File Attachment Functionality

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Last updated: Feb 07, 2013
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This module looks at File Attachment Functionality within Workbench.

 

OVERVIEW:

The Workbench Attach File functionality allows the user to store copies or the original of any file or email against a Workbench 'record'.

A 'record in Workbench may be a Job, Contract, Purchase Order, Budget, AP Voucher etc. Any screen in which the 'Attach View File' button appears allows this attaching process

Whilst files or emails will be stored against all types of records, Jobs will be the common place for storage.
We have provided a 'Quick Jobs' button to allow quick selection of a job to attach to, without opening the Job Maintenance screen

The concept of a 'Related Job Code' is provided for. For example, a Purchase Order may have a spreadsheet attached specifically to that PO, but the PO is also related to a particular job. This job can be recorded as the Related to Job Code for later searching.

An Edit View Attachments screen is also provided to allow searching for an attachment across a wide range of search criteria.

There are 3 types of Attachment process:

  • The 'Attach File' button;

Will open an Explorer window. From here you can explore to find the specific file you wish to attach. On closing the window you are prompted for the default attributes to be stored against this file

  • The 'Multiple Files Emails' button;

Will open a screen in which you can select the default attributes to be saved with all the file(s) / emails that you want to save. A window then opens into which you can drag / copy / paste file(s) and email(s)

  • The 'Managed Folder' button;

A folder is created against a record (e.g. Job) into which you wish to copy one or more unreferenced files.
You may have as many Managed Folders as you like against a record
For example, you may wish to store a large number of photographs relating to a Job, but do not need to individually reference or describe each photo

The functionality has been added to the following areas:

  • Jobs
  • People
  • Companies
  • Service Logs
  • Job Invoices
  • Purchase Orders
  • AP Vouchers
  • Job Purchase Invoices
  • Client Contract Budgets
  • Estimates
  • SubContract Works Orders
  • Quotations
  • Timesheets
  • Plant Policies
  • Plant Service Orders
  • Cashflow tab on Client Contracts
  • Forecast tab on Client Contracts
  • Risk Adjustment and Uncommitted Adjustment lines in Forecasts
  • Maintenance tab on Client Contracts
  • Prospects
  • Drawings
  • Price Requests