Admin Tools: Attachments

Admin Tools: Attachments

Overview

The Attachments tool in CustomBooks™ allows users to manage and view all files that have been uploaded or attached to various documents within the system. This tool offers a centralized location for monitoring attachments across modules such as Sales, Purchases, and other business workflows.

Refer to the image below for a visual example of how the File Attachments screen appears within the Admin Panel.

Purpose

The File Attachments page provides a convenient way for administrators and users to:
  1. Review all files attached throughout the system
  2. Verify document-related uploads (e.g., invoices, purchase orders, statements)
  3. Track attachment metadata such as file size, author/uploader, and upload/edit date
  4. Manage storage space allocation and monitor usage against the available quota

Accessing Attachments

To access the File attacments:
  1. Navigate to Admin Panel
  2. Select Attachments

Key Components

1. Storage Quota Information
At the top of the screen, a Storage Quota panel provides an overview of the system’s file storage status:
  1. Storage used: Indicates total storage consumed out of the available limit (e.g., 0.03 GB of 2.00 GB).
  2. Quota status bar: Visually displays the percentage of storage currently used.
  3. Support contact: A quick link to contact the CustomBooks™ Support Team is available in case additional storage is required.

2. File Attachments List
The main table displays all file attachments in a clear, sortable, and filterable list. Each row corresponds to an uploaded file and provides detailed information under several columns:
  1. Module - Indicates the business area where the attachment belongs (e.g., Sales, Purchases).
  2. Feature - Specifies the type of document associated with the file (e.g., Sales Invoice, Purchase Order).
  3. Document / List - Links directly to the specific document or record the attachment is related to. Clicking on it will open the document.
  4. Attachment - Displays the name of the attached file (e.g., CBKLogo.jpg, Test Doc.pdf). Double-clicking on it will show a Preview of the file attached and an option to export.
  5. Note - Captures any additional comments or metadata added by the user during upload.
  6. Author - Shows the email address of the user who uploaded the file (e.g., help@custombooks.com)
  7. File size (MB) - Displays the size of the file in megabytes, useful for identifying large attachments.
  8. Edit date - Indicates the date the file was last uploaded or updated in the system.

3. Toolbar Actions
The toolbar above the list provides several quick-access controls:
  1. Edit - Modify details or notes associated with file attachments or upload a new file to replace the current file.
  2. Export list - Export the attachments list for reporting or auditing purposes.
  3. Columns - Customize which columns are displayed in the list view.
  4. Settings -  Adjust view preferences or configure the list for user convenience. You can also save the current settings of the list.
  5. Search - Quickly locate specific attachments using keywords or document references.
  6. More actions - Access additional functions related to attachments.

Best Practices

  1. Regularly monitor storage usage to prevent exceeding your quota.
  2. Review large files to ensure efficient storage management.
  3. Use consistent naming conventions for attachments to improve searchability.

    • Related Articles

    • File Storage and File Attachments

      File Attachments The file attachment feature in CustomBooks™ lets you upload and store any file type and associate it with a specific document or item. This is useful for things like storing an item's specification sheet, a receipt for a purchase, or ...

    • Admin Tools: Data Import Wizard

      Overview If you are trying to import transactions into Cloud Banking, please see this article. The Data Import Wizard is a powerful tool and feature that enables users to efficiently bring external data into their system. With this tool, users can ...

    • Admin Tools: Auto-numbering

      Overview The Auto-Numbering feature in the CustomBooks™ Admin Panel is designed to ensure consistency and traceability across your company data. It allows you to define unique identifier schemes for your documents (e.g. Invoices and Bills) and list ...

    • Admin Tools: Utilities

      Overview The Utilities section in CustomBooks™ provides a set of tools to help users maintain clean, organized, and accessible data within their account. These tools allow you to manage duplicates, combine records, and export your account data for ...

    • Emailing Documents with Attachments

      Emailing Documents with Attachments Currently, there is no way to attach files directly through the default document emailing screen (the "Email" button) in CustomBooks™. As a workaround, you can send the email from the Print Preview screen, which ...