To add an attachment to a contact record

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Any number of file attachments can be linked to a contact in order to provide contextual background to, say, a direct customer interaction or integral process, and serve as a valuable source of reference for all related progression activities. Images, correspondences and video clips - indeed any electronic documents of a standard file type – that are submitted in support of a customer interaction can all be stored centrally against their record.


The procedure to add an attachment to a contact record is as follows:

  1. Using the global search facility, type in the first few characters of the contact 1.
  2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
  3. Navigate to Menu > Attachments. The Attachments window is displayed.
  4. Click on New Attachment. The Attach Files window is displayed 2.
  5. Browse to the intended file using the Select Files... navigation button. The file name is displayed in the Browse network files field.
  6. Alternatively, where the intended file is maintained within an Electronic Document Management system, copy its unique web address into the EDM file URL field provided 3.
  7. Enter the Attachment name into the field provided 1.
  8. Use the Description field to add contextual notes that detail the background to the attachment.
  9. Click on Save. The attributes of the file, including the type, are displayed in the Attachments summary table 4.
  10. Repeat steps 4 through 9 to add further attachments to the contact record.


Tip

1 To aid in identification purposes, it is good practice to devise and uphold a consistent naming convention for all attached files.

Note

1 The search facility will return all possible matches for both first name and last name once the Number of characters before an automatic search commences system preference is reached.

2 File attachments of type DOC, PDF, JPG, GIF, PNG, BMP, HTML, WAV, WMV and MP4 are all supported.

3 The system preference Allow EDM documents as case attachments governs the availability of this option; an Integration Management service configured for the incumbent EDM System supplier must also be operational.

4 Use the summary table Menu option to hide or reveal additional columns of information; apply the standard 'drag and drop' technique to reposition columns into a different order.


See related topics...

Contacts record maintenance overview

To remove an attachment from a contact record

To view a linked attachment within a contact record

To create a new contact

To define a system preference value

Using the search facility