# Attachments

### 1. Pre-requisites <a href="#id-1.-pre-requisites" id="id-1.-pre-requisites"></a>

* User must have an active Asset Panda Pro account with appropriate permissions.
* Attachment feature flag must be enabled for the organization/user.
* User roles and permissions (Org Admin, Account Admin, Module Admin, Collaborator, Custom Role) must be configured as per organizational policy.
* Supported file types and size limits must be defined in system settings.
* Backend and frontend deployments must be up-to-date with the latest attachment features.

### 2. Feature Overview <a href="#id-2.-feature-overview" id="id-2.-feature-overview"></a>

#### 2.1 Global Attachments <a href="#id-2.1-global-attachments" id="id-2.1-global-attachments"></a>

* Centralized "Attachments" tab available under Tools.
* Displays all files the user has permission to access across the organization.
* Supports search, filter, sort, bulk actions (download, delete), and preview.
* Attachments are visible only if the user has access to at least one linked record.
* Role-based visibility and actions (see section 3.1).

#### 2.2 Record Level Attachments <a href="#id-2.2-record-level-attachments" id="id-2.2-record-level-attachments"></a>

* Each record has an "Attachments" tab showing all files attached to that record.
* Attachments can be tied to specific fields or uploaded directly to the record.
* Supports grid view, search, filter, sort, bulk actions, and preview.
* Field name is displayed for field-tied attachments; "None" if not tied.

#### 2.3 Multiple Attachments Support <a href="#id-2.3-multiple-attachments-support" id="id-2.3-multiple-attachments-support"></a>

* Attachment fields can be configured to allow single or multiple files.
* Multiple attachments can be uploaded, previewed, and managed in both forms and record details.
* Autofill/default values for multiple attachments are not supported in table fields; clarification required for other field types.

#### 2.4 Attachment Field Settings <a href="#id-2.4-attachment-field-settings" id="id-2.4-attachment-field-settings"></a>

* Field settings allow toggling between single and multiple attachments.
* Permissions (View, Create, Delete) are enforced at the field and role level.
* Gallery and Upload buttons are hidden if the user lacks Create permission.

#### 2.5 Attachments in Forms and Tables <a href="#id-2.5-attachments-in-forms-and-tables" id="id-2.5-attachments-in-forms-and-tables"></a>

* Forms (Create/Update) support attachment fields, including multiple attachments.
* Table fields in forms can include attachment columns, but default/autofill values are not supported.
* Attachments in tables/forms must be submitted and saved to be visible in submissions.
* Attachments should display correctly in form submissions and record details.

#### 2.6 Upload Attachments from Gallery <a href="#id-2.6-upload-attachments-from-gallery" id="id-2.6-upload-attachments-from-gallery"></a>

* Users can upload files directly or select from the Global Attachment Gallery.
* Gallery supports pagination, filtering by file type, and search.
* Attachments added via Gallery are linked at the record level unless explicitly tied to a field.

### 3. Step-by-Step Workflow <a href="#id-3.-step-by-step-workflow" id="id-3.-step-by-step-workflow"></a>

#### 3.1 Global Attachments Page <a href="#id-3.1-global-attachments-page" id="id-3.1-global-attachments-page"></a>

1. **Access**: Navigate to Tools → Attachments.
2. **Visibility**: Only attachments linked to accessible records are shown.
   * Org Admin: All files.
   * Account/Module Admin: Files tied to their scope.
   * Collaborator: Files in assigned modules.
   * Custom Role: Files per record access limits.
   * Multi-role: Union of all accessible records.
3. **Search/Filter/Sort**:
   * Search by file name (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).
4. **Bulk Actions**:
   * Select attachments via checkboxes.
   * Download (zipped), Delete (if permitted).
   * "Select all" and "Deselect all" options.
5. **Preview**:
   * Click attachment for modal preview.
   * Hide inaccessible record details in preview.

#### 3.2 Record Details Attachments Tab <a href="#id-3.2-record-details-attachments-tab" id="id-3.2-record-details-attachments-tab"></a>

1. **Access**: Open any record → Attachments tab.
2. **View**: Grid of all attachments for the record.
   * Thumbnails/icons by file type.
   * Field name shown if tied; "None" otherwise.
3. **Upload**:
   * Upload new files or select from Gallery.
   * Multiple files supported if field allows.
   * Drag-and-drop supported (stable on all OS).
4. **Bulk Actions**:
   * Download selected/all attachments (zipped).
   * Delete selected (if permitted).
5. **Search/Filter/Sort**:
   * Search by file name.
   * Filter by Field Name, File Type, Date Added, File Name.
   * Sort by Field Name, File Type, Date Added, File Name (max 3 fields).
6. **Preview**:
   * Click to preview (supported for all file types).
   * Show image resolution for images.

#### 3.3 Attachments in Forms (Create/Update) <a href="#id-3.3-attachments-in-forms-create-update" id="id-3.3-attachments-in-forms-create-update"></a>

1. **Form Setup**:
   * Add attachment fields (single/multiple) to form.
   * Table fields can include attachment columns.
2. **User Submission**:
   * User uploads files via Upload or Gallery.
   * Multiple attachments allowed if field supports.
   * Autofill/default values not supported for table fields; clarify for other fields.
3. **Submission Handling**:
   * Attachments are saved at record level unless tied to a field.
   * Attachments must be visible in form submissions and record details.
   * Permissions enforced (Gallery/Upload hidden if not permitted).
4. **Edge Cases**:
   * Revoking View permission clears autofill/default attachments from UI.
   * Attachments deleted from one record remain in others unless unlinked everywhere.

#### 3.4 Attachment Permissions & Edge Cases <a href="#id-3.4-attachment-permissions-and-edge-cases" id="id-3.4-attachment-permissions-and-edge-cases"></a>

* **Permissions**:
  * View/Create/Delete enforced at field and role level.
  * Gallery/Upload hidden if Create not allowed.
  * Delete only if user has edit permission on all linked records.
* **Attachment Deletion**:
  * Deleting from one record only removes link from that record.
  * File remains in Global Attachments if linked elsewhere.
  * File is deleted globally only if unlinked from all records.
* **Feature Flag**:
  * Attachment-related UI/options hidden if feature flag is off.
* **File Types/Previews**:
  * Supported: Images (JPG, PNG, HEIF/HEIC, etc.), Audio (MP3, M4A, WMA, etc.), Video (MP4, 3GP, etc.), Documents (PDF, ZIP, CSV, etc.).
  * Unsupported formats show error or document preview modal.
  * File size displayed in correct units (KB/MB).
* Viewing Data:
* Pagination, search, filter, and sort update dynamically.
* Empty states and loading indicators shown as needed.
* All actions respect real-time permission changes.


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