Document Management

Inventory Pro includes a document management system for attaching files to records throughout the application. Upload images, PDFs, and documents to assets, items, orders, and other records for complete documentation.

Supported Modules

File attachments are available throughout Inventory Pro. The system uses table-driven configuration, meaning administrators can enable attachments for any record type.

Common attachment points include:

• Assets: Equipment images, manuals, warranties, certification documents
• Items: Product images, specification sheets, safety data sheets
• Purchase Orders: Contracts, quotes, delivery receipts
• Shipping Orders: Packing slips, bills of lading, proof of delivery
• Vendors: Contracts, insurance certificates, W-9 forms
• Customers: Agreements, tax exemption certificates

Supported File Types

Image Files

Document Files

File Size Guidelines

• Recommended maximum: 4 MB per file
• Images: Optimize images before upload to reduce storage and improve load times
• Documents: Use PDF format for best compatibility across devices

Image Attachments

Image attachments provide visual documentation for assets, items, and other records.

Storage Location: Framework/User/Uploads/

How to Upload an Image

1. Navigate to the record (asset, item, order, etc.)
2. Click Edit to open the edit screen
3. Locate the Images or Attachments section
4. Click Upload Image or the upload button
5. Select the image file from your computer
6. The image uploads and displays in the attachments section
7. Click Save to confirm

Image Viewer

Click any uploaded image to open the image viewer. The viewer provides:

• Full-size image display
• Navigation between multiple images
• Download original file option

Document Attachments

Document attachments store PDFs, spreadsheets, and other files with records.

Storage Location: Framework/Document/Uploads/

How to Upload a Document

1. Navigate to the record
2. Click Edit to open the edit screen
3. Locate the Documents or PDF Attachments section
4. Click Upload Document or the upload button
5. Select the document file from your computer
6. The document uploads and appears in the attachments list
7. Click Save to confirm

Document Viewer

Click any uploaded document to open the document viewer:

• PDF files: Display in browser viewer with zoom and navigation
• Office documents: Download prompt for viewing in native application

Document Folders

Document folders organize attachments into categories for easier management. Folders are configured per module.

Configuration: System → Configuration → Document Folders

How Folders Work

• Each module (Assets, Items, etc.) can have its own folder structure
• When uploading, select the destination folder
• Filter attachments by folder when viewing

Creating Document Folders

1. Navigate to System → Configuration → Document Folders
2. Select the Table (module) for the folder
3. Click Add New Folder
4. Enter the Folder Name
5. Click Save

Folder Examples by Module

Managing Attachments

Viewing Attachments

1. Open the record
2. Navigate to the Attachments tab or section
3. View thumbnails (images) or file list (documents)
4. Click to preview or download

Deleting Attachments

1. Open the record in edit mode
2. Navigate to the attachments section
3. Click the Delete icon next to the file
4. Confirm deletion

Note: Signature attachments are protected from deletion to maintain audit integrity.

Moving Attachments Between Folders

1. Open the record in edit mode
2. Locate the attachment to move
3. Select the new folder from the dropdown
4. Save the record

Security

File access is controlled by record-level security:

Required Permission: “Upload Files” security permission

Security Features

• Authentication Required: All file access requires valid login
• Table-Level Security: Attachment access follows record permissions
• Audit Trail: Upload and delete actions are logged
• Signature Protection: Signature files cannot be deleted

Mobile File Access

The Inventory Pro Mobile app provides read-only access to attachments.

Supported in Mobile:

• Image viewing (JPG, PNG, GIF, BMP)
• PDF document viewing

Access: Mobile file viewer requires authenticated session and serves files from the same storage locations as the desktop application.

Storage and Backup

File Organization

Files are stored with system-generated filenames (GUIDs) to prevent conflicts:

• Images: Framework/User/Uploads/{guid}.{extension}
• Documents: Framework/Document/Uploads/{guid}.{extension}

Links between files and records are maintained in database tables (PhotoLinks, PdfLinks).

Backup Recommendations

Include these directories in regular backups:

• Framework/User/Uploads/ (images)
• Framework/Document/Uploads/ (documents)

Database backup captures the file-to-record linkages.

Best Practices

1. File Naming: Use descriptive names before upload (becomes part of display name)
2. Image Optimization: Resize large images before upload to save storage
3. PDF Format: Convert documents to PDF for best cross-platform compatibility
4. Folder Organization: Use folders to categorize attachments by type
5. Regular Cleanup: Periodically review and remove outdated attachments
6. Backup Verification: Test backup restoration includes file attachments

Troubleshooting

Related Topics

• Assets - Asset documentation and images
• Purchase Orders - PO attachments
• Security - File access permissions