Attachments

Attachments are files that can be uploaded and saved with your records, thereby allowing you to keep all your relevant information secure and always available online.

Attachments can be added to all the primary record types (e.g. landlords, property units, tenancies, transactions, etc.) and may be for any type of file, for example:

  • Image and video files
  • Tenancy contracts
  • Receipts
  • Other important scanned documents that you need to save securely
  • etc.

Attachments are stored within a hierarchical folder structure, similar to files and folders within a file system. Each record has it's own folder for it's attachments and, within that folder, it's possible to create sub-folders of attachments in order to more clearly categorize them. The attachments tab displays the current path under view at the top and allows navigation both to the parent folder and also to child folders.

Editing a record that supports attachments (e.g. a Property Unit record) will display a link to display the attachments dialog. The following table describes the actions that can be performed on the attachments dialog:

Icon Description
Navigates to the parent folder. To navigate to a child folder, simply click on the name of the folder.
Creates a new child folder.
Uploads a new attachment.
Deletes an attachment or sub-folder. Delete operations are not reversible so use with care, particularly for folders as any content within the folder will also be deleted.
Downloads an attachment.
Searching Attachments

The search bar in the top-right corner of the attachments dialog can be used to search for attachments. Simply type one or more words you wish to find and then click - the system will find any attachment or folder which matches one or more of the words typed, showing the best matches first.

By default the search will match any of the words typed. However, you can also perform more advanced searches as follows:

  • Search for a specific phrase using double quotes, e.g. "black cat" will find only those attachments or folders that have the precise phrase "black cat" in their name.
  • Match all words by separating them with the + operator, e.g. black+cat will find attachments or folders that have the word black in their title as well as the word cat.

Notes:

  • If you have configured External Storage (such as Google Drive) then the search functionality is simpler. For example, it will only search the current folder and will not support "exact phrase" or + operator searches.

Attachments Quota

Attachments are subject to certain size constraints depending on the product edition that you are using.

For Personal Edition users, the constraints are:

  • A maximum size of 2 Mb for any individual attachment
  • A maximum quota of 5 Mb for all attachments stored on the web site.

For upgraded accounts, the quota available for attachments is determined by the package and options that you have purchased.

To see the total amount of organizer space available to your account:

  • Click on the Admin link at the top of the page.
  • Click on Your Account
  • See the Organizer Space Used bar under the Current Account Settings panel.


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