Set up document management

  • 4 minutes

You might need to attach documents to records. For example, when an employee is hired, you might need to attach documents, such as certificates or images, to their employee record.

You can set up document management parameters by going to System administration > Links > Document management > Document management parameters.

In the General tab of the parameters page, you can configure the following options:

  • Use active document tables - Select this option to restrict the use of document handling. When this option is selected, you can use document handling only for the tables that are selected in the Active document tables page.

  • Maximum file storage size in megabytes - This option will determine the maximum size for attachments. The default is 50 megabytes.

  • Enable document history - Select this option for visibility and tracking purposes.

  • Number of days to retain history - Select this option to define the number of days that you want to retain history for.

  • View document history - Select this button to open the Document history for all attachments page.

  • Deferred deletion - In this FastTab, you can define parameters for whether you want to defer deletion and for how many days.

In the File types FastTab, you can define the file types that you'll allow for document handling in the application. To add a new document type, select Add then enter the file type details. Several file types are available by default.

In the SharePoint tab, you'll need to ensure that your Microsoft SharePoint online configuration is set up. You'll need to review the Default SharePoint server host name that was automatically detected for the SharePoint site. Generally, if no default SharePoint server is specified, it could mean that no SharePoint site is available for the tenant or that a valid Microsoft 365 license isn't associated with the current user (the admin). Optionally, you can select Test SharePoint connection to test the specified SharePoint host name. This test verifies that the security and license are working correctly.