Overview

Documents and images can be attached to records such as Customers, Suppliers, and Materials and to transactions such as Quotations, Sales Orders, Invoices, and Purchase Orders. 

These tutorials explain how to create and manage attachements.

How to Create an Attachment

1. Edit a transaction or record which supports Attachments.

2. Click Actions (button) > Add Attachment or Add Attachment (button).

3. Complete the form as follows:

4. Status = Select a status for the attachment from the dropdown list.

5. Type = Select a type from this list:

   • Artwork

   • Contract

   • Finance

   • Image (.jpg, .png)

   • Notice

   • Other

   • Quotation

   • Specification

6. Description = Type a name for the attachment.

7. URL = Paste a URL in the block provided (Use CTRL C to copy the link and CTRL V to paste it) or click the ellipses to the right of the URL/Filename block > navigate to the file on your local network and click Upload.

   • Note: if you upload a file, start with Step 7 because many of the other fields are filled in with the details of the attached file.

8. Complete the date fields by selecting dates on the calendars:

   • Issued: Applicable to documents such as certificates that have specific issue dates.

   • Expires: Applicable to memberships that expire.

   • Reminder: Applicable to documents that expire. Use this date to remind you to renew or request updated information.

9. Click Save (button).

10. Click Close (button).

How to Edit an Attachment

1. Open the attachment or

2. Right click the attachment and select Edit from the context menu.

How to Delete an Attachment

1. Right click the attachment and select Delete from the context menu.

Linking to Google® Drive Documents

If your documents are stored in Google Drive, you can link to them by pasting the link in the URL field, instead of uploading them. 

Online Google Drive Folder

When a document is uploaded to Google® Drive, a link can be generated as follows:

1. Open your browser of choice such as Chrome or Edge.

2. Type https://drive.google.com/ into the URL field or search bar.

3. Navigate to the applicable folder.

4. Right click the file to attach and select Copy Link from the context menu.

5. In BOS Professional, paste this link onto the URL field.

   • Note: If the attachment form is not open, you can paste the link to a notepad and copy it from the notepad to paste into BOS Professional later.

Local Google Drive (G:) Location

You can add a link to your Google Drive on your desktop computer using File Explorer. Setup this method as follows:

Setting up 'Drive for Desktop'

1. Open your Google® Drive location using your preferred browser or navigate to https://drive.google.com/.

2. Select the Settings icon in the top right corner of the window, usually shown as a 'gear' icon.

3. Select Get Drive for Desktop then select Download Drive for Desktop.

4. This will create a new Google® Drive (G:) on your device, accessible through File Explorer.

Uploading a File

1. Open File Explorer, then use the left panel to navigate to the newly created Google® Drive (G:). Select the new drive, then navigate to My Drive or Shared Drives.

2. Drag the files into the selected folder of the synchronised drive.

Generating a link to a File from Google® Drive (G:) 

1. Open File Explorer, then use the left panel to navigate to the newly created Google® Drive (G:). Select the new drive, then navigate to My Drive or Shared Drives.

2. Locate the file to be created as an attachment, then right-click and select Copy Link to Clipboard from the context menu.

3. This copies the link to the clipboard, which can then be pasted into the Attachment URL field in QuickEasy BOS Professional.