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[D](T0130) Attaching Files, File Attachments

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Using Attachments

ServiceLedger allows you to attach files, documents, pdf's, or other file to most records.  For example, you may want to attach a scanned image of the signed work order printout to the work order record in ServiceLedger, or maybe a signed contract to the agreement record.

Generally, to attach a file, you do the following:

  1. Open the record you want to attach something to
  2. Press Ctrl-A to bring up the Attachments window, or, (in ServiceLedger 2011 or later) click the attachment (note and paperclip) button in the toolbar at the top of the window.
  3. Click the 'Add' button, then choose the file you want to attach
  4. After adding the file, you will see it in the grid
  5. Click the 'Save & Close' button on the attachment window

To view the files you've attached:

  1. Open the same record you attached the file to
  2. Press Ctrl-A to bring up the Attachments window
  3. All files attached to this record will appear in the list
  4. Double-click one of the files in the grid to open it, or,
    (in ServiceLedger 2007 ( and later) click the Save As... button to save it

It is important to understand that the files you attach will only be available from the record you originally attached them. For example, if you attach a signed ticket to Work Order 1001 for an account called ABC Company, you will not be able to view that file from Work Order 1002, or even from the ABC Company account window.

Attachment Storage

By default, attachments are stored in a separate filegroup in the database. This requires no extra setup and causes all your important documents to be automatically included in your database backups. Unless you plan to attach well over 1GB of files, ServiceLedger recommends this option.

In addition, we offer a number of methods for storing attachments outside the database, which can reduce the size of your backups when the number of attachments is large, at the cost of excluding attachments from those backups. These methods are:

  • Storing all attachments in the filesystem instead of the database
  • Storing some attachments in the database and some attachments in the filesystem
  • Storing links to files, instead of the files themselves, in the database

Out of these, the first two are currently supported and can be configured in the company preferences window. Additionally, more information is available at the articles linked below. The final option has been deprecated, but information is still available for companies that currently use it.

Note: There are generally no performance differences either way to storing attachments either in or outside of the database; it only impacts the size of your backups and your IT management burden for making sure everything actually does get backed up.

Details on each of these storage methods can be found in the following KB Articles:

Keywords: attach, attached, attachment, attachments, filesystem, files, file, backup, back up

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