Move PDF Documents in Sage 100 Paperless Office

Solution Properties

Solution ID:

222924350018164

Last Modified Date:

Mon Jul 06 18:41:15 UTC 2026

Taxonomy Path:

Category//Data

Author:

sageadmin

Move PDF Documents in Sage 100 Paperless Office

Description

Cause

PDF documents for Paperless Office are stored in a new location.

Resolution

[BCB:1:Backup warning:ECB]

Update the PDF directory for future reports

Follow these steps to change where new PDF documents are stored:

Open Paperless Office, Setup, Report Maintenance.
Click Report Entries (flashlight button).
Select a setting from the Report List, then click Select.
In the PDF Directory field, browse to the new folder location.
Click Accept.
Repeat for each Maintenance task and Company Code, if needed.

Update the PDF directory for future forms and journals/registers

Open Paperless Office, Setup, Form Maintenance OR Paperless Office, Setup, Journal and Register Maintenance.
Click Report Entries (flashlight button).
Select a setting from the Report List, then click Select.
In the PDF Directory field, browse to the new folder location.
Click Accept.
Repeat for each Maintenance task and Company Code, if needed.

NOTE:

The Report Entries list shows previously configured report settings.

Use Link Maintenance to re-link or move documents

Use this process for Sage 100 Version 4.40 and later:

Open Library Master, Utilities, Link Maintenance.
Select the Link Type: Forms, Journals/Registers, or Reports.
Select a Company Code and Module Code or choose ALL.
Click Refresh to display documents.
Select multiple records using Shift or CTRL.
Click Relink.
Enter the new PDF path, then click Accept.

The system shows a message if PDFs don’t exist in the new folder.
You can still complete the re-link process.

TIP:

The Paperless Office Log Files work optimally with a maximum of 75,000 records. What are the data files used store Paperless Office log information

NOTE:

The interface loads slowly with large volumes (it takes about 30 seconds for every 10,000 records).
Link Maintenance supports up to 100,000 records. Use the Viewer (see below) when records exceed this limit.

CAUTION:

Occasionally, Link Maintenance can’t handle large numbers of records due to the absence of a date filter. In these circumstances, PDFs can be purged, or Viewer can be used (see below) to re-link the documents (Using the "Move" button) in small batches.
If Link Maintenance displays a different number of records than Data File Display and Maintenance or the Document Viewers, the Log file is most likely corrupted and will need to be rebuilt. What are the data files used store Paperless Office log information

Move and re-link PDFs simultaneously

Use the Move button when files are accessible:

Select records that display in black (valid paths). (Records in Red are invalid paths).
Click Move to transfer and re-link files in one step.

CAUTION:

Back up PDF files before using the Move option in Link Maintenance

Move reports using the Report Viewer

Use this method when Link Maintenance can’t handle large datasets:

Open Paperless Office, Main, Report Viewer.
Select a Company Code and Module Code, or choose ALL.
Select reports using CTRL or SHIFT.
Click the Move button (yellow bar with arrow).
Browse to the new location, then click OK.
Click Yes to confirm.
Review the confirmation message, then click OK.

NOTE:

The Move option requires at least one valid (black) path in the list.

Manage large datasets and log file limits

Paperless Office log files perform best below 75,000 records.
Purge PDF documents regularly to maintain performance.
Use Paperless Office, Utilities, Purge PDF Documents for cleanup.

TIP:

If it’s desired to keep old PDF documents:
Manually back up PDF files from the physical PDF locations before using Purge PDF Documents.

Fix record count mismatches

If Link Maintenance shows different counts than other tools:

The log file is likely corrupted.
Rebuild the Paperless Office log files to correct inconsistencies:
- Rebuild Key Files available for AP_VendorPDFLog.M4T, AR_CustomerPDFLog.M4T, and PR_EmployeePDFLog.M4T
- The UFAR utility (Use the *UFAR utility to rebuild files) available to rebuild PL_JournalPDFLog.M4T, PL_PeriodEndPDFLog.M4T, and PL_ReportPDFLog.M4T (as Rebuild Key Files and SY_SystemRebuild utilities don’t show these files).

CAUTION:

Back up LOG files before rebuilding files.

[BCB:155:Chat 100 US:ECB]

Steps to duplicate