Work with Item Attachments

The Attachments section of the Item Detail Screen allows you to perform multiple actions on file attachments. This article will walk you through how to add, review, update, and remove item attachments.

Important Notes

• Some features may not be visible based on your organization’s general settings or your specific security permissions.
• Changes to attachments are saved and updated automatically.

Instructions

1. Sign in to your solution if you have not already
2. Navigate to the desired item's Item Detail Screen
   
3. Navigate to the Attachments section where attached documents for this item can be added, edited, deleted, or re-arranged as needed
   
4. Click the Upload button to upload an individual document, or drag and drop files onto the drop files here to upload field to add multiple documents at once
   
   
   Notes:

   • Allowed Document Types: Only PDF, DOCX, PPTX, XLSX, TXT, and RTF files can be uploaded.
   • Prohibited Document Types: Old Microsoft Office files (DOC, XLS, PPT) and all other file types are not allowed.
   • Password-protected documents: Passwords need to be removed from password-protected documents prior to upload.
   • Images (JPG, GIF, PNG, TIFF): Images cannot be uploaded individually. However, they can be included within Word documents, PDFs, and other allowed file types.
5. Click the Move up and Move down arrows (blue up and down arrow icons) to re-arrange the file order
   
6. Click the file format icon(s) next to an attachment name to view or download the document as a PDF or in the original file format (Word, PowerPoint, or Excel) if applicable
   
7. Click any part of an attachment's file name to edit it, then click the Update button (blue floppy disc icon) to save your change
   
8. Click the Delete Document button (red circle and X icon) to the right of the file name to delete the attachment
   
   
   Note: Deleting a document deletes it forever, including all versions of the document. The Check-out/Check-in process detailed in step 9 is recommended, as it retains an audit history of document revisions.
9. Check out and check in an attachment to update the existing file, if desired
   1. Click the Check Out button (paper and blue arrow icon) to check out an attachment
      
      
      Note: This shows other users in the system that you are making changes to the document and prevents users from writing over each other’s changes. If you change your mind, you can click the Cancel Check Out button (paper and green refresh symbol icon).
      
   2. Open your document and make changes, then save those changes to your local machine
      
      Note: If you do not have the current version of the document that you wish to edit, you should first download it.
   3. Click the Check In button (paper and red arrow icon) and follow the prompts on the screen to upload a new version of the file and check in the attachment
      
      
      Note: The system will automatically create a new PDF version of your revised document
10. Click the Document History button (paper and clock icon) to view the version history for an attachment, including the user who uploaded it and the date and time of upload
    
11. Click the Document Visibility Status icon to indicate whether the item should be included in or excluded from its associated agenda packet
    
    
    Note: All items are set to be included in the packet by default. The available visibility status options are shown in the table below.
    

    Document Visibility Icons and Statuses

    Document Visibility Icon	Document Visibility Status
    	Included in All Packets (default)
    	Excluded from All Packets
    	Included in Private Packet Only
    	Included in Public Packet Only

12. Changes to the Attachments section are saved and updated automatically