Configure document management

This topic explains how to configure document management (document handling) so that it stores file attachments and notes for records. It includes information about the concepts and features that are involved in this functionality.

Configure document types

Document types are used to categorize the documents that you attach to records or the templates that you create. Each document type can be stored in a unique location.

A default set of document types is provided. You can use these document types to categorize an attachment as a file, image, note, or URL. The File and Image default document types are configured to use Azure storage as the location.

To create a new document type, follow these steps.

  1. Go to the Document types page.
  2. Click New.
  3. In the Type field, enter a short name for the new document type, such as SharePoint or HR Docs.
  4. In the Name field, enter a longer name, such as SharePoint files or HR Docs.
  5. In the Class field, specify a class to define the behavior for the document type:

    • Attach file – The user is prompted for a file.
    • Attach URL – The user can enter a URL in the Notes field, such as http://www.microsoft.com. The Open button on the Attachments page will open the URL on a browser tab.
    • Simple note – The user can add a simple note in the Notes field.
  6. If you specified Attach file in the Class field, in the Location field, specify the storage mechanism to use.

  7. If you specified SharePoint in the Location field, specify the Microsoft SharePoint address in the SharePoint Address field. To do this, click the Edit button (pencil symbol) and use the Folder selection dialog box.

Configure SharePoint storage

Microsoft SharePoint Online is one of the storage locations that are supported natively. Currently, only SharePoint Online is supported. Support for on-premises SharePoint (a local SharePoint server) may be added in the future.

To use SharePoint storage, set the Location field for a document type to SharePoint. Then, in the SharePoint Address field, enter a valid SharePoint address.

To configure SharePoint storage, follow these steps.

  1. Go to the Document management parameters page.
  2. On the SharePoint tab, in the Default SharePoint server field, review the host name that was automatically detected for the SharePoint site, such as contosoax7.sharepoint.com. Typically, the SharePoint host name is in the form tenantname.sharepoint.com, and accounts on that tenant are in the form user1@tenantname.onmicrosoft.com.

Typically, if no default SharePoint server is specified, either there is no SharePoint site for the tenant, or a valid Microsoft Office 365 license isn't associated with the current user (the admin).

  1. Optional: Click Test SharePoint connection to test the specified SharePoint host name.
  2. Optional: Click Open SharePoint to open the specified SharePoint host name in a browser.

Troubleshooting SharePoint communication

SharePoint communication works for the current user only if the following conditions are met:

  • An Office 365 license is associated with the user's account.
  • The user is a typical user on the tenant, not an external user (for example, a user from another tenant).
  • There is a SharePoint site for the tenant (for example, Contoso.SharePoint.com).

Configure file types

By modifying the list of file extensions that are allowed, you can control the types of files that users can attach to records.

To specify file types, follow these steps.

  1. Go to the Document management parameters page.
  2. On the File types tab, review the default file types.
  3. Remove any file types that users should not be able to attach to records, and add any file types that users should be able to attach to records.

Configure document preview

The attachments preview uses the Web app Open Platform Interface (WOPI) that is provided by Microsoft Office Online Server. On the Document management parameters page, on the General tab, in the Office Web Apps Server field, specify the Office Online Server instance to use for attachment previews. The default value is https://onenote.officeapps.live.com. This value points to the cloud-based WOPI server.

For an on-premises environment

When an environment is on-premises, the default cloud-based WOPI server can't read the attachment file to provide a preview. If previews are required, you must install an on-premises Office Online Server instance and configure it inside the environment. Set the Office Web Apps Server field to the host name of the installed Office Online Server instance, and then click Save.

If previews aren't required, set the Office Web Apps Server field to https://localhost. The preview will then show the message “No preview available” instead of an error message.

Other configuration

Here are some other configuration options to consider, although these options are rarely used:

  • On the Document management parameters page, on the General tab, you can use the Use Document Tables option to enable the Active document tables allow list. If you set this option to Yes, you disable attachments on all other tables. Therefore, turn on this option only when it's required.
  • On the Document management parameters page, on the General tab, you can use the Maximum file size in megabytes field to set the maximum file size for attachments. Note that the ability of users to provide files is also constrained by the file size limit that is set for the environment in configuration files. These configuration files can't be changed via a client page.
  • On the Options page (Settings > User options), on the Preferences tab, you can use the Enable document handling option to disable document handling (document management).

Frequently asked questions

What is the difference between document handling and document management?

There is no difference between document handling and document management. Both terms refer to the same functionality. Different terms are used in different versions of the product.

What is the difference between document management and print management?

Document management lets you add notes, documents, and other files to records.

Print management lets you control print settings for selected reports. Print settings include the number of copies, the printer destination, and the multilanguage text that can be included on the report. For more information, see Document Reporting Services overview.

What is the difference between document types and file types?

Document types are used to categorize the documents that you attach to records or the templates that you create. Each document type can be stored in a unique location. The table for document types is named DocuType.

File types include Microsoft Word documents and images. A file type is denoted by the extension of the file, such as .txt, .png, .doc, .xlsx, or .pdf.

Does document management integrate with Office 365?

Yes. SharePoint storage is supported natively and can be selected as the storage location for a document type. In addition, any URL addressable file can be made an attachment via the URL document type.