Multiple external documents or images can be associated with a
document or a record in a data table using the Attachment
feature when the directory is defined in the Directory for
Attachments field in the Company
Miscellaneous Parameters with the associated setup
information.
If the attachment directory is not defined, then this feature is
disabled.
The Export/Import Product/Class/Group
URLs utility can be used to export existing URL information to
a spreadsheet and to bulk import updated URLs or to delete URLs
from the 'Attachments' tables for the Product Class, Group
or Product record.
The Inventory Clean-Up export/import utility
can be used to update URLs for rental and sales products.
Up to 10 attachments can also be updated for a Group by the
Update Group Information export/import
utility.
When attachments are linked to a document, the link is passed on
to any associated documents that result from a Convert
utility, however the attachments do not print when the document is
printed and are not emailed when the document is emailed.
e.g. An image of equipment is attached to a Reservation so when
that Reservation is converted to a Contract the image is also
linked to the resulting Contract.
Note: Attachments cannot be added or deleted in the "Play Data" company, because the directory configured for attachments would be the same for "live" and the copied "play" company.
When the Associate Tab is accessed from the Customer Information, View
Customer Information, or from Vendor
Information all attachments linked to records or documents
associated with the customer or vendor.
e.g. Contacts, Sites, Contracts, Invoices, Work Orders,
Delivery/Pickup Console, etc
When the Associate Tab is accessed from a Document, it
includes any direct attachments for the document Site, the products
and groups on the document.
It also includes attachments from any source documents, such as an
attachment added on a contract that is then converted to an
invoice.
For confidentiality purposes, any Customer attachments are not
pushed to the documents.
When the Associate Tab is accessed from a product or product inquiry, it includes any attachments for the Product Class and Group.
Resulting List:
The list of attachments on either tab can be resorted by any column
in ascending or descending order, by clicking in the column
heading.
Columns can also be dragged and dropped to reposition them as
required.
To open and view the contents of a file, double-click on the
appropriate record, or highlight the record and click the
SELECT button.
If this usage value becomes out of sync, click the Configure- Gear icon on the right to force a recalculation.
Note: When attachments are deleted there could be a delay in reflecting the change in disk space usage, as this space released by the deletion is not reflected until the screen returns to the menu.
ACTIONS:
Additional actions provided by buttons on
the File Attachment screen include:
Note: The EMAIL button is disabled if there is no email address defined for the logged in operator.
Add a File as an Attachment:
The Add options are not available on the Associated Tab, or
when the window is accessed from a "View Only" utility such as
View Customer Information.
Click the ADD FILE button in the Attachments
Tab and use your Windows search browser to search for and
select a file or image to add as an attachment to this record or
document.
Confirmation is required, at which time the attachment file name
can be modified to give it a useful label when associated with the
document or record by this link.
e.g. a file called 'br0900023042012.jpg' could be relabelled as an
attachment as 'fender_ding.jpg'
Note: Any unusual characters will be removed from the filename so that the operating system can save it.
Add a URL as an Attachment:
The Add options are not available on the Associated Tab, or
when the window is accessed from a "View Only" utility such as
View Customer Information.
Click the ADD URL button in the Attachments
Tab and enter the website information in the URL field
provided.
This attachment option supports http, https and ftp URLs.
e.g. http://www.texadasoftware.com
ftp://ftp.texadasoftware.com
https://www.texadasoftware.com
The same URL can only be added once to a specific Attachments
table.
Up to 10 different URL attachments can also be updated for a Group
by the Update Group Information
export/import utility.
A TEST URL button is provided to test the
link.
Confirmation is required to save the link, at which time the URL
attachment name can be modified to give it a useful label when
associated with this link.
Links do not use up attachment disk space, and clicking on it will
open that page in a separate browser session.
When attached to email, the link will be added to the message
body.
Delete an Attachment:
The Delete option is not available when the window is accessed from
a "View Only" utility.
Focus or highlight the records to be deleted and click the
DELETE button to remove the links to these files or
to URLs.
Confirmation is required.
An attachment can be deleted from the Attachments Tab.
This deletes the link between the document, URL, or record and the
attachment, also removing any links reflected on the "Associated
Tabs" for this relationship.
It does not necessarily delete the attachment itself if the
attachment is independently linked to other records as well.
In the situation where the file selected for deletion is only
linked to this record (e.g. Customer, product, etc), or is only
linked to this document and not to any associated documents (e.g.
source or converted), then the file is also permanently deleted
from the server.
Attachments can only be deleted directly from the Associated
Tab when accessed from the Customer
Information, or from the Vendor
Information screen.
This provides the ability to manage all attachments associated with
a customer or supplier from once central point.
When an attachment is deleted, an audit record is written to
Delete Log for function ATTACH01.
The operator code, the filename, and the date are tracked.
However when an attachment is deleted because the associated
document or record is deleted, the deleted document or record in
the table is logged in the delete log but a separate record for the
deleted attachment is not written to the delete log.
Note: Signed document attachments cannot be deleted
View an Attachment:
To open and view the contents of an existing attachment file,
double-click on the appropriate record, or highlight the record and
click the SELECT button.
Converted from CHM to HTML with chm2web Pro 2.85 (unicode) |