Add attachments to nominal accounts

You can use attachments to include information that is associated with an account or record in Sage 200; e.g. a document, image or spreadsheet.

You can either add a copy of the file itself, or add a link to a file or folder (like a shortcut or bookmark).

• If you add a file, a copy of the file is stored with the account/record on the server.
You cannot add password protected files in Sage 200 Online. When you view the account after adding these, the attachment fails or is blocked. If you want to add files to an account in Sage 200 Online, add the file without password protection. If you need password protection, add a link to the file instead.

• If you add a link or a folder, only the location of the file/folder is stored; e.g. it might be a file or folder on your network.

  You can only view attachments from Self Service when the attachments have been added to the account or when linked to a folder or file on your network. You cannot view attachments that are links to folders or files on your desktop, as your browser does not have access to these files.

If you are using Sage 200 Online, the filename cannot have more than 150 characters. If it does, the name will be truncated when saved in the cloud. If the file extension is greater than 150 characters, then this cannot be truncated and the file cannot be saved in the cloud.

To add a file to the account or record:

1. Click Add File.

2. Select the file(s) that you want to add.

   A copy of the file will be displayed in the list, and will be marked with a status of New. The file will only be added to the account/record when you save it.

   If you are using Sage 200 Online, the file will be tested by antivirus software before it is attached.

   Provided the original file extension is not greater than 150 characters, you will see the file in the file list with one of the following three extensions:

   Extension	What it means
   .[the original extension]	The file has been tested by antivirus software and no problem has been found. Therefore the file has been saved in the cloud.
   .quarantine	The file has been placed in quarantine and is waiting to be tested by antivirus software.
   .blocked	The file has been tested by antivirus software and found to be potentially unsafe. Therefore the file has been deleted from the cloud and a dummy file with the .blocked extension is listed so you can see that there is a problem with the file.

Tip: You can also use drag-and-drop to add files to the attachments list.

To add a link to a file:

1. Click Add Link.

2. Select the file(s) that you want to add a link to.

   A link to the file will be displayed in the list, and will be marked with a status of New. The link will only be added to the account/record when you save it.

Tip: You can also use drag-and-drop to add links to the attachments list; hold down the Alt key to create a link (instead of adding the file).

To add a link to a folder:

1. Click Add Folder.

2. Select the folder(s) that you want to add a link to.

   A link to the folder will be displayed in the list, and will be marked with a status of New. The link will only be added to the account/record when you save it.

Tip: You can also use drag-and-drop to add folder links to the attachments list.

You can view a file, link or folder from the account record or from a relevant workspace:

To view the file, link or folder from the account record

1. Select the item.
2. Click View.
3. If you are viewing a file or link, you can either view or save it.
   • To view the file, click View.

   • To save a copy of the file, click Save As.

     To modify an attached file; save the file and edit it, and then add it as a file again (you will be asked to overwrite the old file). To modify a linked file, you just need to edit and save the file in its original location.

To view the link, file of folder from a workspace

You can view attachments from any workspaces that have the relevant Attachments List content part. For example. to view an attachment for a customer account:

Open: Sales Ledger > Enquiries > Customer Account Enquiry.

1. Select the relevant account from the list of customers.
2. Select Attachments from the lower panel drop-down list.
3. Select an attachment and click View.

Viewing attachments from a browser (Self Service)

You can only view attachments from Self Service when the attachments have been added to the account or when linked to a folder or file on your network.

You cannot view attachments that are links to folders or files on your desktop, as your browser does not have access to these files.

If you delete a file, the file will be removed from the server. If you delete a link or a folder, only the link will be removed and the file/folder that is linked to will remain intact.

To delete a file, link or folder:

1. Select the item to delete.
2. Click Delete.

3. The item will be marked with a status of Deleted.

   Tip: If you do not want to delete an item, select it and click Undelete.

4. You will be asked to confirm that you want to delete the item when you save the account/record.

You can enter a description for an item in the attachments list:

1. Select the item.
2. Click Set description.

3. Enter the description for the item and click OK.

   The description will be displayed in the Description column.