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. It is frequently accessed via the Edit page navigation bar of a transaction, customer, or vendor, as well as next to the Documents column of many QuickBooks/accounting-related lists under the Sync menu: Accounts, Bills, Classes, Credit memos, Employees, Journal entries, and Purchases. File attachments are housed in the Documents and files list (Tools & settings > Configuration > Lists > Documents and files).

Document and file attachments do not sync to QuickBooks Online.

Attaching files via 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 the paper clip icon is present on the Edit page navigation bar depends on the kind of record. 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 paper clip 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:

Type part of the file's name in the search bar, as shown in the screenshot below, to locate a file already in the system and attach it to this record. You will see a list of files meeting your search criteria to select from.
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.

When an attachment is added to a data record, it is also added to the Documents and files list (Tools & settings > Configuration > Lists > Documents and files).

Files added to a transaction or other data record are also added to the Documents and files list.

Adding documents to lists under the Sync menu

When the paper clip icon appears next to the Documents column of an accounting-related list under the Sync menu, it appears as shown in the sample Bills list screenshot below:

The paper clip icon on the lists of accounting-related records that sync to QuickBooks.

When you add an attachment within an accounting list, the attachment feature works in the same way as explained in the section above—except the Edit page navigation bar is bypassed. Selecting the paper clip icon takes you directly to the Document pop-up window.

Like other attachments, those on an accounting list will be housed as records in the Documents and files list and can be edited if desired.

Adding/deleting attachments to existing records and changing the shared status of an attachment

You can add an attachment or sever its link to an existing data record by editing the record via the paper clip icon on the Edit page navigation bar or on an accounting list, as appropriate to the type of data record. However, unlinking an attachment and a data record does not delete the attachment from the system. To remove it from SOS Inventory, it must be deleted via the Documents and files list (Tools & settings > Configuration > Lists > Documents and files).

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.