File Storage and File Attachments

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 a picture of an inventory item.

You'll find an Attachments button in the following locations where this feature is available:
  1. Company Card: Customer and Vendor
  2. Companies List View
  3. Items
  4. Items List View
  5. Documents: Sales, Purchases, Inventory, and Bank documents (e.g., Sales Invoices, Bills, Inventory Adjustments, Payments, Deposits, etc.)
  6. Document List View
  7. Extensions: Expense Reporting and Asset Tracker


From the File Attachments screen, you can:
  1. View Storage Used (in GB) and Quota Status (as a percentage).
  2. Request to Upgrade Storage.
  3. Add, edit, and delete file attachments.
  4. Refresh the file attachment list.
  5. Find a specific attachment



File Storage Specifications

Please be aware of the following details regarding file storage:
  1. Storage Limit: The total space available for a single account is limited to 2 gigabytes (GB). This restriction is in place due to server storage considerations.
  2. Maximum File Size: The maximum size for an individual file is 50 megabytes (MB).
  3. Filename Length: The filename cannot be longer than 255 characters.
  4. File Names: File names do not need to be unique, even in the same location. Uploading a file with a duplicate name will result in two separate files.
  5. Folders: You can only upload files, not folders. The file structure is flat. Folders are only supported if they are in a compressed zipped file (.zip).
  6. Zipped Files: A .zip file is an archive file that bundles and compresses multiple files and folders into a single file, reducing its overall size for easier storage and sharing.
  7. Local Access Only: When browsing for files, the file must be stored on a file system that is accessible and local to your operating system. Browsing online services like Dropbox or Google Drive is not supported.

Uploading a New File

To upload a new file, follow these steps:
  1. Open the item or document where you want to upload the file.
  2. Click the Attachments button. The "File attachments" window will open.



  3. Click the Add drop-down button. You can choose to upload a single file, multiple files, add an external link, or paste an image.



  4. In the pop-up window, you can either drag and drop the files or click Select from disk to browse for the file you want to upload.
  5. Click OK.
  6. Optional: Enter a note.
  7. Click OK again to complete the upload.



Viewing or Downloading Attached Files

To view or download a file that has been uploaded:
  1. Navigate to the location where the file is attached.
  2. Click the Attachments button. A list of all uploaded files will appear.
  3. Double-click the file you want to view or download/export.
  4. Click the Export button. The file will be saved to the default download location in your browser's settings.



Deleting or Replacing an Attached File

To manage an attached file:
  1. Navigate to the location where the file is attached.
  2. Click the Attachments button. A list of all uploaded files will be displayed.
  3. Select the file you want to manage.
  4. Click the Delete button to remove the file, or click the Edit button to replace it with a new one.



Note: Uploading a file with the same name will not overwrite the existing file. The result will be two files with identical names.

Upgrading Storage

If you run out of storage or need to add more, you can request an upgrade. The cost is $30.00/year/GB or $2.50/month/GB. Only the subscription owner can request a storage upgrade.

Requesting a Storage Upgrade

The upgrade can be requested directly from the File Storage window:
  1. Click the Storage Quota button located in the top-left corner.
  2. Click the Upgrade Storage button in the top-right corner.
  3. In the Upgrade Storage Request pop-up, enter the Extra GB Amount needed and any optional notes.
  4. Click Send to complete the request. The support team will then contact you with more details.



Resolving File Storage Limit Errors

The 2 GB file attachment limit is a hard restriction due to server storage. Here are a few workarounds you can use if you encounter this limit:
  1. Increase the File Storage Limit: Request a storage upgrade by following the instructions in the section above.
  2. Manage Existing Attachments: You may want to delete old or unneeded files. You can also reduce the size of large files before re-uploading them. To view and manage all file attachments in your account:
    1. Go to Services and Settings dropdown button (top right-hand corner) > Go to Link.
    2. Copy and paste this link: e1cib/list/InformationRegister.FileStorage





  3. Use an External Storage Link: You can use the Add External Link option to link to files stored on an external service like Google Drive. This option does not count against your storage limit and is free to use.




    • Related Articles

    • 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 ...

    • Can't see attachments on iPhone Mail App

      Issue There's a known issue where iPhone users can't see email attachments (PDF) from emailed documents (ex. Sales Invoice with PDF) coming from CustomBooks™ and we're still investigating and working on fixing the issue. Workaround There's a ...

    • Importing and Exporting Chart of Accounts in CustomBooks™

      Importing Chart of Accounts You can import accounts to the Chart of Accounts (CoA) in CustomBooks™ in two ways: From the Company/Client List. From a file using the Data Import Wizard. Importing from the Company/Client List If you have another company ...

    • How does CustomBooks™ help me manage my inventory?

      Where do we start? CustomBooks™ offers comprehensive TRUE inventory management capabilities, enabling users to remotely track inventory levels, orders, sales, returns, and deliveries at all times. This helps businesses streamline operations ...

    • Exporting Companies' Email Addresses in CustomBooks™

      Need to export your customers' and vendors' email addresses? CustomBooks™ makes it easy with the Universal Report feature. Follow the steps below to generate and export a report containing your customers' email addresses and other relevant ...