The Attached Files tab allows you to attach any relevant documents, images, pdf files or folders to the stock record. You can also attach a web link, such as a SharePoint document URL or any other http or https web address, directly to the stock record alongside the existing file and folder attachments. You will be able to open the document, folder or link from within the Cim50 program using the Open button (assuming you have access to the document within the Windows file system and the relevant application such as Excel, or, for a web link, a default browser that can reach the URL).
Note: If you change the location of a file or folder attachment, you will need to update the details within the relevant stock items. Web links are stored exactly as you enter them, so if a URL changes on the host system you will need to update it on the stock record.
The fields within the ‘Attached Files’ grid are described below:
File Name: As well as the filename, this field also includes the path to the file. For web link attachments, this field shows the full URL you entered. It is generally recommended that file and folder attachments are from a network drive, so all users with the relevant access can view them.
Description: A user defined description/title of the file or folder.
Attached By: The user who attached the file or folder.
Attached Date: The date at which the user attached the file or folder.
Type: Indicates whether the row is a File, Folder or Web Link, so you can tell at a glance which kind of attachment each row represents.
Open Button: This will open the document or folder, assuming you have the relevant program installed and access to the file or folder.
Within the New and Amend Stock Record screens, the Attach File, Attach Folder, Attach Web Link and Remove buttons will become active (subject to the ‘Amend Stock Record – Attached Files’ access right).
The Attach File button will open a Windows ‘Open’ screen, allowing you to browse to a file as required. Once located, either double click or click open to attach.
The Attach Folder button will open a Windows ‘Browse For Folder’ screen, allowing you to browse to a folder as required. Once located, either double click or click OK to attach.
The Attach Web Link button will open a small dialog box – the ‘Add Web Link’ dialog – where you can paste or type the URL you want to attach, along with an optional description.
The dialog has three fields:
URL: The full web address you want to attach. The URL must be a valid absolute address and must use the http or https scheme. If you click OK with no URL, an empty URL, or a URL that does not use http/https, the dialog shows a red error message (‘Please enter a URL.’, ‘Please enter a valid http or https URL.’, or ‘Only http and https URLs are supported.’) and the dialog stays open so you can correct it. Long URLs – the kind SharePoint typically generates – are supported. Leading and trailing whitespace is automatically trimmed from whatever you paste.
Description: An optional short description for the link, shown in the Description column of the Attached Files grid. The same conventions apply as for file and folder attachments.
OK / Cancel: OK validates and accepts the URL; Cancel closes the dialog without attaching anything.
Cim50 does not check that the URL is reachable, or that you have permission to view the document at the other end – that is checked only at the point you open the link. The new link is added to the Attached Files grid with the Type column showing ‘Web Link’, and is saved against the stock record when you save the record (it is not committed until you save).
Once a file, folder or web link is attached, the Description can be added or amended accordingly by clicking into the Description field of the entry in the grid.