Using Notes and Attachments within Dynamics GP Web Client and Desktop Client

Written By: Randal Mayer

from April 23, 2013

Using notes within the Dynamics GP Web Client can be confusing when first starting out. There are several points worth mentioning when in comparison to the Desktop Client. Let’s take a look at the Vendor Maintenance window as an example.

Dynamics GP 2013 Web Client                                         

Dynamics GP 2013 Desktop Client

At first glance, the windows are very similar expecting notes to act the same.  There are some differences however to be aware of.

The “Open Note” button on the window of the Dynamics GP 2013 Web Client is a Windows level record.  The same note within the Dynamics GP 2013 Desktop Client is in the Note icon located in the lower right corner next to the Help icon.

- Creating or deleting a Windows level note in either interface will impact both interfaces.

- Creating or deleting a Windows level note to the same card record will produce the following messages for other users of Dynamics GP Web Client and Desktop Client informing them of the change –

“This note has been deleted since you opened this window.”
“This note has been created since you opened this window.”

A note being changed by multiple users at the same time will not be able saved by all users.  Instead, the following message will be displayed to the user –

“This record has been changed since you opened this window. Changes won’t be saved.”

Focusing on the Record level notes, the Note icon is positioned the same between the Web Client and Desktop client.  Both have the Note icon next to the lookup icon on the Vendor ID field.  Record level notes like Windows level notes function the same when deleting, creating or modifying a note. The same messages will display when multiple users are accessing the same record between the Web Client and Desktop Client.

-  The difference however is with the OLE Note attachments. The Web Client does not have the paperclip icon to attach or view existing OLE Note attachments. This is expected as a Win32 program cannot be opened within the Silverlight application.

- By default, Dynamics GP Desktop Client will write “OLE Link present” to the note.  This is an indication to Web Client user as well as Desktop Client users of the attachment.  It is only the Desktop Client users who will have the paperclip icon to work with the attachment.

Note: The “OLE Link present” message can be edited or removed resulting in a Web Client user losing knowledge altogether of an attachment present.

With that said, assume attachments are used frequently and it is vital for both Dynamics GP Web Client and Desktop Client users to have access to them. With Ole Note attachments not viewable in the Dynamics GP Web Client, what alternative is there?

Available for both Dynamics GP Web Client and Desktop Client users is Document Attachment Management.

To access the Document Attachment Management window, both clients use a paperclip icon.
Dynamics GP 2013 Web Client                                                 Dynamics GP 2013 Desktop Client 

                                 

The paperclip icon representing the Attach button from either client opens the Document Attachment Management window.  This window is where documents can be attached, previewed or deleted.  A field for a description of the attachment is available and editable from either client. Even the File Name field is editable where the name can be changed.  There is also the ability to delete an attachment using either client by selecting the row and clicking the small row with red X – Delete Row icon.

                                             

Document Attachments sound great.  Are there any concerns between the Web Client and Desktop Client in regards to document attachments?

Testing the Document Attachment feature, it has benefits over the use of OLE Note attachments.  Besides the Web Client and Desktop Client both having access to the attachments, Preview of the attachments is available. In addition, the layout of the window makes viewing multiple attachments efficient and effective including the date, time and user information.

There is a word of caution however using document attachments which is not specific to the Web Client.  If multiple users are accessing document attachments, there is the potential of changes not being saved.  As of Dynamics GP 2013 Build 12.0.1368, the messages like that of the Record Level Notes and Windows Level Notes are not displaying.  As a result, a user may delete an attachment using the Delete Row icon on a record while another user is changing the File Name and clicking OK. The user upon entering the window again will no longer see the record or the File Name change they made.

For the Dynamics GP Web Client, previewing an attachment the first time will prompt the user for a location which to save a copy of the file to. This location is utilized to copy the file to enabling the attachment to be previewed.  For sensitive data and data storage, be aware that previewed attachments are not automatically removed for the file location upon closing the attachment.

In the end, there are some points to think about when using Notes and Attachments within the Dynamics GP Web Client and Desktop Client. If given the choice, use Document Attachments where possible as it is a much more robust feature.