Doc Attach: Notes vs. Paperclip in Microsoft Dynamics GP

Hi GP Community,

In support we receive great questions pertaining to Doc. Attach. In this blog I am going to answer some of the questions. For this article, we will focus on the Purchasing module.

Question 1: If a document is attached using “Notes" (note icon) and another document is attached using “Doc Attach" (paper clip icon) why am I not able to see both documents from both of the Notes and Doc Attach icons?

The simple answer is because the two methods use different tables (read further down in this in this blog). Here is a great blog https://community.dynamics.com/gp/b/dynamicsgp/archive/2016/04/26/microsoft-dynamics-gp-2016-ole-note-migration-utility

In the Vendor Maintenance window Purchasing >> Cards >> Vendor if a document is attached using the “Note” icon, this document cannot be viewed if you are looking for it in “Document Attachment Management” window using the “Paperclip” icon. Vice versa, if a document is attached using the “Paperclip” this document cannot be viewed if you are looking for it using “Note” icon.

Question 2 and 3: Why does this happen? and is there a reason why I am still able to access “Document Attachment Management” window using two different methods?

Dynamics GP has allowed attachments on “Notes” for many years. These are called “OLE notes”.

Then the feature "Document Attachment" (Doc Attach) became available in GP2016. This feature allows documents to be attached directly to a Customer/Vendor/Item Cards, using the paper clip icon on the card itself. These documents can flow automatically as attachments for transactions for those Customer/Vendor/Items (Administration >> Setup >> Company >> Document Attachment Setup). Whereas the attachments on the Notes cannot flow to transactions. These are separated like this intentionally.

Question 4: Is there a way to combine documents that have been attached using “Note” and “Doc. Attach” ?

There is no way to combine the two. Each method uses their own separate tables.

• Notes are linked to the specific Note Index, also these notes are not attached to the vendor themselves. The Notes table is SY03900 - Record Notes Master.
• Doc Attach tables are:

CO00101 - Document Attachment Master                                                   

CO00102 - Document Attachment Reference                      

CO00103 - Document Attachment Properties

CO00104 - Document Attachment Status

CO00105 - Document Attachment Email

I hope this information is useful.

Margi Jandro | Support Engineer | Microsoft Dynamics