Microsoft Dynamics 365 Business Central provides the ability to attach files, links, and notes to a page, enhancing tracking, visibility, and overall efficiency. Most pages, such as lists, cards, and documents, feature an Attachments tab on the FactBox pane, with a tab title indicating the number of attached files, links, and notes. This functionality is particularly valuable for attaching a vendor’s invoice to a Purchase Invoice document or adding pictures of a damaged item to your order or receipt. However, the default attachment process in Business Central involves several steps, which can be time-consuming and inefficient.
The necessity to simplify this file attachment process and make it more user-friendly without intermediate steps led to the creation of tools that allow direct dragging and dropping of files. Naturally, one might wonder if such a tool exists, and the answer is yes. Before exploring the suitable tool to use, it is essential to consider an important aspect related to file attachments. When you attach a file to a card or document, it’s saved in the Business Central database. Therefore, large file attachments or a high volume of attachments can quickly increase the database size, which might not be desirable as Business Central is intended to function as a business solution and not a document management system.
Install the DocXtender App
To address this issue effectively, DocXtender by Insight Works offers a seamless solution. This free extension, integrated with Business Central, enhances user productivity by allowing files to be dragged and dropped directly into Business Central records and saved to SharePoint Online. The first step in leveraging DocXtender involves installing the DocXtender app in your Business Central tenant.
Begin by searching for the Extension Marketplace Page using the search icon in Business Central. Once there, locate or filter for the DocXtender app and click on the “Get it now” button. Follow the on-screen instructions and prompts to install the extension. After the installation, search for the Extension Management Page from the search icon and find the DocXtender app to ensure it is listed and installed correctly. If the app does not appear in the installed extensions list, check its installation status by selecting the Installation Status option from the Manage menu. This will help you determine if the extension has been installed properly or if there are any issues needing resolution.
After ensuring the successful installation of the DocXtender app, proceed to the next step, which involves enabling specific features crucial for the app’s functionality.
Enable HttpClient Requests
With the DocXtender app installed, the next step involves configuring it correctly by enabling HttpClient Requests. This step is critical as it allows DocXtender to function seamlessly within the Business Central environment. Start by clicking on the DocXtender link to open the record. Once in the record, you will see an option to enable HttpClient Requests for the app to communicate with other services like SharePoint.
Repeat this step for the IWorks Common Extension by following similar steps. Enabling HttpClient Requests ensures that both DocXtender and the IWorks Common Extension are correctly configured for optimal performance. This configuration step guarantees all necessary communication channels are open, allowing the app to interact with SharePoint and other services efficiently.
Once you have enabled HttpClient Requests for both extensions, the next step involves assigning the appropriate permission sets to ensure users have the necessary access to use the features provided by DocXtender.
Assign Permission Sets
Effective use of DocXtender requires assigning specific permission sets to users. Start by searching for the Users page in Business Central. In this section, you can manage all user permissions and roles. Select the desired user and proceed to add relevant permission sets needed for utilizing DocXtender seamlessly. These permission sets ensure that users and administrators have the necessary access to the functionality provided by the app.
For all users, assign the IWORKS COMMON permission set. This permission set lays the foundation for using Insight Works extensions, including DocXtender. Next, for administrators, add the DOCX-SETUP permission set to enable administrative functionalities and settings configurations within the app. Lastly, for end-users, add the DOCX-USER permission set to allow them to utilize DocXtender’s drag-and-drop features and attach files directly to Business Central records.
Having completed the assignment of permission sets, the next vital step is configuring the storage settings to define where and how the attachments are stored and managed.
Configure Storage Settings
Configuring storage settings in DocXtender is crucial as it defines where and how attachments are stored and managed. By storing files in SharePoint, you ensure better organization, access, and storage management. To configure these settings, search for the DocXtender Setup Page from the search icon in Business Central and open the setup page. This page allows you to define various settings related to file storage behavior and attachments.
Start by configuring the File Storage behavior field. Set this option to SharePoint for external storage if you wish to save attachments in SharePoint. Alternatively, select Document Attachments for internal storage within Business Central. Next, configure the Drop behavior by choosing between Silent and Confirm options, determining if the drop action happens silently or with user confirmation. Similarly, define the Duplicate behavior by selecting from Prevent, Rename automatically, Rename prompt, or Replace options to manage how duplicate files are handled.
Enter your company’s SharePoint Host URL, typically formatted as
With these settings configured, you can now proceed to test the configuration to verify if it works as expected.
Test the Configuration
Testing the configuration is a crucial step to ensure everything is set up correctly and functioning as intended. To do this, create a purchase invoice in Business Central with all the relevant details. Look for the DocXtender image in the Attachments FactBox on the purchase invoice page. This icon signals that DocXtender is active and ready to be used for attachments.
Drag a file, such as a vendor’s invoice, into the Attachments FactBox. When you do this, you will be prompted to authenticate access to SharePoint. Enter your credentials or select an account to sign in and grant the necessary permissions to DocXtenderGraph. This step is necessary for allowing DocXtender to upload files to your SharePoint site. It’s important to ensure that pop-ups are allowed in your browser during this process to complete authentication and grant permissions seamlessly.
Once the authentication and permission steps are completed, the file will be uploaded to SharePoint. The attachments title in the FactBox will be updated, indicating a successful attachment. This file attachment is added as a link to the Purchase Header record in Business Central. Testing the configuration in this manner verifies that DocXtender is functioning correctly and attachments are being managed efficiently without bloating the Business Central database.
Finally, it is time to view the attached file and confirm the process’s success.
View the Attached File
With the DocXtender configuration successfully tested, you can now view the attached file. Microsoft Dynamics 365 Business Central offers the capability to attach files, links, and notes to pages, improving tracking, visibility, and overall efficiency. Many pages, including lists, cards, and documents, have an Attachments tab in the FactBox pane, displaying the number of attached files, links, and notes. This feature is especially useful for attaching a vendor’s invoice to a Purchase Invoice document or adding photos of a damaged item to an order or receipt. However, the default attachment process in Business Central is often cumbersome and time-consuming due to multiple steps.
Recognizing the need for a more streamlined and user-friendly file attachment process, tools have been developed to enable direct file drag-and-drop. Naturally, one might ask if such tools are available, and the answer is yes. Before choosing a tool, it’s vital to consider that attached files are saved in the Business Central database. Therefore, attaching large or numerous files can quickly inflate the database size, which could be problematic as Business Central is meant to function primarily as a business solution, not a document management system.