Add a file
Attach a PDF, a photo or an Office file to a document. The file uploads as soon as you choose it, and your business unit's categories, if it has any, let you say what kind of file it is.
Quick add
- Open a saved document from its list and click the paperclip Attachments tab.
- If a file is already showing, click the cross at the top right of its preview to reach the list.
- Under Select a category to upload, click the category that fits. If you see Add Attachment instead, click that.
- Choose the file. It must be under 5 MB.
Done. The file is saved on the document and its name appears in the list of files.
Full guide
There are three places to add a file on the web. All of them save the file on the same document. Pick the one that suits where you are.
From the Attachments tab
The tab sits in the column of icons beside a saved document. A small number on it counts the files. The tab only appears once the document is saved, because the file needs a document to go to.
Fields in this section
| Part | What to do |
|---|---|
| Select a category to upload | One button for each category your business unit set up for this document. Click the one that fits, then choose the file. |
| Add Attachment | Shown instead of the categories when the document has none. Payments, leads and enquiries always show this. |
| Uploaded files | The files already on the document. Click a name to preview it, or the arrow to download it. |
The tab accepts PDF, JPG, JPEG, PNG, DOC, DOCX, XLS, XLSX, PPT and PPTX. You choose one file at a time. While it uploads you see Uploading..., and then the new file opens in the preview.
When a document already has files, the tab opens on a preview of the first one, and the add buttons are out of sight. Click the cross at the top right of the preview to see the list and the buttons.
From the Attach menu in a list
Use this when you are looking at the list and do not want to open the document. Click the menu at the end of the row and choose Attach.
A window opens, titled with the document and its number. Under Select document type, click a category, then choose one file. Payments show a plus button instead of categories. The file is saved as soon as you choose it, and the list refreshes when you close the window.
The file picker here lists PDF, JPG and PNG files. For Word, Excel or PowerPoint files, use the Attachments tab or the form.
On the add or edit form
Most documents have an Attachment Files row on the form with a View Attachments button. The number beside it is how many files the document holds. The button is on the forms for invoice, quotation, sales order, delivery challan, sales return, credit note, payment received, purchase request, purchase order, bill, goods receipt, purchase return, payment made, debit note, stock adjustment, stock transfer, stock conversion, job order, landed cost, item, customer and supplier. The manual journal has an Attachments row of its own. Expenses, RFQs, bids, leads, enquiries and work orders have no file control on the form: use the tab or the Attach menu once they are saved.
- Click View Attachments.
- Under Select document type, click a category. Or click Add Files if there are no categories.
- Choose one file, or several at once. You see "Successfully uploaded" with the number of files.
- Close the window and click the form's save button.
Files you add to a new document are attached when you save it. If you leave without saving, they are not attached. When you edit a saved document, a file you add or remove on the form is also kept only when you save.
Scenarios
On mobile
Same steps on iPhone and Android, except how the choices look. The phone adds files in two places: the Attachments tab of a saved document, and an Attachments section on the add and edit screens.
- The tab. Open the document and go to the Attachments tab. Tap Upload Attachment. You see it only if your role has Add/Edit on the document. iPhone shows a sheet from the bottom with Take Photo, Photo Library and Files. Android shows the same three in a dialog titled Add Attachment.
- The add and edit screens. The section reads Attachments with a count. Tap Add File. iPhone offers Take Photo, Choose from Library and Choose File. Android offers Camera, Photo Library and File. The file uploads at once, and a file on a new document is attached when you save. Tap the bin to remove one before you save. The screens that have it are bill, customer, delivery challan, expense, goods receipt, invoice, item, job order, manual journal, payment made, payment received, purchase order, sales order, stock adjustment, stock conversion, stock transfer and supplier.
- Camera and photos. The first time, the phone asks for camera or photo access. If you refuse, you see "Permission Required" and nothing is added. Files needs no permission.
- Names and categories. The phone has no categories. Your file keeps its own name.
- Photo Library also lists videos, but a video is refused as a file type that is not allowed.
The Android app is on Google Play. The iPhone app is coming soon to the App Store.
Permissions
| To do this | You need |
|---|---|
| Add a file to a saved document | Add/Edit on that document |
| Add a file while creating a document | Add/Edit on that document, the same as creating it |
You do not need any extra permission for categories. See Attachments.
Problems and fixes
I cannot see the buttons to add a file in the Attachments tab
A file is open for preview. Click the cross at the top right of the preview to return to the list, where the category buttons or Add Attachment are.
"Maximum number of attachments reached"
A document holds up to 5 files on the web. Remove one you no longer need from the Attach menu or the form, or keep the extra file somewhere else.
"Attaching a file to this document needs Edit access"
Your role can view the document but not change it. Ask your administrator for Add/Edit on this kind of document.
"Files cannot be attached to this kind of document"
You are on a screen that shows the tab but does not accept files, such as a job card or a reimbursement. Attach the file to a document listed on the Attachments page.
It says the file type is not allowed, or the file is too big
Only the types listed on the Attachments page are accepted, and each file must be 5 MB or less. Convert the file, for example to PDF, or compress it.
I added a file on the form but it is not on the document
On the form, files are attached when you save the document. Add the file again and save.
Related
- Attachments
- Open, download and remove
- Document settings, where categories are set
- Common views