Attachments

Global, Record Level, Multiple, Forms, Tables, Gallery

1. Pre-requisites

• 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

2.1 Global Attachments

• 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

• 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

• 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

• 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

• 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

• 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

3.1 Global Attachments Page

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

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)

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

• 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.