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Document Management storage/archival solutions

  • 1.  Document Management storage/archival solutions

    Posted May 26, 2020 01:21 PM
    Greetings all - we are struggling with our file storage used with document management.  In only 3 years time, we have over 235GB and 200K files in the folder for our largest company/entity and it's growing at a rate of over 6,000 files per month.  Does anyone have any recommendations for how to manage file attachment storage, while maintaining historical access to retrieve the files through the Attachment screens in AX?

    Thank you,
    Jeff

    ------------------------------
    Jeff Renaud
    Advantage Solutions
    ------------------------------
    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 2.  RE: Document Management storage/archival solutions

    TOP CONTRIBUTOR
    Posted May 28, 2020 03:28 AM
    what version you're in? cloud or on premise?

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    Zvika Rimalt
    Functional Consultant
    Vancouver BC
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 3.  RE: Document Management storage/archival solutions

    SILVER CONTRIBUTOR
    Posted May 28, 2020 09:56 AM
    What are you currently using for file storage? Are you storing directly to the Dynamics DB? SharePoint?

    Also, as already asked, what version? Cloud/on prem?

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    Josh Bazin
    Functional Analyst
    NTT DATA
    Edmonton AB
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 4.  RE: Document Management storage/archival solutions

    Posted May 28, 2020 10:15 AM
    Thanks for your responses.  We are using AX 2012 R3 and our storage is using UNC file path to a network share connected to a SAN.

    ------------------------------
    Jeff Renaud
    Advantage Solutions
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 5.  RE: Document Management storage/archival solutions

    TOP CONTRIBUTOR
    Posted May 29, 2020 07:24 AM
    Jeff,

          What we did is break the document attachment types up,  with mapping to different folders.   So for example we have AR/AP type,  Engineering type,  HR type.

            We did this to keep the total folder size under control.  It is not a perfect system but it does the job.

    Regards,

    ------------------------------
    Corey Vantilborg
    ERP Analyst
    Tigercat International Inc.
    Brantford ON
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 6.  RE: Document Management storage/archival solutions

    Posted May 29, 2020 10:46 AM
    Thanks for your suggestion Corey.  That could be a solution for us too however i don't see how to direct attachments to different folders based on the document content type.  The Document Management Parameters screen appears to only have one set path per company as shown here.  Did your company implement a customization to store a different path per document type?



    ------------------------------
    Jeff Renaud
    Advantage Solutions
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 7.  RE: Document Management storage/archival solutions

    TOP CONTRIBUTOR
    Posted May 29, 2020 10:58 AM
    We set-up the Document Types here: Organization administration > Setup > Document management > Document types.

    Then when attachments documents you can pick the document type:

       You can read more here specifically section 2 of this document: https://docs.microsoft.com/en-us/dynamicsax-2012/appuser-itpro/configure-document-management#2-specify-a-document-archive-directory

         You can override the default archive is each unique document type if you want.  This is standard functionality. 


    ------------------------------
    Corey Vantilborg
    ERP Analyst
    Tigercat International Inc.
    Brantford ON
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


  • 8.  RE: Document Management storage/archival solutions

    Posted May 29, 2020 12:42 PM
    This is great. Thanks for your help!

    ------------------------------
    Jeff Renaud
    Advantage Solutions
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


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