Attachments

Overview

Attachments refer to links or uploaded documents that are attached to master data such as Customers, Suppliers and Materials, or transactions, such as Quotations and Invoices.
Attachments can include various file types (e.g. pdf or .png).
Attachments can also be URLs, which removes the need to attach physical documents to the primary document.
When master data such as Customers or Suppliers have attachments, they appear in the Attachments tab in the edit window.
Multiple attachments can be added to a transaction.
When an attachment is created in a transaction such as a Quotation, the link appears in the top right corner of the Edit window.
In a transaction's List View, you can add the Attachments column, which shows a paperclip next to transactions that have attachments.

Note

The defaults are the values for new databases and new users. Your database may have different values.

Setting	Description	Default
General > Attachments Module - Access Allowed	Yes or No. Whether you can open the Attachments module (Main Menu > Office > Attachments). Without it, the message "Access denied." appears.	No

The attachment's module displays all the attachments.
Attachments can have Issued and Expiry dates (e.g. if memberships or work visas expire).
You can use Statuses to manage attachments. The options are Pending, Active and Expired. The default status is Active.
The description field is hyperlinked and opens the attachment in a web browser if clicked.
A right-click context menu has features to open the linked transaction, customer or supplier, and options to Edit or Delete the attachment.
Attachments can be emailed by selecting the entries and clicking Email (button).

Attachments can be added to the following modules:

Date filters can be modified and applied by clicking one of these radio buttons:

Additional filters are (see Data Filters):

Info

Fields marked in green (✎) can be edited.

Field	Description
ID	The system-generated number allocated to the attachment.
Status	The status of the attachment.
Module	A code indicating the module in which the attachment was created.
Trans No	The transaction number that the attachment was linked to.
Linked to	The name of the item, customer, supplier or staff member.
Type	The type of attachment, for example, Artwork, Image (.jpg, .png), Specification or Signature.
Description	The description which is hyperlinked.
URL	The attachment's URL.
Issued	The date the attachment was issued if this date is filled in.
Expires	The attachment's expiry date which is highlighted in red when the expiry date is older than today.
Reminder	The date selected as a reminder date.
Updated	The user, date and time that last updated or created the attachment.
Menu (...)	Open Transaction Open Customer / Open Supplier Edit Delete

Multiple records can be updated simultaneously using Batch Updates.
Click Actions (button) > Batch Update and select one of these options:
- Status
- Expires
- Issued
- Reminder

When an Attachment is added to a transaction, the attachment is carried through to all copied transactions (see Copy Rules).
Attachments linked to Items can be viewed in the transaction modules.

The CUSID, SUPID and STAFFID fields are used for direct links to Customers, Suppliers and Staff only.
Indirect links to Customers and Suppliers from Transactions are looked up when the Attachment records are selected in the Attachments module (e.g. the customer linked to a Quotation or the supplier linked to a Purchase Order).
The Image Attachments (Type = Image (.jpg, .png)) can be added to Work Order output templates (see Output Data Pipelines).