Mobile: Attachments
1. Pre-requisites
User must have a valid account and appropriate permissions (Org Admin, Account Admin, Module Admin, Collaborator, or Custom Role).
Mobile app (iOS/Android) must be updated to the latest version supporting attachment features.
Backend APIs for attachments, permissions, and file management must be operational.
Collections, modules, and records must be configured in the organization.
2. Feature Overview & Requirements
A. Global Attachments
Access: Available via the “More” menu in mobile navigation.
Visibility: Only attachments tied to records the user can access are shown.
Grid View: Thumbnails by file type (image, video, audio, document), filename, and filetype.
Bulk Operations: Download all/selected attachments as a zip; delete selected (if permitted).
Search/Filter/Sort:
Search by filename (partial, case-insensitive).
Filter by location (Account/Module/Collection), Record ID, File Type, Date Added, File Name.
Sort by Record ID, File Type, Date Added, File Name (max 3 fields active).
Permissions: All actions and visibility dynamically respect user’s current permissions.
Edge Cases: Attachments for inaccessible records are hidden; losing access removes attachments from view.
B. Record Level Attachments
Tab Access: “Attachments” tab on record details page.
Display: All files attached to the record (via any field or directly to record).
Grid View: Thumbnails, filename, filetype, and field name (or “None” if unattached to a field).
Bulk Operations: Download all/selected, delete selected (if permitted).
Upload:
Options: Take photo/video, select from library, choose files, record/import audio, document, gallery (from global attachments).
Multiple selection supported (unless field setting restricts).
Search/Filter/Sort:
Search by filename.
Filter by field name, file type, date added, file name.
Sort by field name, file type, date added, file name.
Permissions: Only users with record access can view/manage attachments; actions update in real time.
C. Multiple Attachments Support & Field Settings
Field Setting: Attachment fields can be configured to allow multiple files.
Enforcement: User cannot exceed the max number set in field settings.
UI: If multiple allowed, user can select/upload up to the configured limit.
Validation: Exceeding the limit shows an error; only supported file types are accepted.
D. Multiple Attachments in Forms & Tables
Forms:
Attachment fields in forms support multiple files if field setting allows.
User can upload up to the max allowed per field.
Tables in Forms:
If an attachment field is present in a table, multiple files can be uploaded per row, respecting the field’s max limit.
Edge Cases:
Submitting forms with multiple attachments should not cause backend errors or duplicate form pages.
UI must prevent exceeding the allowed number of attachments.
E. Upload Attachments from Gallery
Gallery Option: Users can attach files from the app’s global attachment library.
Selection: Only one file can be selected at a time from the gallery.
Preview: User can preview before attaching.
Permissions: Only files the user has access to are shown in the gallery.
3. Step-by-Step Workflow
3.1 Global Attachments Page
User navigates to “Attachments” from the More menu.
App displays all accessible attachments in a grid.
User can:
Search, filter, or sort attachments.
Tap “Select” to enable multi-select mode.
Download all or selected attachments (as zip).
Delete selected attachments (if permitted).
UI dynamically updates as permissions or filters change.
3.2 Record Level Attachments Tab
User opens a record and navigates to the “Attachments” tab.
All attachments for the record are shown in a grid.
User can:
Upload new attachments (multiple if allowed).
Download all or selected attachments.
Delete selected attachments (if permitted).
Search, filter, or sort attachments.
Attach files from the gallery (one at a time).
UI enforces field-level max attachment limits and file type restrictions.
3.3 Multiple Attachments in Forms/Tables
User opens a form with an attachment field (in form or table).
If field allows multiple, user can upload up to the max allowed.
UI prevents exceeding the limit and displays error if attempted.
On submission, form validates attachment counts and submits successfully.
3.4 Upload from Gallery
User selects “Gallery” from upload options.
App displays global attachments the user can access.
User previews and selects a file to attach (one at a time).
File is attached to the current record/field.
4. Additional Details & Edge Cases
Attachment Deletion: Deleting from one record only removes the link for that record; file remains in global attachments if linked elsewhere.
Permission Changes: If user loses access to a record, its attachments are immediately hidden.
Bulk Download: Disabled while a download is in progress.
UI Consistency: All search, filter, and sort operations only affect visible (permitted) attachments.
Error Handling: Backend or UI errors (e.g., duplicate form pages, broken previews) must be handled gracefully with user feedback.
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