V8 - Files & documents

SOS Inventory provides a document management and storage capability on the Attached files and documents list (Company menu > Miscellaneous > Files & documents). This feature allows you to upload documents and attach them to objects and transactions in SOS Inventory.

A few examples of how this feature can be used include: uploading an image of an item and attaching it to that item; uploading a customer contract and attaching it to the customer; uploading a customer purchase order and attaching it to a sales order. You are limited only by your imagination.

The Linked to column on the Attached files and documents list includes the specific items, transactions, or other records to which an attachment is linked. And if, for example, a PDF of a customer's purchase order was attached to both a customer and to a sales order, the attachment would also appear as a link in the Documents column on both the Customers list and Sales orders list for the relevant records.

Uploading and attaching a file or document

To add a file:

1. Go to the Attached files and documents list (Company menu > Miscellaneous > Files & documents).
    
2. Select Add new to open a blank Document page.
   1. Complete the Description field (optional),
   2. Enable Share if you want other SOS Inventory users to be able to view the attachment.
   3. In the File field, press Choose and select the file to upload.
   4. In the Linked to table:
      1. Choose from the Type dropdown the general kind of data (item, customer, transaction, credit card charge, etc.) to which the attached should be linked.
      2. In the Selection field, choose the specific data (a specific customer, item, transaction, credit card, etc.) to which the attachment should be linked.
      3. If the file should be attached to multiple data records, repeat Steps 2d(i) and 2d(ii) as often as needed.
   5. When finished, Save and close.

Allowing multiple users to view file attachments

Files uploaded by a user are accessible only to that user by default. If other users are unable to view an attachment, it is because the user who added the file to SOS Inventory did not enable sharing at the time the attachment record was created.

To allow other users to view a file attachment, the user who originally added the file must go to the Attached files & documents list, use the Edit action to open the data record, check the box on the Share field, and then Save and close.

The email address listed in the Uploaded by column on the Files & documents list can be used to identify the user who added the attachment record.