How Do I Attach Existing Files and Folders?

Do the following to attach an existing file or folder containing files to an existing contact or project record:

1. Locate the contact or project record to which the documents will be attached, and click the Documents tab.

2. Select New from the Action drop-down list on the Document button panel. The New Document screen displays.

3. Click the Attach tab.

4. Select an attach option:

1. • Move File: Moves the file from the current location to the ArchiOffice Documents folder on your file server.

   • Move Folder: Moves the entire folder contents from the current location to the ArchiOffice Documents folder on your file server.

   • Duplicate File: Duplicates the file to the ArchiOffice Documents folder on your file server.

   • Duplicate Folder: Duplicates the entire folder contents to the ArchiOffice Documents folder on your file server.

   • Link File: Does not move the selected file; it will remain in its original location but linked to ArchiOffice.

   • Link Folder: Does not move the entire contents of the selected folder; all files in the folder remain in their original location but are linked to ArchiOffice.

5. Click Select to browse to and select the source file or folder. Any file type can be attached.

6. Choose the Document Date Option. You can use the current date/time or use the file or folder's creation date.

7. Enter a document title, description, and if necessary, change the contact and project details.

1. • Assigned Project - Allows you to assign this document to a different project.

   • Assigned Contacts - Allows you to assign this document to a different contact.

8. The selected folder/file has been added to the Documents portal. Select any item listed to open it from the file server in its native program.

9. Click Create to designate where the new file should be stored (that is, in which folder and sub-folder).

10. You can review file specific information by clicking Info on the document row.

11. You can delete a specific file by clicking Delete on the portal row. Only privileged users can delete documents from ArchiOffice.

1. • Delete File and Link: Click Both to delete the file from the file server and removes the reference to that file from ArchiOffice.

   • Delete Link Only: Click Link to delete the reference to that file from ArchiOffice and leaves the file on the file server.

Wait for the folder or file to be copied. If Folder attachment has been selected a progress bar will be displayed while the relevant folders and files are created and copied. This can take time if you are adding a folder of several hundred documents; please be patient and do not interrupt the process.

At various stages in this process, a Cancel button allows for the current operation to be aborted. If an error occurs, the appropriate message will be displayed and the current operation automatically aborted. The ArchiOffice administrator should then be contacted for further assistance.