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    Manage Attachments Screen
    • 17 Jul 2024
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    Manage Attachments Screen

    • Updated on 17 Jul 2024
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    Article summary

    The Manage Attachments screen displays the list of documents that are currently attached to an email. This screen is displayed by selecting the Attachments hyperlink from the Email screen or the Contacts, Properties, Opportunities, Work Tickets, Purchasing, or Equipment modules.  

    Screen capture of Attachments modal with view all button highlighted.Select View All to open the Manage Attachments screen. Refer to the images below to see the list and the thumbnail views of the screen. 

     The following image is of the Manage Attachments screen in list view:

    Screen capture of the Manage Attachment modal in list view.The following image is of the Manage Attachments screen in thumbnail view, with the side panel open. See Manage Attachments Side Panel for more information on the side panel.

    Screen capture of the Manage Attachment modal with side panel open. Refer to the table below to see your managing and viewing options on the Manage Attachment screen.
    View and Manage Attachments
    SearchUse this search bar for your quick keyword searches. You can search by attachment name. The results from your search will only contain an approximate match based on the string of characters you enter in the search bar.
    You can also select the Search tab from the top menu to search and upload attachments that already exist across Aspire.
    Attachment TypeAllows you to specify the nature of the attachment by selecting a valid type from a list defined on the Admin List Attachment Type screen. Common attachment types used in Aspire are Photo, Document, Map, Site Map, and Contract.
    Attachment TagEnter tag(s) to attachments to improve clarity and organization, making it easier to categorize, search, and document attachments. For more information on creating Tags as identifiers, seeAdmin List Tag screen.
    Display Options 

    Select the three-line menu to view your attachments in a list view, or choose the thumbnail icon for a gallery view. You can display all attachment types or filter by images or files.

    Select

    In the file display view, select the first checkbox at the top of the list to the left of the filter categories to act on all listed attachments. In the gallery view, check the Select All checkbox.

    • Use the Bulk Actions menu to change one or more attachments simultaneously. Before selecting a Bulk Action, choose attachments by selecting the checkbox on each one.
    • Expand or collapse the list of documents by selecting the downward arrow next to the Document heading.
    Bulk Actions Menu
    		 

    The Bulk Actions menu enables you to make the exact change to one or more attachments simultaneously.

    • Preview:View the attachment(s) directly in Aspire. Navigate the gallery using the left and right arrows. Select the three-line icon in the bottom left for a carousel view. Use the bottom right icons to expand to full screen or download. Close the preview by selecting the X in the top right corner.
    • Download: Download attachments to your desktop or mobile device. 
    • Expose to Crew: You can select Expose to Crew to make attachments associated with Opportunities available to crew leaders in the Crew Mobile app. You will only see this option listed in the Bulk Actions menu if it is available within the module.
    • Attach to Invoice: Select Attach to Invoice to include attachments in the invoice you send to your customer. You will only see this option listed in the Bulk Actions menu if it is available within the module.
    • Attach to Proposal: Select Attach to Proposal to include attachments in the proposal you send to your customer. You will only see this option listed in the Bulk Actions menu if it is available within the module.
    • Delete: Permanently removes selected attachments. You will have the opportunity to Cancel the action if you mistakenly select this option.
    • Add/Remove Tags: Opens the following dialogue. Choose Add or Remove tags, then select the Tags from the list. Select Save to execute the bulk action or cancel to return to the Manage Attachments screen.
    More Actions Menu
    		Select on the kebab menu to reveal more options.
    • Preview: View the attachment directly in Aspire. Navigate the gallery using the left and right arrows. Select the three-line icon in the bottom left for a carousel view. Use the bottom right icons to expand to full screen or download. Close the preview by selecting the X in the top right corner. Preview module
    • Download: Download the attachment to your desktop or mobile device. 
    • Delete: Permanently remove the attachment. You will have the opportunity to Cancel the action if you mistakenly click on this option.
                    
    Save or Cancel


    You will be prompted to save any unsaved changes. Your option to Cancel or Save changes is at the bottom of the manage attachments modal.

    Manage Attachments Fields

    Select the Search tab to search, sort, and display your attachment search lists using the below-listed fields. A search and checkbox prompt will then appear so that you can configure your search. Select directly on the field's name to sort the order of your search or select and drag the field names to reorganize the fields or set row groups. 

    Name of Field 

    Description 

    Attachment TypeThe file format of the attachment. The most common attachment types are documents and images. Select here for more information about Attachment Type. 
    Attachment Name The file name of the saved attachment. When you use the name filter, you will only see search results containing characters you type. 
    NotesEnter a note for the attachment to improve clarity and organization, making it easier to categorize, search, and document attachments.
    Attachment Tag

    Enter tag(s) to attachments to improve clarity and organization, making it easier to categorize, search, and document attachments. For more information on creating Tags as identifiers, seeAdmin List Tag screen.

    Upload Date The upload date marks the date that the attachment was uploaded to Aspire. 

    Manage Attachments Side Panel

    Manage attachments side panelSelect an attachment in the Manage Attachments thumbnail view to open the side panel. The side panel displays details about the attachment, such as its name, upload date, associated Property, Opportunity, Contact, or Work Ticket information, notes, tags, and attachment type. Depending on the module, it also includes check boxes for options like Expose to Crew, Attach to Proposal, and Attach to Invoice. For more information on side panel elements, refer to the above tables.

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