new document type, open up the Document types menu item from the Document management folder within the Setup group of the Organization administration area page.
  2. Click on the New button in the menu bar to create a new record, and then assign a Type, & Name to your document type.
  3. Set the Class to Attach file and the Group to File.
  4. In the Location field, select SharePoint.

  5. Now we need to create a SharePoint document library for our files to be sent to. To do this, open up SharePoint, and from the Site Actions menu, select the New Document Library menu item.

  6. Now we need to create a SharePoint document library for our files to be sent to. To do this, open up SharePoint, and from the Site Actions menu, select the New Document Library menu item.

  7. When the Document Library has been created, copy the base URL for the library.

  8. Then paste the Document Library URL into the Archive directory field within the Document type that you are in the middle of creating.

  9. You can now click Close to finish the process.

How it works…

To see this in action, open up an existing record, and click on the Attachments button in the ribbon bar.

From the New dropdown menu item in the menu bar, you should see the new document type that you just created.


When you create a new attachment, you will be able to navigate to the file that you want to attach to the record. When you click the Open button it will upload the file to SharePoint for you.

You will be able to see the reference location for the new uploaded file in the notes section of the document attachments form.


Note: You can download and view the file by clicking on the Open button in the header.

Also, if you return to your Document Library in SharePoint, you will see file stored away there.


How cool is that.

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10 comments
  1. jingrutingfeng@hotmail.com said:

    “When you create a new attachment, you will be able to navigate to the file that you want to attach to the record. When you click the Open button it will upload the file to SharePoint for you.”

    Thanks for your article. However, After clicking Open button as told above, I found the attached field does not be checked. Do you have any idea?

  2. Simon Liu said:

    quick question, AX has a File document type, it uses file share location, Do you know how to make the file document type to use SharePoint document library?

    Thanks

    • Simon, If you use the location type of SharePoint, then this should save the document away for you in the SharePoint Document Library that you specify. Murray.

  3. Aby said:

    Hi Murray,

    Thanks for the detailed steps, I have configured as mentioned above, however while trying to attach a document, its not attaching as expected. I am using AX 2012 R2 CU7 and share point foundation 2013. Thanks in adnance

    • Aby, Someone had the same problem a little while back, and I think that the problem was that there was a missing _ in the URL… or maybe it’s a permissions problem…

  4. Noooodlez said:

    As nice and seamless as aXtensions is, it isn’t free!!
    Those guys must be getting a bit twitchy now!! Having gone through and ERP selection process I have seen much cheaper products with far far superior DM capability. MS would be stupid if they are not working on this!

    • My soapbox is all about doing things with what you already have before looking at 3rd parties, so I am sure that aXtension are watching this feature closely… with that said though, aXtension is still the only solution that will also index the documents within SharePoint for you… if MS add that feature (which wouldn’t be hard) then I think that there is major competition…

      • Iacopo Panozzo said:

        The main difference is that while the standard SharePoint attachment feature will allow you to store files and documents in SharePoint rather than on a shared folder on a server, ECM will also allow you to retrieve that same document from different places. E.g. you can attach a document to a product and see it on a sales order, without having to go back to the product master. Which I think is the most useful feature of ECM (it has many others nonetheless).

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