DMS Help and User Guide v2017
Table of Contents
8.1. Licence Tab
8.2. Sage Users Tab
8.4. Settings Tab
8.5. Storage Tab
10. Release Notes
Help and User Guide maintained for Document Manager (DMS) version 20xx.17.0.19 and upwards
This Help and User Guide is for Sicon DMS v2017, if you require the user guide for pre-2017, please click below.Sicon DMS (Legacy) Help and User Guide
The Sicon DMS for Sage 200 product is designed to enable users to attach/index documents (Scans or Files) to transactions, accounts, orders & stock items while working in Sage 200. Additional documents can be added later through the transaction and order enquiry functions. Documents are automatically referenced using attributes to facilitate search options.
Sicon DMS allows you to scan and attach documents, e-mails to ledgers, orders and transactions in Sage. Unlike other document management tools there is no need to re-index the document after scanning. By scanning documents as you work in Sage the relevant attributes are applied to each scan or attachment automatically as you save each ledger, order or transaction etc”
Page Size Warning: when scanning directly into Sage, a warning will appear if the size will be greater than set here, but the document will still be scanned it. Our advice would be that an A4 page scan should be between 35 and 75 Kbytes and if you have scanned images that are much larger than this you should check your scanner settings.
Black and White or Colour: there is generally no need to scan images in full colour and HMRC are happy to see a black and white copy of the original. However with modern scanners and image compression software the colour scan and black and white scans should not be too dissimilar in size.
Drag and Drop: drag and drop a file from a location e.g. an email attachment. E-mail is Outlook only, Not web based email clients likes Gmail. You can also drag and drop from Windows Explorer.
Scanner Recommendations: we would recommend the Fujitsu 7160 as a fast, reliable and robust scanner for use as a personal desktop scanner. We believe this is the most efficient way to work for high volume users. Low volume users can use a shared scanner/network copier to scan images and attach via the file attachment method.
2. HM Revenue & Customs – Document Storage
The HMRC guidelines state that you must be able to guarantee the authenticity and the integrity of the content of your source documents throughout the storage period by either electronic or procedural means. Store all the data related to your invoices, including such evidence as is required to demonstrate that authenticity and integrity has been ensured, and be able to recreate the invoice data as at the time of its original transmission or receipt, and present the invoice data in a readable format. You must keep history files so that you can find the appropriate details from any particular time in the past if one of HMRC’s visiting officers asks you to do so. The same rules apply to the storage of electronic invoices as to paper invoices. You must normally keep copies of all the invoices you issue and all the invoices you receive for six years.
Sicon DMS can assist you in complying with these regulations with regards to the storage of documents. Please ensure you adhere to the HMRC guidelines when using this product.
Source – Electronic invoicing, HMRC Reference: Notice 700/63 (22nd May 2015).
For further HMRC Document Retentions Guidelines, please refer to:
3. Adding a Document
When entering a transaction or using transaction/order enquiry functionality within the Sage and Sicon Addon modules (as defined in the DMS Settings), the option will be available to ‘Add Documents’.
For example, entering a Purchase Invoice within the Purchase Ledger:
The indexing screen will allow you to either:
- Scan/Scan with Options: this will scan a document directly from a Desktop Scanner (must have Twain drivers)
- Attach File: add a document from a file source
- Drag and Drop: drag and drop a file from a location e.g. an email attachment
Once the document has been added, the options are:
Select Save and Close
Add Security options, Save and Close to specify which roles can view this document as per the User’s licence (see Settings – Licence)
Add New to add an additional document to this transaction/enquiry
4. Viewing a Document
Once a transaction has a document indexed against it, select ‘View Documents’.
From here the document can be opened (a PDF could then be printed) and if required, can be emailed out.
If multiple documents are added against a single transaction/enquiry, they are displayed in either a list, as icons or in card form:
The Next and Previous buttons can be used to move between documents.
5. Searching for Documents
Select ‘Document Search’ from the side Sicon DMS menu.
Select the Entity and the Document Type from the drop down list and if required it is also possible to search against a particular Attribute. Clicking Find without entering a value against an entity will return all documents indexed; this could result in a long search time once many documents have been added onto the system.
6. Re-indexing a Document
If a user has permission they will be able to reindex a document already attached; for example if there is a description that needs to be entered when the document is indexed but this was not done, a user can reindex, enter the description and Save and Close. The majority of the fields cannot be edited as these are System fields and therefore read only.
7. Deleting a Document
If a user has permission they will be able to delete documents attached in the system. When Viewing a document, the Delete button will be visible.
8.1. Licence Tab
A license string will be supplied in accordance with how many Index/View and View only licenses have been purchased.
8.2. Sage Users Tab
Once the DMS Licence has been applied, allocate View/Index and View only licences to the Sage users as required.
The ‘View Rights’ will determine whether that user is able to View all indexed documents, only those they have indexed themselves or documents that have been indexed by other users in their Sage Role.
Clicking ‘Update Users’ will add in any users from Sage System Admin that have access to the applicable Sage Company.
Can Index: whether the user is able to add documents into Sage; either by scanning, dragging and dropping or browsing.
Can Delete: whether the user is able to delete documents added into Sage.
Delete on Indexing: selecting this option will delete documents from their location once uploaded; this is useful if documents are being scanned in using a network scanner and then uploaded into Sage from this folder. This is dependent on Windows users file permissions.
View Rights: determine what documents users are able to see; all, their own, those added by others in their role, or none.
Default Indexing Option: if particular option is specified, the default option will be performed as soon as the screen is opened. This can be set as No Default, scan, scan with options or attach.
Default Attachment Path: enter a file path if documents will always be added from a specific location – this will remove the need for the user to always browse to a particular location.
Can Re-Index: whether the user will be able to reindex a document once added.
8.3. Web Users and Web Service Tabs
These tabs are for Business Partners working with Sicon on DMS integration.
8.4. Settings Tab
Scanned file type: when scanning in documents to either scan as a PDF or Tiff file.
Default Scan Resolution: sets the default DPI; increasing this will mean the document size will be greater when stored.
Page Size Warning: when scanning directly into Sage, a warning will appear if the size will be greater than set here, but the document will still be scanned it.
Enable Add and View button context menus: by default this will be on and will allow the user to right click on the Add Document button and add a different Document type; i.e. when adding a document against a Sales Order, the below option by default will be visible:
Enable Document Count Columns: by default this is enabled and will show a count of documents added, e.g. see below Transaction Enquiry against a PL Supplier. Documents can be added or viewed against an invoice here too by clicking the Add Document or View Document buttons at the bottom of the screen.
These options relate to error logging.
Modules: the Sage and Sicon Addon modules where DMS can be used to index and view documents. The System modules cannot be edited but additional modules can be added as required.
Entities: these are a list of entities against which document types can be stored. System entities cannot be edited but additional entities can be added if required.
Document Types: the classification of documents when added to Sage via DMS against a particular entity. System document types cannot be edited but new document types can be added if required; there is a wizard for adding new document types.
Attributes: these are used to automatically reference the documents added to Sage via DMS. System attributes cannot be deleted or edited (apart from the Description attribute which can be marked as mandatory if required) but additional attributes can be added if required.
Using the wizard to add a new document type: for example; to add the ability to add a Certificate against a Sales Order. Click Document Type and then click the link to the new Document Type wizard.
Select the Module required:
Select the Entity to associate the new Document Type with:
Select an existing Document type to copy attributes from:
Enter a Document Type name and a Document Type friendly name and select any additional attributes required (if a document type was selected at the previous stage to copy attributes from, these will be pre-selected).
Click through to Finish the Wizard and Save the DMS Settings. The new Document Type will now be visible against the chosen Entity when right clicking on Add Document.
Advanced Settings: please do not select any of these options; these are to be used only by a Business Partner working with Sicon during the implementation of the DMS module.
View Indexing Information Hierarchy: this can be used to show how Modules, Entities, Document Types and Attributes are linked together and what attributes are available under a particular document type etc.
8.5. Storage Tab
This tab will show a breakdown of total documents in the DMS file stored on the server by clicking on the Calculate DMS Folder Size button.
Documents are stored in the attachments folder per company as assigned against the company within the Sage 200 System Administrator.
8.6. Warning when Saving Settings
When saving the DMS settings, the below message may appear as a warning. This is stating that there are multiple Companies configured in Sage System Admin to use the same Attachments folder. It is advised that all Companies in Sage System Admin are configured to store documents in individual folders but it is possible to OK and then save through this message.
9. Enable Module
This module will automatically be enabled for a 30 day trial period from the date of installation. After this period, a new module enable string must be entered for continued use of the module.
To enter a new enable string open the Settings screen from the Sage DMS menu.
Select the Licence tab and enter (paste) the module enable string provided by Sicon Customer Services, then click the Save button.
10. Release Notes
The Release Notes document below shows which release of the DMS system includes which new features and for which version of Sage these will work.
The version number indicated in the DMS Release Notes includes a full release number and a sub version number; e.g. ’6.1′ indicates the full release version number of the software. Pre-release version builds of the software are available to certain clients requiring new or enhanced features being developed from the wish list. If these versions are installed on your system, you will see an additional number e.g. 39.113 making up a specific database version and interim build number of 18.104.22.168.
It is unlikely that these features will be documented in this help and user guide until the end of the development phase.Document Manager - DMS Release Notes