Files Tab of Equipment Hub

Use this tab to upload, view, and store documents and images for your equipment items. These documents are attached to the hub record for which they were uploaded.

Contents

When an equipment item is created from an AP voucher, purchase order, or change order, any documents that are attached to the transaction are automatically added to the Files grid for the associated Equipment hub record.

This tab supports various file types, such as image files, Microsoft document files, word processing files, drawing files, spreadsheets, and so on. When you upload a document, a copy of the file is stored in DPS. You can upload and attach documents only if DPS has been configured to allow you to attach documents and the file type is an approved file type.

Field	Description
Files Drop-down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.
Upload	Click this option to add an attachment to the Files grid. When you do so, the Browse dialog box opens. Use it to browse to and select the document that you want to upload and attach to the current record. When you upload a document, a copy of the file is stored in DPS. If your system administrator specifies a maximum allowable file size, an error message will display if the uploaded file exceeds the size limit.
View	Select an attached document on the Files grid and click this option to open the document in its original form/viewer. For example, if you open a PDF file, it will open in your local PDF viewer.
Delete	Select an attached document on the Files grid and click this option to delete it from the grid. Note that deleting an attachment also removes it from the FILESTREAM database. You cannot delete an attachment if the equipment item is created from an AP voucher, a purchase order, or a change order.
Category	Use this drop-down list to specify a category for the attached document. This allows you to classify the types of documents you attach to each hub record and provides a way to sort the attachments (by classification). Your system administrator defines the categories to meet your organization's specific requirements.
File Name	This field displays the file name of the attached document. This file name is defined by the attachment's native program and cannot be changed.
Description	When the attached document uploads, this field automatically copies and displays the name of the document that is listed in the File Name field. You can change the description of the document to something more meaningful if you like.