Documents (form)

Article
05/05/2014

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Home > Common > Document management > Documents.

Use this form to create or edit documents or notes that are attached to a record. Documents and notes can be attached to the following record types: prospect, activity, contact person, quotation, campaign, and knowledge article.

You can also open the Documents form from a specific party form, for example the Prospects form. In this case, the form is automatically filtered to display only the documents that are attached to the selected record.

Tasks that use this form

Create or copy an attachment

Navigating the form

The following tables provide descriptions for the controls in this form.

Filters

Filter	Description
Show all	Select the check box to view all documents for all workers. This filter overrules all other defined filters.
User ID	Select user identification from the list to view all documents that were added by the worker.
From	Select a date to define the earliest documents that you want to view. Documents that were added before this date will not be displayed.
To	Select a date to define the most recent documents that you want to view. Documents that were added after this date will not be displayed. If you do not select a date in this field, no documents will be displayed in the form.

Tabs

Tab	Description
Details	View or edit information about the worker who created the document and view the name of the organization that the document was created for.
Preview	View a preview of the active document. Previewing a document is interpreted as downloading the document. You must accept the download to preview the document.
Notes	Create or modify a note for the selected document.

Details

View or edit information about the worker who created the document and view the name of the organization that the document was created for.

Preview

View a preview of the active document.

Previewing a document is interpreted as downloading the document. You must accept the download to preview the document.

Notes

Create or modify a note for the selected document.

Buttons

Button	Description
Open	Open the selected document.
Preview	View the selected document on the Preview tab. Previewing a document is interpreted as downloading the document. You must accept the download to preview the document.
Copy	Create a copy of the selected document. The copy is designated as such in the Description field, and a new document is created in the same folder as the original document.
Copy to clipboard	Copy the selected document to the clipboard.
Send	Create an e-mail message and attach the selected document to the message. The e-mail message is sent to the contact person for the document.
Send e-mail to group	Open the E-mail distribution form to create an e-mail message and attach the document to the message. The e-mail message is sent to all members of the e-mail distribution group that is selected in the form.
Inquiry	Open the main form that the selected document is attached to.

Fields

Field	Description
Description	View or enter a brief description of the document.
Type	Select a document type for a new document. You cannot change the document type after you create the record.
Restriction	View or select the restrictions that are assigned to the document. For example, the document may be restricted to internal viewing only.
Creation date time	View the date and time that the document was created.
Name	View or enter the name of the organization that the document was created for.
Contact ID	View the name of the contact person for the document.
Contact information	View the contact information for the contact person.
File extension	View or enter the file name extension of the document.
Author	View or select the name of the worker who created the document.