Files on a record
2 min read · By Stefan Köhn
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, or without a field on the Documents tab.
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. By hand, someone uploads on a field of type File or on the Documents tab via the dashed area: drag files onto it, or click it and choose them, several at once. By hand, PDF, images, Word (.docx) and Excel (.xlsx) up to 10 MB are accepted; through forms, the API and incoming emails only PDF and images. Older formats such as .xls and .doc and files with macros are not accepted.
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. The list shows for each document which field it is in, or that it has no field. A file field can later take over a document that has no field.
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?
Yes: drag files onto the dashed area at the top of the tab, or click it and choose them. They are then attached to the record without a field. If a paper belongs in a fixed place, such as the signed contract, upload it on the file field or take it over there. You see the button when document storage is set up and you may edit documents.
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.