V9 - Attaching documents and files

To view the accompanying video for this topic, see V9 Video tutorial - Attaching documents and files.

SOS Inventory makes it easy to attach documents and other files to data records via the paper clip (attach_file) icon on the Edit page navigation bar.

The paper clip icon on the Edit page navigation bar allows you to attach documents to a data record.

Whether this icon is present depends on the kind of record, but where it is available, the ability to attach documents is enabled only after the record is saved. Since a new record has not been saved, the paperclip icon will be grayed out. However, you can use the Save and keep editing option under the More button to enable the paper clip and continue working in the Edit page.

If any files were previously attached to that record, the icon will display a red circle showing the number of attachments. When saved, an attachment is also added to the Documents and files list (Tools & settings > Configuration > Lists > Documents and files).

Upon selecting the paper clip, you will first encounter the Documents pop-up window, as shown in the screenshot below.

Popup window to search for or add a new document to a transaction

From this window, you can:

Use the search bar to locate a file already in the system and attach it to this record.
Unlink an attachment associated with that record. Use the X next to the file name to sever the linked attachment. However, the file will remain in the Documents and files list unless it is deleted from that list by an administrator.
Open a new pop-up window to add a file that does not already exist in the system. Click Add new document to open the pop-up window where you can upload a file.

In the Add new document pop-up, complete the Description field. The Share box is checked by default, making the file accessible to other users. If you do not want to allow others to access the file, uncheck the box. Drag and drop the file into the box container area or use the File selector to choose the file(s) you wish to upload and link to the data record you are working in (transaction, customer, vendor, etc.). Then select Add document.

You can add attachments to existing data records by editing the record. But if the Share setting of an attached file needs to be changed after the record has been saved, an administrator must make the change via the Documents and files list (Tools & settings > Configuration > Lists > Documents and files).