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GP2018 Document Mgmt vs. Kwiktags

  • 1.  GP2018 Document Mgmt vs. Kwiktags

    Posted Dec 18, 2018 02:38 PM
    We are beginning our upgrade from GP2013 to GP2018. We currently use Kwiktags.

    I was wondering if anyone had any thoughts on using the GP document attachment capability versus continuing to use Kwiktags.

    Thank you!

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    Andrew Bynum
    Papa Murphy's
    Vancouver WA
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  • 2.  RE: GP2018 Document Mgmt vs. Kwiktags

    GPUG ALL STAR
    Posted Dec 18, 2018 03:24 PM

    Hey Andrew!  I hope you have been well and that you will join us for our next Portland GPUG meeting next year!!

     

    Just off the top of my head, when comparing out-of-the-box GP 2018+ Document attachment capabilities, it comes down to two things:

     

    1.      Document Storage.  The documents attached within GP will be sucked into the GP database as a 'blob' and is currently a permanent fixture unless you do allow particular users to delete them.  Then they can manually delete the 'blob' one document at a time.  There is no 'archiving' facility.  You can put a limit on the size of the attachments a user can attach (for the whole system in total).  You can possibly limit a user thru field level security for the authority to attach from particular screens, but again, it is a system setting to turn it on and off for 'transactions' vs. 'inquiry' status.  So there is not a ton of flexibility with GP out-of-the-box, but it IS free – and it is functional!  We have several clients using it for some document types.

    2.      Workflow.  The workflow in GP is a bit challenging to setup, but I suppose that could be true with any system.  Once you have the settings correct – and have active directory configured, it works.  You can add functionality to allow users to approve within GP (very simple) or outside the GP windows thru an IIS connection (more complex).  The fields available to filter on within workflow are limited, but with each release it becomes more open and workable.  The reporting, emailing, and inquire capabilities also expand with each GP release, so we do have several clients using basic workflow for things like AP approvals, GL approvals, and Vendor approvals. 

     

    I don't know a ton specifically about KwikTag, but I know they have been around at least a decade integrating to GP and have invested a lot in the functionalilty and flexibility of their program.

     

    You could try out workflow/doc attachment in a small company database in GP to see where the shortcomings would be if you tried to replace KwikTag.  Or have your partner investigate how you are using KwikTag now so you can determine if you could duplicate those processes in the current version of GP.

     

    Happy Holidays!

     

    Abra Lynne Gilman

    ERP Specialist

    Collins Computing, Inc.

    agilman@collinscomputing.com

    949-484-4132

     

    Dotty

     

     






  • 3.  RE: GP2018 Document Mgmt vs. Kwiktags

    Posted Dec 19, 2018 11:41 AM
      |   view attached
    ​Abra, Andrew,

    Abra did a nice job summarizing many of the issues related to scanned or attached documents.  Our product permits users to attach documents such as receipts to Expense entry transactions.  I say this to introduce my background on the subject and not as a solicitation for new business - our product is not a replacement for a tool like Kwiktags!  If you are going to try to configure your own document attachment function you should be aware of functionality that is built into tools like Kwiktags that will prevent a user from attaching files that may be harmful to your network or data security. Attaching the wrong document could put your organization a mouse click away from a Ransom attack. I have attached a list of document types that are known to be problematic.  This list gets bigger all the time. We address this with service pack updates and such for our product as many ISV products do. The KwikTags team are experts on the subject and it is difficult for end-users to keep up with these types of details.  Hope you find this information useful.  Have a nice holiday.

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    Thomas Goodspeed
    Olympic Systems
    Seattle WA
    206-547-5777 x119
    Thomas@projectcost.net
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