on the main toolbar. An alternate way to attach a document is by creating a note for the screen and attaching a file to the note. See Notes for more information.With the Document Attachment feature, you can attach related or supporting documents (files) from other programs (such as Microsoft Word and Excel) to projects, customers, contacts, and vendors. The items you attach are automatically placed in the Document Library. You can also attach a web address (URL) to a record in order to provide access to information available on the Internet. Web addresses are also placed in the Document Library.
Once items are attached to records, you can quickly open them from within the System without exiting the current screen or manually starting the programs used to create the attachments (for example, clicking an icon or selecting the program name from a menu).
Documents and web addresses are attached to records using Attachments. Open Attachments by clicking Attachments on the main toolbar. An alternate way to attach a document is by creating a note for the screen and attaching a file to the note. See Notes for more information.
General maintenance of the Document Library, for example, adding and deleting documents and web addresses, can be performed using Document Management. Open Document Management by selecting Administration | Document Management.
Note: Not all screens allow you to attach documents.
Adding an Attachment
You can add an attachment to the currently displayed item only, not to a portion of the item.
Open the item, such as a project or a vendor, to which you want to add an attachment, and then click Attachments.
In Attachments, select a value in Source Type. The list of source types include:
Document Library - an item that currently exists in the Document Library.
File - a file that will be attached to the current record and will be added to the Document Library.
Link to File - a link to a file, such as a file on a network server. This link will be added to the Document Library.
Web Address - a link to a website. This link will be added to the Document Library.
In File, select the appropriate information based on the Source Type that you chose:
Select an item from the Document Library.
Select a file.
Select a file to which you want to link.
Specify a web address.
Click Lookup 
to locate the item to attach or link to (Document Library, File, or Link to File) or specify a web address.
In Title, specify a description for the attachment. This description will display in the Document Library along with all other documents. A general description that summarizes the attachment is recommended. If you have multiple documents with similar names (for example, SOW123, SOW124, SOW125), it is recommended to be more specific with setting the description.
(Optional) In Tag, specify a keyword to uniquely identify the attachment.
In Owner, use Lookup to select the team member who will own the attachment.
(Optional) Specify attachment options:
Select the Private check box if the only people who can open and view the document are its owner and someone with Document Management Administrator permissions. For more information about user permissions, see Roles.
Select the Read Only check box if users who open the attachment should be able to view its contents but not make changes to to the attachment.
Select the Restricted check box if the only people who can open and view the document are the person who owns it, that person's team leader, and someone with Document Management Administrator permissions. These permissions are defined in Roles by clicking on the user and selecting the check box for Document Management Administrator on the Other tab.
Select Delete When No Longer Referenced if the document can be removed automatically from the Document Library when it is no longer referenced as an attachment to any item.
Click Attach.
Close Attachments.
Click Save.
Note: Adding an attachment is not complete until you save the item by clicking Save.
Editing Attachments
After items are attached, their contents can be changed as needed. Keep in mind that editing an attachment changes the copy maintained in the Document Library, not the original file on a local hard disk or a network drive from which the attachment was created.
Open the item to which the file or link is attached, and then click Attachments.
From the list of attachments at the top of the Attachments screen, click the item that you want to edit.
Note: If the record or detail line has only one attachment, it is already selected.
Click Check Out.
Note: This step checks the item out of the Document Library for editing. Once editing is complete, the item will need to be checked back into the library.
Edit the attachment. Save your changes and exit the program (Word, Excel, and so on), if necessary.
Click Check In.
Close Attachments.
Click Save to complete the update.
Deleting Attachments
An attachment can be disconnected from its association with an item by deleting it.
Open the item to which the file or link is attached, and then click Attachments.
From the document list at the top of Attachments, click the attachment that you want to delete.
Click the delete icon or right-click and then click Delete.
Click Yes when asked if you are sure you want to delete the selected item.
Note: Deleting an attachment to an item does not delete the item from the Document Library unless the attachment is not referenced by any other record or detail line and the Delete When No Longer Referenced check box is selected.
Close Attachments.
Click Save to complete the deletion.
Adding to the Document Library Using Document Management
Each time you add an attachment to an item, the attachment is saved in the Document Library. Once in the Document Library, it can be attached to other items. If you want to add several attachments to the Document Library at the same time, an efficient way to do this is to use Document Management.
Select Administration | Document Management.
Note: The top section of Document Management is a console where attachments can be searched for and listed. The bottom portion of the Document Management screen either allows you to enter the details for an attachment being added to the library or displays the details about the currently selected attachment in the list above.
In Attachments, select value in Source Type. The list of source types include:
Document Library - an item that currently exists in the Document Library.
File - a file that will be attached to the current record and will be added to the Document Library.
Link to File - a link to a file, such as a file on a network server. This link will be added to the Document Library.
Web Address - a link to an website. This link will be added to the Document Library.
In File, select the appropriate information based on the Source Type that you chose:
Select an item from the Document Library
Select a file
Select a file to which you want to link
Specify a web address
Click Lookup to locate the item to attach or link to (Document Library, File, or Link to File) or specify a web address.
In Title, specify a description for the attachment. A general description that summarizes the attachment is recommended.
(Optional) In Tag, specify a keyword to uniquely identify the attachment, if desired.
In Owner, use Lookup to select the team member who will own the attachment.
(Optional) Specify attachment options:
Select the Private check box if the only people who can open and view the document are its owner and someone with Document Management Administrator permissions. For more information about user permissions, see Help for Roles.
Select the Read Only check box if users who open the attachment should be able to view its contents but not make changes to the attachment.
Select the Restricted check box if the only people who can open and view the document are the person who owns it, that person's team leader, and someone with Document Management Administrator permissions. These permissions are setup in the in Roles by clicking on the user and selecting the check box for Document Management Administrator on the Other tab.
Select Delete When No Longer Referenced if the document can be removed automatically from the Document Library when it is no longer referenced as an attachment to any item.
Click Save in Document Management.
Note: To continue adding documents to the Document Library, click the New icon in Document Management and then repeat steps 2 through 7.
Searching the Document Library
If your company regularly attaches files or links to items, the list of attachments in the Document Library can soon become lengthy, making it challenging to find the item you want. Both the Lookup in the Document Library and Document Management include a filter row that you can use to specify search criteria in order to quickly locate needed items.
Open Attachments or Document Management.
To open the Lookup in the Document Library, click Attachments and then click Document Library Lookup.
To open Document Management, select Administration | Document Management.
In both screens, the filter row is the series of blank cells immediately under the column headings.
Use the pointer to put the focus in a filter row cell, such as Title.
Type the character or characters to use as the basis for the search, and then click Execute 
or press F5.
For example, typing “P” in the Title column might return search results with the following document descriptions:
Project Plan 2010
Project Plan 2011
Performance Report
The more characters you enter, the more specific your search results. For example, typing Pr in Title would narrow the list above to:
Project Plan 2010
Project Plan 2011
Note: If you want to search for items using two or more types of information, for example Title and Created, specify the search criteria of each column before you click Execute or press F5.
Deleting Items from the Document Library
It is good practice to delete obsolete and unused attachments from the Document Library. This minimizes clutter, makes it easier to search the library, and also reduces the disk storage requirements of the System database.
Select Administration | Document Management.
Specify the search criteria that you need to locate the item that you want to delete. For more information, see Searching the Document Library.
From the list at the top of Document Management, select the attachment that you want to delete.
Click Delete 
in Document Management.
Click Yes when asked if you are sure you want to delete the selected item.