Attachments

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You can attach any document including Word, Excel, Pictures and Graphics to Financial, SCM, HR and CRM items in Greentree Desktop.

• Attachments are linked to Greentree records using the:
  • Paperclip icon on the toolbar of the Maintenance forms. The Paperclip icon is empty if no attachment exists for the selected record. The paper clip icon contains a document if attachments exist for the selected record.
  • Workflow > Attach Document feature.
  • Signatures tab on the Service Request form in Greentree Browser.
• Attachments are also linked to CRM items using the Attachments button on the Maintenance forms. The Caption of the Attachments button updates with the number of attachments linked to the selected record.-

Click the Search button to find an attachment. You assign a name to the attachment, which enables you to identify the Attachment when performing a search. You can provide a short Summary of what the Attachment contains. An attachment type must be selected, this can restrict the file type that can be attached, and you can select whether this is the Primary attachment for this record of that type.

Optionally you can select whether the attachment can be accessed using eModules using the Web accessible option. In addition, you can enter or generate a Barcode if the Autoscan module is in use.

If a Barcode exists for the attachment, then you can reprint the Barcode using the Print button on the right of the Barcode field.

Save Line

You can select multiple attachments with this button. Select an attachment, click Save Line and continue to add to Attachment.

The Save Line button is disabled on all Enquiry forms.

View Attachment

To view one of the attachments, select an Attachment from the table and then click this button.

Save As

To maintain an attachment or to save a copy of an Attachment, you must select an Attachment from the table and then click this button. A File Save dialog opens, with the original name of the attached file. This name must be modified before saving the attachment. If you want to add the Saved As copy of the attachment as another Attachment in CRM, you need to select the new file and add it as an Attachment.

Related

The Related button retrieves the Organisation for the CRM item currently displayed. Greentree retrieves all Attachments linked to the Organisation throughout CRM. The View Attachments form is opened and the list of Related Attachments displayed.

Code/Number/Object

The unique identifier of the Greentree Record that the Attachment belongs to displays.

Name/Summary

The description of the Record that the Attachment belongs to displays.

Attachment Name

Name defaults to the file name of the attachment selected in the Source field. You can enter another Name for the Attachment.

The Name field is available as search criteria and enables you to identify the attachment you require.

Barcode

The barcode field is available if:

• The autoscan module is licensed and turned on
• The barcode option is set to optional/compulsory /print for the Record Type, in Workflow User Preferences or Workflow Module Control, on the Autoscan tab.

The Barcode identifies the record that the Attachment is linked to. You can enter a barcode or use the Autocodes option in CRM > System > Setup or Workflow > System > Module Control to have the barcode generated.

Attachment Source

Navigate to the location where the Attachment is saved.

CRM stores a compressed copy of the original within the location as defined in Module Control.

Attachment Summary

Enter a dscription on what the Attachment contains. The summary field is available as search criteria when performing a search for an Attachment.

Attachment Type

Select the Attachment Type applicable to this attachment. The Attachment Type is used by the Workflow Desktop 3D Live panel to display the attachment.

Primary

Select this if the attachment is the Primary attachment of this type for this record. The Workflow Desktop 3D Live panel only displays Primary attachments.

Web Accessible

Select this if the attachment is to be available to users when using eModules

Attachment Table

The table lists all Attachments for the selected record.

You can view or save a copy of the attachment.

Store

Attachments are stored internally (in the JADE database) in compressed format, by default. System settings determine:

Where the Attachments are stored:

• Internal - The attachment is saved in the JADE database as binary data. The size of the database can increase quite dramatically over a number of years, depending on the frequency that Attachments are used and the size of each attachment. Large bitmpas could cause the database to grow inordinately. As the internal attachments are included in the Greentree database they are included in backup procedures, which leads to longer backup time and larger data storage and backup sizes.
• External - The attachments are saved on the operating system, with a small pointer from within the JADE database to the external file. You select the location on the Server that you want to save Attachments to. This location will typically be set to have maximum compression by the operating system.

  The attachments have only a nominal effect on the size of the database. Backup and general housekeeping of the external Attachments directory can be performed as and when required. Greentree users do not require direct security access to the attachment storage location, as they only access the attachments through the JADE database process on the server (not by the user's workstation). It is strongly recommended that external saving of attachments are used as the operating system handles attachments more efficiently.

These options determine how the Source file is treated:

• Never Delete Source File - A copy of the source file is stored at the specified location.
• Always Delete Source File - The source file is deleted when the Attachment is created. Therefore only one file exists.
• Warn before Delete of Source File - A message displays when the Source File is linked to the record to determine if the source file should be deleted.

In some cases a number of records is generated which has the same attachments, for example: Communications created from a bulk email. In this case the physical attachment is stored only once, with links to the records that it is attached to.

Import

Attachments can be imported using the Data Import Manager.

Maintain Internal/External Save of Attachments

• If Attachments are saved internally and you want to change to the external option, all existing Attachments must be moved out of the JADE database to the new location, else they are lost. Greentree displays a message to inform you of this requirement and offers to copy all internal attachments to the external location.

  Unless the JADE database is compressed, the disk space that was formerly used by the attachments is not recovered.

• If Attachments are saved externally and you want to move the attachments to a new location, then the existing attachments must be moved to the new location. Greentree Desktop displays the same message and offers to copy the existing attachments to the new location. This is only a copy, you must remove the attachments from the old location yourself, once you are satisfied that they have all been copied successfully. You can move the Attachments yourself at the operating system level, without using the copy prompt within Greentree Desktop.
• If Attachments are saved externally and you want to save them internally, you are prompted again to copy them from the operating system into JADE. After the copy is complete, you need to remove the attachments from the operating system yourself.

Delete

Attachments can be deleted using the Function key mappings as defined in User Preferences. F2 is the default key for deleting attachments. CRM User Preferences > Privileges determine if you can delete an Attachment.

You can't delete attachments on Enquiry forms, regardless of your User Security settings.

Security

The security of attachments uses the User Privileges set for the record that the Attachment is attached to. Attachment security is defined through CRM User Preferences > Privileges or Workflow User Preferences > Privileges.

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