In many instances it will be necessary to add an attachment to an item. There is no limit to the number of attachments that can be uploaded against an item. When the document is assembled and published, any attachments will be distributed with the document.
Uploading an Attachment
To upload an attachment the user can either: 1. Drag and drop files into the "Drop files here" drop zone. 2. Click on the "Select Files..." button, which will open a standard file browser dialog window.
Any non-PDF files can be converted to PDF during the upload process by ticking the check box. [^1] [^2].
The image below shows the state of the Attachments panel immediately after uploading 2 attachments:
Viewing an Attachment
To view an attachment click on the link in the "Name" column.
Renumbering an Attachment
Attachments are automatically numbered as they are uploaded. In this instance the 2 attachments, which belong to item number 15.04.1, have been numbered 15.04.1.1 and 15.04.1.2 respectively, based upon the order in which they were uploaded.
Whilst you cannot change the numbering convention used by the application you are able to re-order the attachments. To do this click and hold the button and drag the item up or down in the list. The system will automatically re-number the attachments to reflect their new order.
Renaming an Attachment
Attachments are automatically named based upon the name of the file that is uploaded. To rename an attachment click on the button. This will display the "Attachment Details" page where the name can be modified as required.
Deleting an Attachment
To delete an attachment click on the button for the attachment that is to be deleted. The system automatically renumbers the remaining attachments when an attachment is deleted.
Attachments and Docs On Tap¶
By default attachments will appear in Docs On Tap (the document distribution app which is integrated with Doc Assembler) as attachments accessible from the sidebar. Using the sidebar navigation feature in Docs On Tap, they can be easily viewed without losing your place in the containing document.
There is also an option to assemble a document using the "inline attachments" feature. This option will produce a document that has the attachments included in the assembled document immediately following the item that they belong to.[^3] A couple of examples for use cases for inline attachments are:
- Producing a document to be printed as hard copy.
- Producing a document to be provided as a download on a website.
Note that it is also possible to assemble multiple copies of a document, so one could be assembled using the inline attachments feature, and another without, to cater for different usage requirements.
The decision to produce the document either with unique attachments or printing them inline is controlled via the Document Assembly section of Doc Assembler.
[^1] There is a system configuration option that causes the check-box to be ticked by default. There is also a system configuration option that locks this to ensure that all attachments are converted to PDF.
[^2] Only attachments in PDF format are included inline when the "inline attachments" feature is used when assembling a document. See the "Attachments and Docs On Tap" section below for further details.
[^3] Attachments must be in PDF format to be included inline. When a document is assembled with inline attachments and it contains a mix of PDF and non-PDF attachment the following rules apply:
- Attachments in PDF format are included in the body of the document immediately following the item that they relate to.
- Attachments that are not in PDF format (eg video, images etc) are associated to the document and accessible from the sidebar.