B1 Document Manager Manual

Table of content
Table of content .......................................................................................................................................... 1
Overview ..................................................................................................................................................... 2
Configuration............................................................................................................................................... 2
Administer Folders configuration ............................................................................................................. 2
Administer keywords configuration.......................................................................................................... 2
Administer Categories configuration ........................................................................................................ 4
Administer Defaults ................................................................................................................................. 4
Usage .......................................................................................................................................................... 5
Attach documents.................................................................................................................................... 5
Templates administration .................................................................................................................... 7
Search documents ................................................................................................................................... 9

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Overview
B1 Document Manager (B1DM) is at tool for companies that need to keep better track of their attached
files (e.g. in relation to ISO certifications) and enrich them with associations to SAP projects, profit centers,
documents etc. B1DM uses a highly configurable keyword system that allows you to create predefined and
custom search-terms for your files that are structurally placed in Business Partner and Item folders.

Online E-Learning is also available for this module. Click here to watch it

Configuration
To use B1 Document Manager, the following configurations are required.

Administer Folders configuration

To administer the root folders settings go to Administration > Add-Ons > B1 Document Manager >
Administer Folders.

From here, you can configure which root folders to use for documents concerning Business Partners and
Items respectively. Attached documents will be placed in these folders.

A click on either of the buttons labeled “…” will open a “Choose Folder”-dialog. To enable saving and
searching for documents, the “Active”-checkbox must be checked.

Once a folder has been chosen and marked as active, keywords for the selection can be created.

Administer keywords configuration

To administer keyword settings go to Administration > Add-Ons > B1 Usability Package > Module
Configuration > B1 Document Manager > Administer Keywords.

At least one root type must be active for the keyword administration to be enabled.

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Select the root type you want to configure keywords for in the selection box at the top of the window.

Once a root type has been selected, the relevant keywords for that type can be defined. Select a keyword
type, a name for the keyword and a description. The name can be up to five characters long. The
description will be displayed on the “Search” and the “Attach document”-windows. It is possible to specify
a default value, which will be suggested and used in the attaching of documents. It is also possible to
specify a number of valid values which will limit the number of possible values chosen for a keyword. The
valid values must be separated by a semicolon.

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Finally, it is possible to specify up to two favorite keywords. When a keyword is marked as favorite, it will
appear directly on the “Search” window as opposed to being shown on a separate window. See “Search
Documents” for details.

Special: The Keyword type = Document covers all sales and purchase documents. In order to differentiate
the different type the system will automatically add a suffix to the keyword with the documents object-id.
(23 = A/R Quotation, 17 = A/R Order, 15 = A/R Delivery Note, 16 = A/R Return, 203 = A/R Down Payment, 13
= A/R Invoice, 14 = A/R Credit Note, 22 = A/P Order, 20 = A/P Goods Receipt PO, 21 = A/P Goods Return,
204 = A/P Down Payment, 18 = A/P Invoice, 19 = A/P Credit Note).

Example: If keyword on sales order 1234 then the naming of the file will be the following: <filename>_DOC-
17_1234.<extension>

Administer Categories configuration

To administer keyword settings go to Administration > Add-Ons > B1 Usability Package > Module
Configuration > B1 Document Manager > Administer Categories.

Categories allow you to create subfolders for the BP and item folders.

To create a category press the Add button and write a Folder Name and a Description for that folder.

Administer Defaults
Here you can set up what are default settings on the “Attach” and “Search” window.

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Usage
The following describes the usage of B1 Document Manager.

Attach documents
You can access the attach-window by right-clicking on one of the following windows:

- Journal Entry
- Sales Opportunity
- All sales and purchase documents
- Business Partner
- Item Master Data
- Activity
- Production Order
- Incoming and Outgoing payments
- Service Call
- Employee Master Data

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The window displays as follows:

The first thing to decide upon is whether to link the document to a business partner or an item. Next,
choose the business partner or item. When this is done, is possible to choose either a new file or to attach
an existing template. If a new file is selected, you can create a copy of the file or move the file into the
destination folder. The file will be saved in the folder shown in the “Preview folder”-textbox with the file
name displayed in the textbox just below. Choose a category to store the file in that categories folder or
select root to place the file in the BP/Item root folder. Choose values for the keywords you want to
associate the file with. In the example below, the file is associated with a project and a sales quotation.

When searching for files associated with the Norm Thompson and the project “Government Works”, the
file will be displayed in the search result.

Press “Save file” to save the file.

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If you want to attach a file from a template, select the template from the list.

If no templates are displayed, it is because none are defined. To administer templates, press the button
labeled “…” next to the list. See “Templates administration” for details. Files created from templates are
always created as copies of the original template.

Templates administration
To administer templates, go to Administration > Add-Ons > B1 Document Manager > Administer Templates
or access the window from the “Attach Document”-window.

The window displays as follows:

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Template administration allows you to define any number of template files, which can be used when
attaching documents. The documents will be created as copies of the template file with a new file name
based on the selected criteria. One template can be selected as the default template.

To add templates, begin selecting a file by clicking the button marked “…” and choosing it in the file dialog
presented to you, then click on “Add file”. The file is added to the grid and must be given a name to identify
the template by.

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If you wish to remove a template, mark the row and press “Remove File”.

It is possible to set one template as the default template. This means that the default template will be
suggested as the first choice when attaching a template on the “Attach Document”-window. To set a
template as the default template, select the row and press “Set as default”.

Search documents
After attaching files you have the option to search for them and the documents within SAP that are
associated with them. You can access the search-window by right-clicking on one of the following windows:

- Journal Entry
- Sales Opportunity

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- All sales and purchase documents

- Business Partner
- Item Master Data
- Activity
- Production Order
- Incoming and Outgoing payments
- Service Call
- Employee Master Data

You will then be presented with the following window

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In the search window you have the option to determine what you wish to search for. You can search for
both attached files and within SAP Business One itself using the different search-options.

Field Description
Search This is a free-text search field.
- In files the name of the file need to contain the search-term in order to be
presented in the search result.
- In SAP documents it will match against the most common search fields + the
UDF-fields.
It is not required to have a search-term in order to search but it is recommended to get
the best search-result.
Business Partner (Only shown if BP Folder is activated in the configuration and Business Partner is
currently selected)

Here you can filter by a certain Business Partner by simply entering their code/name.
- In files only the selected BP’s folder will be included in the search-result.
- In SAP documents, only objects that are associated with the selected Business
Partner will be included.
Business Partner (Only shown if BP Folder is activated in the configuration)
Keywords
Using the dynamic keywords you can filter your search-results further. In this sample we
show Profit center and Project as the filter (because these two are the ones that we set

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as favorites). The rest of the keywords can be accessed via the “More” button.

In this sample we have two additional keywords; Project and a custom keyword but
depending on your configuration you can filter your search by up to 10 keywords.
Item (Only shown if Item Folder is activated in the configuration and Items is currently
selected)

Here you can filter by a certain Item by entering its code or name.
- In files only the selected Item’s folder will be included in the search-result.
- In SAP documents, only objects that are associated with the selected item will
be included.

Item Keywords (Only shown if Item Folder is activated in the configuration)

Similar to the dynamic keywords on Business partners, you also have up to 10 keywords
for items. You can have up to two of them directly on the search-screen (the two
marked as favorites) and the rest is accessed in the “More” button

Date Range Using these two fields you can limit you search to a specific date range
- In files we look at the creation date and only include files in the range
- In SAP documents we filter by the common date of the searched object
(Example Document Date on a sales-order)
Search in Files This checkbox determines if the search should include files and activity attachements. If
checked, files are included and if unchecked, files are excluded from the search-result.
You can either choose to search in all folders or in one of you categories.
Search in SAP This checkbox determines if the search should include SAP documents. If you uncheck it,

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SAP documents will be not included. If checked, the selected SAP objects will be
included.
Which SAP-objects to include is determined by pressing the “Select Types” button.

Once pressed you will be presented to the following window

The default search-objects are the sales and purchase documents but you can
include/exclude objects as needed.
Finally you have the option to save the selection by pressing the “Save as default”
button (This is a per user selection). This will result in this being the default search the
next time you search.

Once you selections are as you want you can press the Search button to initiate the search. Depending on
the amount of objects to search and how strict your filter is, your results will be displayed.

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By default all results are shown but you can right-click to collapse or expand the results.

Each search-result contains a golden arrow. For search-results within SAP (Like the delivery) it will open this
document. For files, the golden arrow will open the file.

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