Document Management Link

Easy access to essential documents directly from your Sage 300 screens

"I love the fact that you can take any screen in Sage 300 and upload a document, be it an image, or an Excel spreadsheet, or a Word document, then manage it from within Sage 300."

JOSH REEVES, CFO, WALTHER FARMS, MICHIGAN, USA

Improve customer interactions by having key documents just a click away

  • File, locate and refer to relevant documents (e.g. POs, Invoices, Contracts) when processing transactions in Sage 300
  • Economical document management system to streamline all Sage 300 processes that require supporting information
  • Seamless integration between Sage 300 and your document management or file-sharing system (e.g. SharePoint, OneDrive, Dropbox, Google Drive)
  • You control how and where documents are displayed
  • Helps make the paperless office a reality
  • Support remote working, staff mobility or multiple office locations by overcoming your reliance on physical documents

Document Management Link (DML) Features

DML builds on your existing document scanning and capture systems by making your documents easily available from within Sage 300

Link files to Sage 300 fields and screens

  • Any Sage 300 field displayed on a screen, including Grid fields, (except for check-boxes or drop-down selections)
  • Up to two fields, e.g. Vendor and Item, to filter selection
  • Sub-directories - e.g. to allow access to archived documents
  • Optionally specify which screens will trigger the display of linked documents
  • Optionally configure filters to restrict which files to display
  • Compatible with 3rd party modules developed in the SDK

Viewing Documents

When the user opens a Sage 300 screen that references the configured fields:

  • An ‘Alert Box’ will open to reveal any documents that have been linked to field values on that screen
  • The user can then open those documents, or add new ones
  • Documents saved in the configured folders are available for display in the DML Alert Box
  • Most file types supported

Adding Documents

  • Dragging & dropping documents directly into the DML Alert Box from within Sage 300 will deposit them into the designated folder
  • Optionally trigger an automatic file rename, based on rules you nominate, when adding files by drag & drop from Sage 300
  • Emails and/or email attachments can also be dragged and dropped directly from your Outlook desktop client into the DML Alert Box
  • Documents can also be saved directly into the nominated storage location from outside Sage 300, (e.g. 3rd party program, Extender script)

Document Storage & Sharing Options

You nominate where linked documents reside. either in a shared network folder, or Microsoft SharePoint

  • Single site can combine network folder and SharePoint
  • Nominate the folders where different types of documents are to be stored

Using DML with network folders

  • Email files stored in the network folder directly from the DML Alert Box from Outlook
  • Map that folder to a cloud-based file sharing service (e.g. Dropbox, Google Drive, or Microsoft OneDrive)
  • Take advantage of the synchronisation and sharing capabilities those services offer

Using DML with SharePoint

  • Benefit from its collaboration and security features
  • Automatically trigger standard SharePoint workflows for notification, approval, multi-user approval or feedback when you add a document to DML
  • Create & trigger custom SharePoint workflows

Use Case examples

There are just a few examples of documents typically linked to Sage 300 screens using DML

Purchase and Payment process

  • Purchase Orders and Invoices
  • Employee expense claims
  • Link an A/P Invoice during A/P Invoice Entry, also making it visible from the A/P Vendor Activity and A/P Payment Entry screens
  • Link an A/P Invoice in one Sage 300 company, and have it appear automatically from within another Sage 300 company (e.g. in conjunction with Orchid Inter-Entity Transactions or Inter-Entity Trade)

Sales Order documents

  • Link a delivery document during O/E Order Entry, also making it visible from the O/E Shipment Entry and O/E Invoice Entry screens
  • Product Specifications; Contracts; Tenders; Legal documents
  • Dispatch & Shipping Advices; Bills of Lading & Air Waybills
  • Collection & Delivery documents; Customs, Quarantine and Inspection documents

Document Management Link Licensing (DML Users)

To use DML functionality, Sage 300 Users need to be allocated an available DML User licence

DML Users
(Concurrent)

To access DML functionality, individual Sage 300 users must be both:

  • Flagged as a DML User (in Information Manager Options), and;
  • Allocated an available DML User licence

There is no limit to how many Sage 300 users can be flagged as DML Users, but the number of DML User licences purchased determines how many can have concurrent access to DML.

Allocation of
Concurrent User Licences

DML User licences are allocated on a "First Come, First Served" basis:

  • Once the available licences have all been allocated, other users will see a 'No Available DML User' message
  • When a DML User signs out of Sage 300 their licence is released and becomes available for another user

Email SmartLink
(Bonus Feature)

All users who have been allocated a DML (or Extender Workflow) User licence have access to this bonus feature.

  • Use the Email SmartLink icon on a Sage 300 screen to create an email
  • Paste in a SmartLink (hyperlink) to the active Sage 300 record
  • To use the link, the recipient of the email also needs to be a licensed DML User or Workflow User

Product Screenshots

Testimonials

Everyone loves DML!!  It makes working remotely so much easier.  All staff in different locations can see the relevant documents and no more hunting around for lost paperwork!

BONNIE WITTMEIER, EQUATION TECHNOLOGIES INC., CA, USA

I love the fact that you can take any screen in Sage 300 and upload a document, be it an image, or an Excel spreadsheet, or a Word document, then manage it from within Sage 300.

JOSH REEVES, CFO, WALTHER FARMS, THREE RIVERS, MICHIGAN, USA

This is way better than having something stuck out on a shared drive, where you can never remember what you called it when the auditors come knocking!

JOSH REEVES, CFO, WALTHER FARMS, THREE RIVERS, MICHIGAN, USA

As we get more and more documents into the digitized systems we can get rid of a lot of the filing cabinets that are taking up real estate in our office!

JOSH REEVES, CFO, WALTHER FARMS, THREE RIVERS, MICHIGAN, USA

I REALLY like Document Management Link! It may seem like a minor thing, but it has HUGE benefit within my little world!

MARK BINKLEY, DATAQUEST INC., KNOX, INDIANA, USA

We will be getting more clients on Orchid's Information Manager, it is really fantastic...

PERCY MANGOZHO, ENVISAGE BUSINESS SOLUTIONS, ADELAIDE, AUSTRALIA

After implementing Orchid’s EFT Processing and Document Management Link for my client, together with Tairox Payment Approval, we were able to quickly provide a solution that supports the social distancing practices and provides COVID-19 relief funds to local businesses.

DENICE LEUSCHNER, SYSERA, CALIFORNIA

The managers and staff are happy with the simplicity of the process and thrilled at the visibility of supporting documents at every level. Thank you for your products and support!

DENICE LEUSCHNER, SYSERA, CALIFORNIA

Minimum
Requirements

  • Document Management Link 2021 requires Sage 300 2021 System Manager
  • Document Management Link User licences are required to access DML functionality. (The first concurrent DML User licence is included when you purchase DML)
  • Microsoft SharePoint (on-premises version supported by Microsoft or SharePoint for Office 365 ) is required to take advantage of SharePoint features.

How to buy

Talk to your local Sage 300 partner Send message

International Contacts

Please contact us directly if your business is in the UK, Europe or other regions not listed here. 

North/South/Central America and the Caribbean

Robert Lavery 

Phone: (416) 453-7876
Email: Robert.lavery@sympatico.ca

Address:
Robert Lavery & Associates
14 Woodway Trail
Toronto, Ontario CANADA M8Y 2B8

Asia Region

A-Plus Software Limited (ID#82011633)

Phone: + 852-2366 8392
Email: info@a-plussoft.com
Website: www.a-plussoft.com/en/orchid.php

Address:
5/F Goldsland Building
22 Minden Avenue, Tsim Sha Tsui,
Kowloon Hong Kong

Australia and New Zealand Region

Sage Software Australia - Business Management Solutions (ERP & CRM)

Phone: 137 243 (13 SAGE)
Website: https://www.sage.com/au

Level 11, Zenith Tower B,
821 Pacific Hwy,
Chatswood NSW 2067

Africa Region

Sage South Africa (Pty) Ltd

Phone: +27 11 304 3000
Website: https://www.sage.com/za


6th Floor, Gateway West
22 Magwa Crescent
Waterfall 5-lr, Midrand, 2066

Middle East Region

Sage Middle East

Phone: +971 43900180
Website: https://www.sage.com/en-ae/support/contact-us

Office No. 118 Building No.11
Dubai Internet City (DIC)
Dubai, PO Box 500198
United Arab Emirates (UAE)

Learn More

Document Management Link - Overview

Robert Lavery gives a brief overview of Orchid's Document Management Link add-on module for Sage 300. 

Add, view and access relevant documents from within Sage 300, linked to specific fields.
(Jul-2017)
Document Management Link Brochure
Document Management Link Brochure
Document Management Link - Product Demo

Nancy Lavery demonstrates the key features of Orchid's Document Management Link add-on module for Sage 300. 

Add, view and access relevant documents from within Sage 300, linked to specific fields.
(Jul-2017)
Quick Start - Document Management Link

We show how it's possible to set up Orchid Document Management Link in under 30 minutes, using Sage 300 A/P as an example.
(Sep-2020)
Notes & Document Management Link - Demo Webinar

Anne gives a detailed demonstration of Orchid's Notes and Document Management Link add-on modules for Sage 300.

Attach context sensitive notes to Sage 300 fields and/or screens. Add, view and access relevant documents from within Sage 300. The demo includes 'Extended Notes' (Notes+Extender).
(31-Aug-2017)
Document Management Link - Training

Anne shows how to configure and use Orchid's Document Management Link (DML) add-on module for Sage 300. 

Add, view and access relevant documents from within Sage 300, linked to specific screens and/or fields.
Includes a demonstration of Email SmartLink.
(Jun-2018)
Walther Farms
Walther Farms looked to embrace digitization and cloud-based storage to provide better access to documents. Orchid DML provided the missing link – tight integration with Sage 300.
Document Management Link
 
Orca Oz Enterprises (04)
Orca Oz Enterprises, Orchid's alter ego, shows how Document Management Link (DML) and the Email SmartLink bonus feature helped them move to paperless A/P processing.
EFT Processing
Document Management Link