File Library

Attachments

Email Attachments

File Library Storage

File Library

The File Library can be accessed from Unleashed's main menu, under "Settings".

Access to File Library

File Library is automatically available for Account Owners and users with the "Superuser" role. To grant access to the File Library for other user roles, unlock the "File Library" permission in the appropriate "Role". For more details, see Role Permissions.

Managing File Library

The File Library contains all your uploaded and attached files in Unleashed and provides a central area for file administration.

Upload files

Use the "Upload Files" button to upload documents and images to your account's File Library.

The following filetypes can be uploaded via the Attachments tabs or File Library:

• png
• .gif
• .jpg
• .jpeg
• .bmp
• .csv
• .pdf
• .doc
• .xls
• .xlsx
• .docx
• .msg
• .dwg
• .stp
• .dxf
• .ppt
• .pptx
• .webp:  .webp filetypes are not supported in Doc Designer. We do not recommend using .webp formats as a product's default image or default label image.
  

Filter files

Filter documents in the File Library by the type of document, choosing any of the following filter options:

• All
• Image
• Document
  

Filter documents in the File Library by date and popularity:

• Uploaded On (Newest)
• Uploaded On (Oldest)
• Last Attached (Newest)
• Last Attached (Oldest)
• Most Attached
• Least Attached
  

Search File Library

Search for files using keywords from the file's name in the free text field available.

Attach and Detach files

Attach and Detach files from records (Customer, Supplier and Products) and transactions (Sales Orders, Assemblies and Purchase Orders). An uploaded file can be attached to 50 "entities".

1. In this example, a file is attached to a Customer from the File Library.
   
   
   
2. Once attached, the file will be available via the "Attachments" tab for that Customer record.
   
   
   
3. Use the "Detach" option to remove the attachment from the record or transaction.  This will not delete the file from File Library.

Delete files

Delete single or multiple files and remove them from File Library using the Empty Trash function. Deleted files will be removed from any transaction or record they're "attached" to and will move to "Trash".  You can restore the files from Trash should you need to.
NOTE:  Files in your "Trash" folder will still consume storage space.

Empty Trash by clicking on "Empty Trash" button. This will permanently delete any files in the Trash folder and free up your accounts storage.

Storage Usage

View your account's Storage usage. Your total used and total remaining storage are available at the bottom of the File Library pages as well in the Attachment tabs per record and transaction.

Attachments

The attachments tab enables you to upload or attach external files to your Products, Customers, Suppliers and transactions (referred to as "entities" below) in Unleashed. 

"Attachments" tabs are available for the following records and transactions in Unleashed:

• Products
• Customers
• Suppliers
• Purchase Orders
• Sales Quotes
• Sales Orders
• Assemblies
• Warehouse Transfers

Points to note

• We currently support uploading of the following file types:  gif, png, jpg, jpeg, bmp, pdf, csv, doc, docx, xls, xlsx, webp.
• Individual files can be a maximum of 20 MB in size.
• Entities that use non-english characters in their file names will not upload successfully to Unleashed.
• Entities can have a maximum of 50 files attached to them.
• An individual file can be attached to 50 entities.
• Used and remaining storage is displayed underneath the attachments on all entities.

You can delete or detach files via the Attachments tab, simply hover over the Action Cog on the file's row and select "Delete" or "Dethatch". 

If you attempt to delete a file that is attached to other entities, you will receive a warning message.

Drag and drop files onto the upload area or click on "browse local files" to select files from your computer. Once a file is uploaded, you can access it via "search uploaded files" where you can attach it to other records or transactions:
NOTE: This list is limited to the first 100 files matching the search filters.

Use the following filters to refine the list:

• Images: (will only display files of type gif, png, jpg, jpeg, bmp and webp) vs Documents (will only display files of type pdf, csv, doc, docx, xls and xlsx)
• Recently attached: (shows the files most recently attached to other master files or transactions)
• Recently uploaded: (shows the files most recently uploaded to the file library)
• Most attached: (shows the files with the most associations to other master files or transactions)

Email Attachments

When emailing transactional documents from within Unleashed, you have the option to attach additional files that are associated to that transaction.  An associated file or files include:

• attachments for products that are included in the transaction
• related transaction attachments (sales quotes related to sales orders)
• Customer attachments from sales quotes or orders
• Supplier attachments from purchase orders

To attach further files to the email of a transaction:

1. Click on "Attach Files" in the email window.
   
   
   
2. A window will pop up with all associated files available to attach.
   In this example, a Sales Order for Customer "John Snow" and for an "8-seater dining suite", "a box of screws" and a "tube of sunscreen" offered the following files for attaching to the Sales Order email.
   
   
   
3. Use the checkboxes available to select the appropriate files, then select "Attach".
   In the example, the Sunscreen Safety Sheet is being emailed to the Customer along with the Sales Order.

File Library Storage

By default, your Unleashed  account has a storage allowance of 10 GB (10 240 MB).  Should you reach your storage allowance's limit, you can purchase further storage via the Billing page (subject to your user role's billing permission).

In the Billing page, you can modify your plan to include "Extra Storage", in increments of 10GB.  Additional storage will be available immediately, from the purchase and will remain as an addition to your subscription until it's requested for removal, in line with Unleashed's terms and conditions. 

If you request to remove "Extra Storage" from your subscription, your files will remain, but you won't be able to add any new files. You must then delete enough files to reduce the storage usage back within your account's allowance. 

Large Extra Customers - please contact our Account Manager for assistance with additional storage.

Attachment Errors

The below table describes the errors that may occur when files fail to upload successfully to the File Library or Attachments tab, and how to resolve/fix them.