You can augment records for many forms by attaching documents (files) that are related to specific records. You can also import documents that can then be attached by other users to records.
Before a document can be imported into the system and attached to a record, an authorized system administrator must first create one or more document types, if they do not already exist. The Document Types form is used to create document types.
When a document is then imported or attached, the document type is assigned to the document. Because documents can be filtered based on document type, we recommend that you plan carefully when you set up your document types. Do not make your types too generic--"Text files," for example. Rather, cast your types according to the intended use for the document type--"Customer POs," for example.
When a document type is created, a default file extension is assigned to it. This file extension is overwritten if the document you import actually has a different file extension.
Only authorized users can import documents and attach them to records. Authorized users can import, export, view, or delete documents with the Documents form. Within a form that allows document attachments, they can also click the Display Docs icon on the toolbar, which opens the Attached Documents form in a linked window. From within this form, they can import a new document, or they can link to a document that has already been imported into the system. For more information, see the "How To" related topics.
Once a document has been approved, either by the person who submitted it or by another authorized approver, it is then available for viewing by other individuals who are authorized to view these documents. It is also available to other users for reuse or reattachment to other records. This means that a single document can be attached to multiple records.
To view a list of and access all imported documents, use the Documents form. To view a list of and access documents attached to specific records within a collection, use the Actions > Documents for Current menu item to open the Attached Documents form populated for that record.
Another option for attaching documents to records is to use an application event and event handler. There are two ways to do this:
For more information and sample scenarios, see Using the Application Event System for Document (File) Attachments and the Guide to the Application Event System.
Attaching Documents (Files) to Records