Files on a record
2 min read
Quotes, supporting papers, photos: whatever belongs to a case hangs off it as a document. Documents arrive through the API, are produced from a template, or are uploaded on a file field.
Three ways in
Intake can bring files along, either as an address to fetch from or sent directly. A document template produces one from the record's values. And on a field of type File, someone uploads by hand.
On the record or on the field
Both exist, and they answer two questions. The Documents tab answers what is attached to this case at all. A file field answers where the signed contract is, meaning one particular paper in one particular place.
No public link
Documents are only served from the server. There is no address someone could pass on that keeps working. Where a file does have to go outside, an address with an expiry date is created for it.
Step by step
- Open the record, Documents tab.
- Open or delete a document.
- For one particular paper, use the matching file field on the Fields tab instead.
Can I upload something on the Documents tab?
The tab shows what is there. Uploading happens on a file field, because that is where it says which paper it is.
What happens to documents when a record is deleted?
They go with it. A document without its record would be a file with no context.
How does a file come in through the API?
Either as an address the application fetches from, or sent along directly. The first is the usual way, because the sending side then needs to know nothing about our storage. See API.
Why do I not see a document a colleague sees?
Because you may not see the record. Documents inherit the visibility of their record, see Roles and rights.