EAM for Business Central

Documents setup

Documents setup

Document Management in Dynaway EAM

Document management in Dynaway EAM for Dynamics 365 Business Central enables you to store, organize, and manage files related to assets, work orders, and maintenance activities. Documents can be stored in a central storage area and linked to multiple records for easy access and reuse.

Technical Setup: Document Storage Providers

Dynaway EAM supports three main options for storing documents. Go to Document Storage Setup and select one of the option:

  1. Embedded (Business Central Internal Storage)

    • Stores documents directly in the Business Central database.
    • No external configuration required.

  2. Azure Blob Storage

    • Stores documents in Microsoft Azure Blob Storage.
    • Requires configuration of:
      • Azure Account Name
      • Azure Key Storage Id
      • Azure Blob Storage Container
    • "Enable Azure Storage" must be set to true. Integration cannot be disabled if documents are already using Azure Blob Storage.

  3. SharePoint

    • Stores documents in Microsoft SharePoint.
    • Requires configuration of:
      • SharePoint Base URL
      • AAD Tenant Id
      • Client Id
      • Scope
      • Base Folder
      • Storage Id
    • Supports secure authentication via Azure AD.

SharePoint Setup Steps:

  1. Register the SharePoint application in Azure for Business Central. Include the Redirect Web URL: https://businesscentral.dynamics.com/OAuthLanding.htm
  2. Configure permissions for the application in Azure Portal.
  3. Generate an Application Client Secret in Azure Portal.
  4. In Business Central, go to Document Storage Setup and select SharePoint as the Storage Provider. Set up the following values:
    • Site URL: The SharePoint Site URL (avoid special characters in the site name)
    • AAD TenantId: Tenant Id of the SharePoint (same as Microsoft Entra Id for BC)
    • Client Id: Application (client) ID from Azure App Registration
    • Client Secret: Secret value created in Azure
    • Scope: <SharePoint URL>/.default (e.g., https://yourcompany.sharepoint.com/.default)
    • Base Folder: Use Assist Edit (…) to choose the base folder for files
    • Subfolders: Optionally set folders for each document type
  5. Set up metadata columns in SharePoint for additional data (e.g., Asset No., Work Order No.).
  6. In Business Central, configure metadata fields and entity fields to map BC data to SharePoint columns.
  7. Enable Sync Metadata in Document Storage Setup to finalize the setup.

Viewing Additional Information About Files in SharePoint

When using SharePoint as your storage provider in Dynaway EAM, you can send metadata (additional information) along with your documents. This enables you to view and manage extra details directly in SharePoint.

  • Currently supported metadata fields:

    • Asset No.
    • Work Order Plan No.
    • Work Order No. (sent after work order creation)

How to set up additional metadata columns in SharePoint:

  1. In your SharePoint space, select 'Add column'.
  2. Name the column and choose a type ('Single line of text' or 'Multiple lines of text').
  3. Disable 'Add to all content types'.
  4. For 'Single line of text', set a max length (up to 255 characters). For 'Multiple lines', enable 'Allow unlimited length in document libraries' (up to 63,999 characters, but BC limit is 2,048).
  5. Complete the setup in SharePoint, then finish the connection in Business Central.

Set up the connection in Business Central:

  1. Go to Document Storage Setup and select the three dots in 'Metadata Fields'.
  2. Define:
    • Meta Field (BC source field, e.g., Work Order No.)
    • Enabled (relation status)
    • SharePoint Field Name (must match SharePoint column name)
    • SharePoint Field Length (max 255 for single line, 2,048 for multiple lines)
  3. In 'Metadata Entity Fields', define:
    • Entity Type (BC record source)
    • Meta Field (source field)
  4. Select Service Authorization and provide the required certificate.
  5. Enable 'Sync Metadata' to finalize setup.
  6. After syncing, you can view the information in SharePoint.

Metadata Actions:

  • Send Data – Sends metadata updates
  • Show Buffer – View processed data sent to SharePoint
  • Show Document Queue – View entities waiting to be sent
  • Create Job Queue Entry – Automate metadata updates

The default storage provider is selected in the Documents Setup table. All necessary fields for Azure and SharePoint integration are available and validated to ensure proper setup and security.

Key Functionalities

1. Document Storage and Relations

  • Store documents in a secure storage area (Business Central or SharePoint).
  • Link documents to Assets, Work Order Plans, and Work Orders.
  • Supported file types include PDF, Word, images, and more.

2. Categorize Documents

  • Create and assign Document Categories for better organization (e.g., Warranties, Certificates, Photos, Reports).
  • View documents by category and manage categories from the Document Categories list.
  • Assign categories on the document card and display category codes in FactBoxes.

3. Customize Document Display Names

  • Set a custom display name for any document to improve identification without changing the actual file name.
  • Display names are shown in FactBoxes and document lists.

4. Upload, Attach, and Link Documents

  • Upload documents from your device and attach them to assets or other records.
  • Attach existing documents from the storage area to multiple assets or records.
  • Add descriptions and metadata for each document.
  • Link the same document to multiple assets or records using the "Where Used" section.

5. View, Update, and Delete Documents

  • Download documents directly from the Asset Card or FactBox.
  • Update documents to upload a new version; all references are updated automatically.
  • Delete documents and remove all references using "Delete with references".
  • Remove document links from specific assets or records without deleting the document.

6. Document Card Features

  • View details such as file size, file name, creator, and version history.
  • Manage document relations and attach documents to additional records.
  • Use multiple-choice selection to link documents to several records at once.

Typical Workflow on Asset Card

  • Upload: Go to Asset Card > Documents > Upload Document. Select and upload the file, add description, and link to asset(s).
  • Attach Existing: Go to Asset Card > Documents > Select Documents. Choose from existing documents in storage and link to asset(s).
  • Download: In the Documents FactBox, select the document name to download.
  • Update: In the Documents FactBox, select ellipsis > Show Details > Update Document. Upload new version.
  • Delete: In the Documents FactBox, select ellipsis > Delete to remove the document or its reference.

Additional Features

  • Bulk Upload: Upload multiple files or ZIP archives for batch processing and automatic extraction.
  • Document Categories: Organize documents for easier search and reporting.
  • Display Name and Metadata: Improve document identification and filtering.
  • Where Used: See all records linked to a document and manage relations.

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