Linking Files or URLs to a Record

On the Files tab, which is available on most forms, you can link files or URLs to a record. For some forms you can also link a file or URL directly to a line item in their grid.

To link files to a record

1. On the record that you wish to add a link, click the Files tab.
2. Click Attach.

The Document Management System file list window is displayed.

3. Locate the folder that contains the file you wish to link to the record.
4. Select the check box next to the files.

The selected file appears on the bottom grid. You may select one or more files from multiple folders.

To remove a file from the grid of selected files, click next to the file.

5. To link the selected files to the record, click .

The linked files are added to the grid on the Files tab.

To link a URL to a record

1. On the record that you wish to add a link, click the Files tab.
2. Click Add URL.
3. Enter the URL in the window, and then click OK.

To link a file or URL directly to a line item in the grid

1. On the line item to which you wish to add a link, click the button in the Files column.

The Linked Files window is displayed.

Note: The Files column is available only in the following forms:

• Bid Packages - Drawings and Specs tab
• Contracts - Drawings/ Specs tab
• Daily Work Journal - Manpower/Labor tab and Equipment tab
• Drawing Packages - Collaboration tab
• Drawings & Specs - Actual Documents tab
• Issues - Items tab
• Inspections & Tests - Checklist tab
• Meeting Minutes - Meeting Items tab
• Material Inventory - Delivery tab and Installation tab
• Material Package - General tab
• Material Tracking - General tab > Supply Chain Tracking grid
• Potential Change Orders - Detailed Items tab
• Request for Information - Contract Drawings tab and Collaboration tab
• Submittal Packages - Package Items tab and Package Reviewers tab.
2. Use the buttons in the Linked Files window to perform the following actions:
• : Select documents from the document management system to attach to this record.
• : Add a URL to this record.
• : Mark the selected flag on all visible items.
• : Download all items in the list that have been marked as selected.
3. Click .

The number of linked files are displayed in the Files column.

To delete a linked file or URL

1. On the record that you wish to remove a link, click the Files tab.
2. Select the row of the link you wish to remove, and then click Delete.
3. In the confirmation dialog, click OK.

Tip: To undelete a link, select the row of the link, and then click Undelete.

4. To save the changes and keep the form open, click > Save.

—Or—

To save the changes and close the form, click > Save and Exit.