Attachments

Files at the matter

An attachment is a file pinned to a record: a scan of the signed contract at that contract, a photo of the fault at a ticket, a PDF offer at an inquiry. Thanks to this, documents do not circulate through e-mails or drives, but lie where you look for them, at the matter they concern.

Attachments have a fixed place: the Attachments tab in the form's side panel. It is part of the system, so it looks the same on every record and does not need to be searched for.

File fields in the main area are something else. They appear when a record has a specific, named document, for example a Handover report scan field. The Attachments tab takes everything else.

Working with attachments

• You add a file to the record by pointing to it on your disk. Once added, it is visible to everyone who has access to the record.
• You open and download the attached files to review them or send them on.
• Many files at one record is the norm: you keep the matter's set of documents together.

Example. To a complaint ticket you attach a photo of the damage and a scan of the receipt. The person who takes over the matter sees both files right away on the form and does not have to ask for them.

Good habits

• Name files sensibly before adding them. lease-2026.pdf says more than scan0001.pdf, especially when there are several files at a record.
• Add the final version, not five drafts. If a document has versions, attach the one in force, so no one works on an outdated one.
• Do not duplicate what is a field. The amount from an invoice is a field, not a reason to look into the PDF every time. An attachment is the proof and the original; fields are the data to work with.

What to keep in mind

• An attachment is seen by everyone with access to the record. Before you attach a file with sensitive data, make sure the circle of people with access to this matter is the right one.
• Deleting a file is sometimes irreversible. Delete deliberately, and if you are unsure, ask before removing someone else's attachment.