Attachments
Global, Record Level, Multiple, Forms, Tables, Gallery
When the Attachments feature is enabled, users can upload, manage, and view files associated with records across the platform. Attachments can be accessed globally, at the individual record level, or for specific fields, with permissions and visibility enforced based on user roles and access to records.
Supported attachment file types
For field-based attachments, you can specify the type of files that can be uploaded:
Image: jpg, jpeg, gif, png, heic, heif, webp, avif
Document: doc, docx, pdf, xls, xlsx, txt, zip, csv
Video: mp4, qt, asx, mov, swf, asf, wmv, swt, 3gp, mn, viv, 3g2, mpg, vivo, dvx, vob, mpeg, fly
Audio: mp3, wav, wma, ogg, aac, 3gp, m4a
From the Attachments tab for the record, you can attach files of any type to the record.
View attachments (Global view)
The Attachments view displays all files across the organization that the user has permission to access based on their role:
Organization admin: All files across all accounts and modules in the organization.
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
Users can filter the list based on a specific account, module, collection, or field value. They can preview some file types and can download or delete files.
In the navigation pane, select
Tools > Attachments. To filter the list of attachments:
Click Filter . The Filter by page is displayed.
Select the Account, Module, and/or Collection for which you want to review attachments.
To filter the list based on specific records:
Select the Field name to filter the collection records.
Select the Operator to compare the field values.
Enter the Value to determine the records available to the collection field.
To specify multiple filter criteria, click Add more and then repeat steps i-iii.
If multiple conditions are specified, select whether All or Any of the conditions must be met to display the attachment.
Click Apply.
To sort the attachments in the list:
Click Sort by
. The Sort by pane is displayed.Select the Sorting field. You can sort by file type, date added, or file name.
For Value, select whether to display attachments in ascending or descending order.
To specify multiple sort levels, click Add more and then repeat steps a-c.
Click Apply.
To download an attachment, select the check box in the upper-left corner of the attachment and then click Download.
To delete an attachment, select the check box in the upper-left corner of the attachment, click Delete, and then click Delete in the confirmation message.
You can delete an attachment only if you have edit access on all records linked to the attachment.
Attachments deleted from one record remain in others unless they are unlinked everywhere.
View attachments (record view)
You can view the attachments associated with an individual asset record.
Navigate to the collection that contains the record. See Manage collections.
Click the record to be reviewed. The details pane is displayed.
Click View full details.
Select the Attachments tab. All attachments associated with the record are displayed.
Configure attachment fields
You can configure collection fields to support the upload of an attachment, such as an asset image.
Navigate to the collection or form that will contain the field. See Manage collection or Manage forms.
When adding the collection or form field, select Attachment for Data type.
To control the number of attachments that can be uploaded for a record, enter the Maximum attachments allowed.
If this field is not specified, there is no limit to the number of attachments that can be uploaded.
For File type allowed, select the types of files that can be uploaded for the record.
If image files are enabled and should be used as the record image, select Set this attachment as the default record image.
Click Save.
Add attachments to a record
Only users with Organization admin, Account admin, Module admin, or a custom role that supports the creation of attachments can add attachments to records.
Add from a field
Navigate to the collection that contains the field. See Manage collections.
Click the record to be updated. The details pane is displayed.
For the attachment field:
To upload a new attachment file, select Upload and then select the file to upload.
To attach an existing file that was previously uploaded, select Gallery, select the file to attach, then click Attach.
Click Save. The attachment is saved to the record. Images are displayed visually and other file types are displayed as links.
When multiple files are supported and uploaded, "Multiple" is displayed for the field. You can view the full details for the record to see the list of files.
Add from the record details view
You can use the full details view of a record to review its attachments and add new attachments.
Navigate to the collection that contains the record. See Manage collections.
Click the record to be updated. The details pane is displayed.
Click View full details.
Select the Attachments tab. All attachments associated with the record are displayed.
To upload a new attachment file, select Upload and then select the file to upload.
To attach an existing file that was previously uploaded, select Gallery, select the file to attach, then click Attach.
To delete an attachment, select it, click , and then click Delete.
Click Save changes.
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