Before you start using Clever Document Links it is recommended to complete the "Document Links Setup".
When installing on a SaaS environment you will be automatically prompted to complete the setup on install of the app. Alternatively the setup can be accessed from either the "Assisted Setup" Screen or by searching for "Document Links Setup".
On the Ribbon of the Page, the below options are available:
| Setup |
Once within the setup you can access other setup screens related to Clever Document Links from the Setup action. This will allow you to open the pages for creating Document Attributes, Document Types and Search Fields. Document Attributes - To facilitate finding files in both Business central and SharePoint it is strongly recommended that you configure Document Attributes. Document Attributes allow you to tag files with appropriate MetaData to allowing searching of your file Archive. See Document Attributes for more information. Document Types - To setup Codes for each document and add a description Search Fields - See Document Link Search Fields for more information. Migrate Standard Document Attachments - the ability to convert standard Business Central Document Attachments into Clever Document Links. |
| Default Configuration |
Please refer to the Default Configuration for more information. |
| Sharepoint |
When you select this Action on the Ribbon, the below Options will be displayed: Sharepoint Setup - The SharePoint Setup Wizard will be run automatically on changing to SharePoint or you can run this manually be selecting this Action. Test SharePoint Connection - You may want to run Test SharePoint Connection to confirm SharePoint Integration is successfully configured or if you are having problems using Clever Document Links with SharePoint. Migrate Archive - You may want to migrate your file repository from Database to SharePoint. The File Storage field will firstly need to be changed to SharePoint. After completing the SharePoint Setup Wizard, you should then select the Migrate Archive action. This will then move the documents into the SharePoint area defined automatically. A confirmation message will be displayed once complete. Update Archive Location - Against each linked document which has been uploaded to Business Central, details will be held relating to where it is stored. In cases where you would like to move the documents and need to update the file path location for document storage, you will need to run the Action Update Archive Location once you have manually moved all of the documents to the new location. This can be used in cases where you are moving to a different SharePoint Site/Folder. See Migrating from Database to SharePoint Repositories for more information. |
The Fields available on the Page are the shown below and can be completed as required.
| File Storage |
The most important piece of setup is to determine where you want to store your documents. Selecting the field File Storage you have some options which may differ dependant on the version you are using. Anything Pre-Version 2.0 will display;
Version 2.0 and later will display;
Consider the most appropriate location to store your documents. If you are expecting to use a small number of documents with Clever Document Links then storing within the Business Central database may be the best option, however it should be noted that may significantly increase the size of the Business Central database. if you are planning on storing larger number of documents and have a SharePoint instance available then this will generally be the best option. If you select Database then no further setup in regards to the file storage is required. If you select SharePoint then you will need to provide some information about your Microsoft SharePoint environment. All actions relating to the Microsoft SharePoint library can be found under the SharePoint group on the Ribbon. |
| FactBox Visibility Type |
This Field should be used to control which Pages the Document Links FactBox should be visible. The options to select from are: Show on All Pages - If you select this option, then the FactBox will be displayed on all Pages. Show on No Pages - If you select this option, then the FactBox will not be displayed on any Page. Show on Some Pages - If you select this option, then the FactBox will only be displayed on the Pages you have selected. To select the required Pages, you will need to click on the Assist Button next to the Field.
This will display the Document Links FactBox Visibility Screen showing the full list of supported Screens. You should use the Visible column Checkboxes in order to define if it should be shown or not.
|
| Initial FactBox State |
This option allows you to specify some initial settings for the Document Links File Drop FactBox. Choose the initial state for the Factbox. Options are:
Note: this Setting only relates to the initial state of the FactBox and can be changed on each Page. The setting will be remembered by Page/User Combination. |
If you want to use Optical Character recognition with lever Document Links then the OCR Settings FastTab should be completed be entering an OCR Service User and Password for the OCR service. Populating these fields will enable Microsoft Dynamics 365 Business Central to read barcodes and find a record to match them within the database. See for OCR Setup more information.
Note - If you wish to use the OCR Functionality, you will need to purchase the OCR Service separately.
In order to use OCR to automatically assign document to the correct records in Business central you should also review both Document Types and Search Fields if these have not be created by the default configuration.