Application Wide

Attachments

 

Summary

 

The attachments feature is used to attach scanned documents, electronic files, images or files of any format to a database record, such as an Accounts Payable module vendor record (AP> Maintenance> Vendor> Attachment icon). The attachment will be archived on the application server at the following path: \\server_name\Springbrook\db\Archive\database slot (for example, Springbrook1)\Attachments. The Archive Directory folder location can be edited on the SS System Setup window (SS> Utilities> System Setup> System tab> Archive Directory field). Click here for information on the System Setup window.

 

If you have attached documents to GL accounts using the Chart of Accounts Maintenance window (GL> Maintenance> Chart of Accounts> Attachments icon), you can copy those attachments to a new fiscal year when a new chart of accounts is created using the Create New Fiscal Year procedure (GL> Utilities> Create a New Fiscal Year). Click here for information on creating a new fiscal year.

 

Step by Step

 

1     View the documents attached to a record.

 

  • Open a record and click the Attachments icon (for example, view the attachments on a receipt in PO> Display> Receipts> Attachment icon). This will open the Attachment Selection window.
  • The Attachment Selection window will display all of the documents and files attached to the selected record.
  • Highlight a file and select Save Locally from the Attachment Action icon drop-down menu if you would like to save the file to another location. This will open a window that allows you to select the path where you would like to save the file.
    • Save the file to your workstation if you would like to save a copy of the file locally. This allows you to view, modify or print the file.
  • An attachment can also be saved to your desktop or a folder on your desktop by holding down the CTRL key while using the mouse to drag the attachment to the desired location.
  • Highlight a file and select View Attachment from the Attachment Action icon drop-down menu if you would like to open the file.
    • You can also simply double-click the attachment to open it.
  • Highlight an attachment and press DELETE or click the Delete icon to delete the attachment. This will remove the document from the Attachments Selection window and delete the archive file in the Attachments folder on the application server (server path\Springbrook\Archive\database slot (for example, Springbrook1)\Attachments).
  • Highlight a file and press ENTER or click the Modify icon if you would like to view the file information.

  • Press INSERT or click the Create icon if you would like to attach a new document. This will open the Attachments Maintenance window.

 

2     Add a new document or file to the record or modify the information on an existing attachment.

 

  • Click the Original File Name field label to attach a file. This will open a window that allows you to browse through your file system to locate and select the file.
  • The File Name and File Type fields will populate with the file information once the file has been selected in the Original File Name field.
  • Enter a description of the attachment in the Description field. This is an optional field.
  • The Location Reference and Tracking Number fields are both optional fields.
  • Click the Save icon when complete. This will attach the document to the record. The next time you open the Attachments Selection window from the selected record, the document will display in the window.