V9 - Documents and files

SOS Inventory provides a document management and storage capability on the Documents and files list (Tools & settings > Configuration > Lists > Documents and files). 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 Documents and files list includes the specific items, transactions, or other records to which an attachment is linked.

Adding and editing a file or document attachment

To add/edit a file:

1. Go to the Documents and files list (Tools & settings > Configuration > Lists > Documents and files). Select +Add to open a new Edit page—or to modify an existing file, select its file name link, located in the Name column.
   
   


2. Add the information needed in the popup window. (The screenshot below shows PO 20240801-12.pdf in the process of being added to the existing document record for the entry of Training 4 You - PO for SO-100273078.)
   
   

    

   1. Complete the Description field (optional).
   2. The Share box is checked by default. Uncheck the box only if you do not want other SOS Inventory users to access the attachment.
   3. In the File field, drag and drop the file—or press the File selector button and choose the file—you want to upload.
   4. In the Attached to table:
      1. Choose from the Type dropdown the general kind of data (item, customer, transaction, credit card charge, etc.) to which the attachment 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 more data records, repeat Steps 2d(i) and 2d(ii) for each additional record. (If you need more lines in the Attached to table, select the add_circle icon to add lines.)
   5. Save when finished.

Deleting a file or its link to data records 

To remove an uploaded file from the Documents and files list, go to the file's Actions menu and select Delete. If you want to delete more than one file, use the Batch action's dropdown. 

To remove the link between a file and a record to which it is attached, open the file and select the gray trash can icon corresponding to that record in the Attached to table. If all links listed in the table are to be severed, use the red trash can icon.

Changing shared access to file attachments

Files uploaded by a user are accessible to other SOS Inventory users by default. If other users are unable to view an attachment, it is because a user has disabled the Share setting. Only an administrator can change the Share setting status of an existing attachment.  

The email address listed in the Uploaded by column on the Documents and files list can be used to identify the user who most recently changed file sharing access.