ERP User GuideMicrosoft Dynamics AX

Microsoft Dynamics AX

Product and Sales Order Attachments



In Microsoft Dynamics AX it is possible to attach different files and add links to products, product variants and sales documents. Files and links added to the products and sales documents in Microsoft Dynamics AX are shown on the product details and sales order details pages in the Sana webshop.

For example, you are selling electronics or some complex equipment used in mechanical engineering, and you need to provide some manuals to your customers online. These documents can be attached to the products in Microsoft Dynamics AX and shown on the product details page in the Sana webshop.

If you need to provide your business customers with some additional documentation, for example a waybill or a copy of some extra documents, they can be attached to the corresponding sales document in Microsoft Dynamics AX and shown on the order details page in the Sana webshop.

 NOTE

Sana also provides a possibility to attach files to products and sales documents from the file system on the Web server. For more information, see "Product and Order Attachments".

To add an attachment to a product or a sales document in Microsoft Dynamics AX:

Step 1: Click: Organization administration > Setup > Document management > Document types.

In the Document types window you can create document types for files and URLs and specify the location where these files should be stored.

The following locations are available:

  • Archive directory - files are stored in the directory specified in the Archive directory field.
  • Database - files are stored in the Microsoft Dynamics AX database.
  • Original location - files are stored in the location that was used when the file was originally attached to the record.

For more information see, "Configure document management".

Step 2: Click: Organization administration > Setup > Document management > Document management parameters.

On the General tab set up document handling.

 

The table below provides description of the fields:

Field Description
Archive directory The default archive directory location. If you do not specify the archive directory path while creating document types for the files this one will be used.
Max. file size in database Enter the maximum file size, in megabytes, for a file that is saved to the Microsoft Dynamics AX database.
Max. file size in file system Enter the maximum file size, in megabytes, for a file that is saved to the archive directory location.

 NOTE

If your Sana webshop is connected to Microsoft Dynamics AX 2009 via Application Integration Framework (AIF) there might be issues with the file size limit, for example not enough memory to retrieve the file. If you encounter any problems with attachments, check AIF exceptions in Microsoft Dynamics AX 2009: Basic > Periodic > Application Integration Framework > Exceptions.

For more information see, "Configure document management".

Step 3: Open the necessary product and click Attachments on the Product tab.

 NOTE

You can also attach files and add URLs to the product variants. They are shown in the general list of attachments on the product details page in the Sana webshop with the product variant name.

You can attach a file to an order or add a URL by clicking Attachments on the Sales order tab.

 NOTE

Attachments in Microsoft Dynamics AX can be added to all types of sales documents (orders, quotations, invoices, return receipts, credit notes and shipments).

To add an attachment to a product or a sales document click New in the Document handling window of a product or a sales document. Select the type of attachment that you have previously created in the Document types window and upload the file or enter the URL.

 NOTE

To show attachments in the Sana webshop, on the General tab select the Visible in webshop checkbox for an attachment.

To enable product and sales document attachments:

In Microsoft Dynamics AX click: Webshop > Common > Webshops. Open the webshop and on the General FastTab you can enable product and sales document attachments.

Settings Description
Enable product attachment downloads Select this check box to show all files and URLs added to the products in Microsoft Dynamics AX on the product details pages in the Sana webshop.
Enable document attachment downloads Select this check box to show all files and URLs added to the sales documents in Microsoft Dynamics AX on the order details pages in the Sana webshop.

When attachments are added to the products in Microsoft Dynamics AX and the Product attachment downloads option is enabled in the Webshops window, you need to rebuild the product index. Open Sana Admin and click: Tools > Scheduled tasks. Run Rebuild index for the Product import task.

 NOTE

When there is no connection to the ERP system and the webshop is in the maintenance mode only URL attachments will be available in the webshop. It will not be possible to open the attached files until the connection to ERP is re-established.

ERP User GuideMicrosoft Dynamics AX