File Attachments

Accounts Receivable Menu ->

Customer Information / Customer Site Information -> File Attachments
View Customer Information -> Customer Information window -> ATTACHMENTS button -> File Attachments
Customer Information-> /Customer Site Information -> Contact Information -> ATTACHMENTS button -> File Attachments

Customer Contact Menu -> Customer Contact Information -> Contact Information -> ATTACHMENTS button -> File Attachments

Accounts Payable Menu ->

Vendor Information -> File Attachments window ->

Vendor Information -> Contact Information -> ATTACHMENTS button -> File Attachments
A/P Invoices / A/P Invoices by Purchase Order -> File Attachments
Vendor Account Inquiry -> A/P Invoice Details -> File Attachments

Inventory Control Menu ->

Sales Inventory / Rental Inventory -> File Attachments
Inventory Inquiry -> File Attachments
Detailed Inventory Inquiry -> File Attachments

Texada Web Stand-Alone Menu -> TW - Customer Information/TW - Parts/TW - Assets -> File Attachments

Counter Menu / Work Order Menu / Order Entry Menu ->

"Document #" field -> Search window -> Detail Drill down -> ATTACHMENTS button -> File Attachments (view only)
Document Header -> 'Additional Information' options -> File Attachments
Document Details -> ATTACHMENTS button -> File Attachments
Document Inquiry Drill Down -> View Document Information -> Document Details -> ATTACHMENTS button -> File Attachments
Delivery Console / Pickup Console -> ATTACHMENTS button -> File Attachments
Delivery Console / Pickup Console -> CREATE button -> Create Delivery/Pickup Ticket -> File Attachments

System Maintenance Menu -> Configure System Settings ->

Accounting Tab -> Rental Product Classes / Sales Product Classes -> File Attachments
Operations Tab -> Groups -> File Attachments

Multiple external documents or images can be associated with a document or a record in a data table using the Attachment feature when the directory is defined in the Directory for Attachments field in the Company Miscellaneous Parameters with the associated setup information.
If the attachment directory is not defined, then this feature is disabled.

The Export/Import Product/Class/Group URLs utility can be used to export existing URL information to a spreadsheet and to bulk import updated URLs or to delete URLs from the 'Attachments' tables for the Product Class, Group or Product record.
The Inventory Clean-Up export/import utility can be used to update URLs for rental and sales products.
Up to 10 attachments can also be updated for a Group by the Update Group Information export/import utility.

When attachments are linked to a document, the link is passed on to any associated documents that result from a Convert utility, however the attachments do not print when the document is printed and are not emailed when the document is emailed.
e.g. An image of equipment is attached to a Reservation so when that Reservation is converted to a Contract the image is also linked to the resulting Contract.

Note: Attachments cannot be added or deleted in the "Play Data" company, because the directory configured for attachments would be the same for "live" and the copied "play" company.

Attachments Tab:

The files are listed in the File Attachments window as follows:

DESCRIPTION

The user defined description of the file is displayed.

FILE TYPE

The file type is displayed, such as pdf, image, txt, URL
File allowed for attachments can be restricted by extension as stipulated in the Valid Attachment File Types table.
Photos from Texada Web Dispatch are displayed as "File Type" URL
Attachments from Texada Web In-Yard-Return and from Texada Web Work Orders are displayed as "File Type" image

DATE/TIME

The date and time that the attachment was added to this table is displayed.

PROCESS SOURCE

The Texada Web sources of the attachments include 'YARD' from an In-Yard-Return, and 'DEL N' or 'PICK N' from Deliver/Pickup Tickets.

SOURCE REFERENCE

If the attachment is from a Delivery or Pickup Ticket, the Ticket# displays.

ATTACHED BY

The operator who generated the attachment is displayed.

INTERNAL FILE NAME

The 'Internal Filename' is only useful and is only displayed to the SCS user.

Associated Tab:

The Associate Tab is a second tab that displays attachments from other related sources.
The columns on the tab are the same as in the Attachments Tab with the addition of a "Linked To" column to indicate the source document, customer, product, etc.

When the Associate Tab is accessed from the Customer Information, View Customer Information, or from Vendor Information all attachments linked to records or documents associated with the customer or vendor.
e.g. Contacts, Sites, Contracts, Invoices, Work Orders, Delivery/Pickup Console, etc

When the Associate Tab is accessed from a Document, it includes any direct attachments for the document Site, the products and groups on the document.
It also includes attachments from any source documents, such as an attachment added on a contract that is then converted to an invoice.
For confidentiality purposes, any Customer attachments are not pushed to the documents.

When the Associate Tab is accessed from a product or product inquiry, it includes any attachments for the Product Class and Group.

Resulting List:
The list of attachments on either tab can be resorted by any column in ascending or descending order, by clicking in the column heading.
Columns can also be dragged and dropped to reposition them as required.
To open and view the contents of a file, double-click on the appropriate record, or highlight the record and click the SELECT button.

Disk Usage:

The volume of disk space currently used by attachments in the Directory For Attachments defined in the Company Miscellaneous Parameters is displayed at the bottom of the window, with the maximum Gigabytes space allocated and the percent used.

If this usage value becomes out of sync, click the Configure- Gear icon on the right to force a recalculation.

Note: When attachments are deleted there could be a delay in reflecting the change in disk space usage, as this space released by the deletion is not reflected until the screen returns to the menu.

ACTIONS:
Additional actions provided by buttons on the File Attachment screen include:

• Email an Attachments:
  Focus or highlight the records in the Attachments Tab or in the Associated Tab that are to be emailed and click on the EMAIL button to generate the Compose Email pop-up.
  Emails that are sent are logged by date in the View Email Log.

  Note: The EMAIL button is disabled if there is no email address defined for the logged in operator.

• Add a File as an Attachment:
  The Add options are not available on the Associated Tab, or when the window is accessed from a "View Only" utility such as View Customer Information.

  Click the ADD FILE button in the Attachments Tab and use your Windows search browser to search for and select a file or image to add as an attachment to this record or document.
  Confirmation is required, at which time the attachment file name can be modified to give it a useful label when associated with the document or record by this link.
  e.g. a file called 'br0900023042012.jpg' could be relabelled as an attachment as 'fender_ding.jpg'

  Note: Any unusual characters will be removed from the filename so that the operating system can save it.

• Add a URL as an Attachment:
  The Add options are not available on the Associated Tab, or when the window is accessed from a "View Only" utility such as View Customer Information.

  Click the ADD URL button in the Attachments Tab and enter the website information in the URL field provided.
  This attachment option supports http, https and ftp URLs.
  e.g. http://www.texadasoftware.com
  ftp://ftp.texadasoftware.com
  https://www.texadasoftware.com
  

  The same URL can only be added once to a specific Attachments table.
  Up to 10 different URL attachments can also be updated for a Group by the Update Group Information export/import utility.

  A TEST URL button is provided to test the link.
  Confirmation is required to save the link, at which time the URL attachment name can be modified to give it a useful label when associated with this link.
  Links do not use up attachment disk space, and clicking on it will open that page in a separate browser session.
  When attached to email, the link will be added to the message body.

• Delete an Attachment:
  The Delete option is not available when the window is accessed from a "View Only" utility.

  Focus or highlight the records to be deleted and click the DELETE button to remove the links to these files or to URLs.
  Confirmation is required.

  An attachment can be deleted from the Attachments Tab. This deletes the link between the document, URL, or record and the attachment, also removing any links reflected on the "Associated Tabs" for this relationship.
  It does not necessarily delete the attachment itself if the attachment is independently linked to other records as well.
  In the situation where the file selected for deletion is only linked to this record (e.g. Customer, product, etc), or is only linked to this document and not to any associated documents (e.g. source or converted), then the file is also permanently deleted from the server.

  Attachments can only be deleted directly from the Associated Tab when accessed from the Customer Information, or from the Vendor Information screen.
  This provides the ability to manage all attachments associated with a customer or supplier from once central point.

  When an attachment is deleted, an audit record is written to Delete Log for function ATTACH01.
  The operator code, the filename, and the date are tracked.
  However when an attachment is deleted because the associated document or record is deleted, the deleted document or record in the table is logged in the delete log but a separate record for the deleted attachment is not written to the delete log.

  Note: Signed document attachments cannot be deleted

• View an Attachment:
  To open and view the contents of an existing attachment file, double-click on the appropriate record, or highlight the record and click the SELECT button.