Access supporting documents from within Sage with Orchid Systems Document Management Link (DML) add-on.
DML provides easy access to essential documents directly from your Sage 300 screens.
- File, locate and refer to relevant documents (e.g. POs, Invoices, Contracts) when processing transactions in Sage 300
- Economical document management system to streamline all Sage 300 processes that require supporting information
- Seamless integration between Sage 300 and your document management or file-sharing system (e.g. SharePoint, OneDrive, Dropbox, Google Drive)
- You control how and where documents are displayed
- Helps make the paperless office a reality
- Support remote working, staff mobility or multiple office locations by overcoming your reliance on physical documents
Document Management Link features include:
Link files to Sage 300 fields and screens
- Any Sage 300 field displayed on a screen, including Grid fields, (except for check-boxes or drop-down selections)
- Up to two fields, e.g. Vendor and Item, to filter selection
- Sub-directories – e.g. to allow access to archived documents
- Optionally specify which screens will trigger the display of linked documents
- Optionally configure filters to restrict which files to display
- Compatible with other 3rd party modules developed in the SDK
Viewing Documents
When the user opens a Sage 300 screen that references the configured fields:
- An ‘Alert Box’ will open to reveal any documents that have been linked to field values on that screen
- The user can then open those documents, or add new ones
- Documents saved in the configured folders are available for display in the DML Alert Box
- Most file types supported
Adding Documents
- Dragging & dropping documents directly into the DML Alert Box from within Sage 300 will deposit them into the designated folder
- Optionally trigger an automatic file rename, based on rules you nominate, when adding files by drag & drop from Sage 300
- Emails and/or email attachments can also be dragged and dropped directly from your Outlook desktop client into the DML Alert Box
- Documents can also be saved directly into the nominated storage location from outside Sage 300, (e.g. 3rd party program, Extender script)
Document Storage & Sharing Options
You nominate where linked documents reside. either in a shared network folder, or Microsoft SharePoint.
- Single site can combine network folder and SharePoint
- Nominate the folders where different types of documents are to be stored
Using DML with network folders
- Email files stored in the network folder directly from the DML Alert Box from Outlook
- Map that folder to a cloud-based file sharing service (e.g. Dropbox, Google Drive, or Microsoft OneDrive)
- Take advantage of the synchronisation and sharing capabilities those services offer
Using DML with SharePoint
- Benefit from its collaboration and security features
- Automatically trigger standard SharePoint workflows for notification, approval, multi-user approval or feedback when you add a document to DML
- Create & trigger custom SharePoint workflows
Use case examples:
Purchase and payment process
- Purchase orders and invoices
- Employee expense claims
- Link an Accounts Payable Invoice during A/P Invoice Entry, also making it visible from the A/P Vendor Activity and A/P Payment Entry screens
- Link an A/P Invoice in one Sage 300 company, and have it appear automatically from within another Sage 300 company (e.g. in conjunction with Orchid Inter-Entity Transactions or Inter-Entity Trade)
Sales order documents
- Link a delivery document during O/E Order Entry, also making it visible from the O/E Shipment Entry and O/E Invoice Entry screens
- Product Specifications; Contracts; Tenders; Legal documents
- Dispatch & Shipping Advices; Bills of Lading & Air Waybills
- Collection & Delivery documents; Customs, Quarantine and Inspection documents
Minimum Requirements
- Document Management Link 2020 requires Sage 300 2020 System Manager
- Document Management Link User licences are required to access DML functionality. (The first concurrent DML User licence is included when you purchase DML)
- Microsoft SharePoint (on-premises version supported by Microsoft or SharePoint for Office 365) is required to take advantage of SharePoint features.