Attaching Files

Being able to add files to the relevant sections in Manage360 is a very useful function that can help with the exchange of information between all key users. Photos or documents that the field crew should have access to can easily be set up. When the crew is in the field and photos of the work are needed, they can easily be taken and attached to the specific job for easy access by the office staff for any future needs. The following document will walk through the process of adding and uploading files.

Overview

Files can now be added to several different entities in Manage360. For most of these areas, the Files will be added as a new tab on the page, and it will be the last one. The entities that can now have files uploaded to them are: Accounts, Opportunities, Construction and Maintenance Estimates, Construction and Maintenance Jobs, Change Orders, Work Orders / Visits and Timesheets.

For each of those sections, the process of adding files is the same – either through browsing for the specific file or by dragging it on to the Files area. There are also several actions you can perform to the attached files, and those are also the same for every area in Manage360.

If no longer required, files can also be deleted from the entities as well. They will be stored in a recycle bin (which can be found in the Settings page in ‘Files Settings’ section). From there, they can be restored if needed or permanently deleted.

Files Tab Layout #

As indicated, Files can be found on the several entities within Manage360 and the functionality on each is very similar. An example of the Files tab from the Accounts can be found below.

Files Tab Layout

  1. Files can be searched by name or description
  2. Files can be filtered for Photos or Documents (only visible if there are different file types)
  3. Uploading files
  4. Files can be sorted by Name or Date Uploaded
  5. Preview cards of the Files can be viewed and used to edit file informartion
  6. Common Actions can be accessed

List Page Information #

In order to make it easier to find (or see) entities that have files attached to them, there is a column with a paperclip icon that will indicate if files are available. Clicking on the icon will open that particular entity directly to the Files tab.

List Page Information

Additionally, a new filter option has been added to the Views called ‘Has Files’ which can be used to find all items that have files attached to them.

Add List View

Basic Workflow #

The following actions will apply to all the areas in Manage360 where files can be attached.

  • Upload
  • Download
  • File Viewing
  • Mobile Availability
  • File Deletion

The basic process for all files is as follows:

  1. Upload a file to the desired entity in Manage360
    • There is a specific list of file types that can be uploaded.
  2. During the upload the files will be processed and automatically scanned for viruses.
    • Depending on the size of the file being added, it may not be visible immediately which the processing is happening
    • If the virus scan is positive, the file will not be downloadable
  3. The default sort order of the files is by date entered (the newest files are shown first)
  4. Once uploaded file attributes like the Name, Description or Mobile Availability can be edited by clicking on the file name.
  5. The file can be previewed by clicking on the thumbnail. If there are several files, then the preview will allow moving through all of them.
  6. The file can be downloaded by clicking on the download button.
  7. There is a Common Actions function that will allow multiple files to have the following done to them simultaneously
    • Download – multiple files will result in a .zip file being created
    • Mobile Availability – several files can be made available to the mobile app at one time
    • Delete – allow bulk deletion of the files

Uploading a File #

In each of the file sections, there will be an Upload button that can be used to add a file. Alternately, a file can be dragged on to the file section

  • Upload button:
    • Clicking the button will open a browse window
    • Navigate to the folder that contains the file, select it and click Open
    • A dialog widow will open where the following information can be set
      • Name – the name of the file (will be defaulted to the original file name) required
      • Description – a brief description of the file
      • Mobile Availability – will this file be available on the mobile app
    • Click the ‘Add File’ button
  • Drag and Drop:
    • Open the folder that contains the file
    • Drag it on to the Files section – the section will be highlighted in blue when the file is over the appropriate area – and then drop the file
    • A dialog widow will open where the following information can be set
      • Name – the name of the file (will be defaulted to the original file name) required
      • Description – a brief description of the file
      • Mobile Availability – will this file be available on the mobile app
    • Click the ‘Add File’ button

File Upload Window

Editing uploaded Files #

Once files have been uploaded, their attributes can easily be edited. This includes the Name, Description or Mobile Availability of the file. Clicking on the name of the file will open a modal window which will display the following information:

File Edit Window

  1. Thumbnail of the file – clicking on the thumbnail will open a full-sized preview of the file
  2. Who uploaded and Date of upload of the file – this is read only information
  3. Name – the file name can be edited here; the file extension (type of file) cannot be changed)
  4. Description – a brief description of the file can be edited as necessary
  5. Mobile Availability – checkbox to allow this file to be available on the mobile app
  6. Delete – delete the file
  7. Download – download the file to your local machine

Click ‘Save Changes’ when complete.

Download Files #

Files can be downloaded either individually or in groups. To download any single file, the following options will work:

  • Click on the Download icon in the bottom right corner of the file card.

Download a File Icon

  • Open the file details (by clicking on the file name) and click on the download button.

  • Open the file preview (by clicking on the thumbnail) and click the download button.

For downloading multiple files, the Common Actions can be used. Simply select one or more of the files by clicking on the cards – they will turn blue – and then use the Download option in the Common Actions. When downloading in this manner, a .zip file of the files will be created. If the file size would be too large for creation, a message will appear – try selecting fewer files to download in this case.

Download - Common Actions

Viewing the Files #

To View a photo in full size, simply click on the thumbnail – either from the card, or from the file edit window. If the thumbnail from the card is clicked, then a gallery will open and the other photos can be navigated to as well (using the arrows beside the photos). If the thumbnail from the edit window is clicked, then a preview of just that specific photo will be opened.

Viewing Files

Mobile Availability #

If there is a file that is already in Manage360 and if users of the mobile app should have access to it, the mobile availability option of that file can be set.

What this means is that if there is a Timesheet on the mobile app that has links to the entity in Manage360, then any files that are flagged as ‘Available on Mobile’ can be viewed on the mobile app.

What this means is as follows:

  • Account – any file that is flagged as ‘Available on Mobile’ will be accessible from the mobile app any time work for that Account is on a Timesheet
  • Opportunity – any file that is flagged as ‘Available on Mobile’ will be accessible from the mobile app any time work from the associated won Estimate from the Opportunity is on a Timesheet
  • Construction or Maintenance Estimates – any file that is flagged as ‘Available on Mobile’ will be accessible from the mobile app any time work from the associated won Estimate is on a Timesheet
  • Construction or Maintenance Jobs (Work Orders and Visits) – any file that is flagged as ‘Available on Mobile’ will be accessible from the mobile app any time the associated Job is on a Timesheet
  • Change Orders – any file that is flagged as ‘Available on Mobile’ will be accessible from the mobile app any time work from the associated Job is on a Timesheet

Setting this can either be done during the upload process, or at any time later by opening the edit window. If multiple files are to be made accessible, then the Common Actions can be used. If a file has the mobile availability enabled, an icon will appear in upper right corner of the card.

Mobile Availability

Deleting a File #

If a file is no longer required or is on an incorrect entity it can be deleted from Manage360. As with the other actions, files can be deleted individually from the edit window, or several can be deleted in bulk by using the Common Actions functionality. Regardless of how the deletion is done, Manage360 will ask for a confirmation.

File Deletion

Recycle Bin #

When a file is deleted from an entity (like an Account) in Manage360, it will be moved to the Recycle bin. The Recycle Bin can be accessed from the Settings area of Manage360 in the Files Settings section. When opened, the Recycle Bin will display all the files that have been deleted.

From here, it is possible to do the following:

  1. Download – download the selected file(s)
  2. Restore – restore the file back to its original entity (if that entity still exists)
  3. Permanently Delete – fully delete the file so that it cannot be restored

All the options must be accessed through the Common Actions functionality – simply select at least one file and then the desired Common Action.

Recycle Bin

Mobile App

When using the mobile app to track time and materials, now it is possible to add photos (or videos) to the Jobs or Work Orders that are being done. These files will be uploaded to Manage360 on submission of the Timesheet and will be linked to their respective entities (Job/Work Order/Visit) so that they can be viewed in the office. There is also a new option in the Settings that will force the uploads to happen only when there is a WiFi connection available (i.e. no uploading when using data).

Mobile App

Adding Files from the App #

On the mobile app, there will be buttons to add files and to view any files that already exist. Since these actions can be done for the Timesheet as a whole – like the Equipment Notes/General Comments – the buttons will be on the main Timesheet page, as well as on any of the Jobs, Work Orders or Visits that are on the Timesheet.

To add a photo to a Visit (or Work Order or Job), open that item from the mobile app. There will be ‘Add a File’ and ‘Files’ buttons available. The ‘Add a File’ will prompt as to whether a photo or video will be taken, or if a file is to be uploaded. This first time this happens, the mobile device will prompt for the app to have access to the camera and/or pictures on the device.

Add a File from Mobile

Once the photo (or video) has been taken (or selected), there will be a window where the name of the file can be edited, and a description added. Either of these items can also be modified a later time if desired.

Mobile File Upload Window

After files have been added to a Timesheet item, the File button will be updated to indicate how many files are currently available. Additionally, this will also be displayed on the main timesheet page in the app as well.

Mobile Menu Bar with Files Moble Card With Files

Viewing / Editing Files from the App #

If files already exist on the app either from being added directly or by virtue of the ‘Mobile Availability’ being set, then those can be viewed by clicking on the Files button (either for a specific Timesheet item or for the Timesheet itself). This will open a list showing all of the available files.

Mobile File View

Clicking on the file will open it for further editing, as well as allowing a gallery of all the files to be viewed. Additionally from this page, more files can be added by clicking on the add files button in the bottom right corner.