Space Management - Attachments

Table of Contents

• Table of Contents
• Configuring Allowed File Types
  • What this setting does
  • How to configure it
• Managing Attachment Tags
  • What are Attachment Tags?
  • Creating an Attachment Tag
  • Editing an Attachment Tag
  • Deleting an Attachment Tag
• Working with Attachments on a Location
  • Adding a Document
  • Editing an Attachment
  • Tagging Attachments
  • Downloading Attachments
  • Deleting Attachments

---

Configuring Allowed File Types

What this setting does

The Allowed File Types setting is a whitelist of file extensions that users are permitted to upload as attachments. If a user tries to upload a file with an extension that is not on the list, the upload will be rejected and a clear error message will be shown.

This setting protects your document library from unwanted file types and reduces security risks. It also helps maintain consistency — for example, ensuring that floor plans are always uploaded as PDFs or SVGs rather than a mix of formats.

How to configure it

1. Go to Settings > General Settings > Attachments.
2. The text-area shows all currently allowed extensions separated by comma “,”.
3. You can modify this to suit your specific requirement (Add or Delete)
4. Changes take effect immediately — uploads will be validated against the updated list from that point on.
5. You can use ‘Reset to default’ button to reset this to the default configuration provided by the system.

---

Managing Attachment Tags

What are Attachment Tags?

Attachment Tags are coloured labels that can be assigned to any attachment on a location record. They help users organise their attachments and filter them quickly. The idea is similar to categories in Microsoft Outlook — each tag has a name and a colour, and multiple tags can be assigned to a single attachment.

Examples of useful Attachment Tags: Lease Agreement, Building Permit, Fire Safety Certificate, Inspection Report, Photo, Renovation Plan, Insurance Document, Maintenance Record etc.

Creating an Attachment Tag

1. Go to Settings > Attachments tags
2. Go to Actions > Add.
3. Enter a Name — this must be unique across all tags.
4. A colour is generated automatically. You can change it using the colour picker.
5. Save. The tag is immediately available for use on any document in the system.

Editing an Attachment Tag

1. Go to Settings > Attachments tags
2. From the Grid click on an existing Tag
3. On the right hand panel you can update its Name or Colour. Changes apply immediately to all documents that already have the tag assigned.

Deleting an Attachment Tag

Select a tag and click Delete. If the tag is currently assigned to any documents, the system will warn you and ask you to confirm. If you proceed:

• The tag will be removed from all documents it is currently assigned to.
• The tag will be permanently deleted from the system.

---

Working with Attachments on a Location

Once the configuration is in place, users can upload, tag, download, and delete attachments directly from any location record. These are accessible from the Attachments tab on the location detail panel in the Space Explorer.

Adding a Document

In the current release, documents are added one at a time.

1. Open any Location from Space Explorer > Navigate to Space details page
2. Click on ‘Attachments’ tab
3. Go to Actions > Add
4. Drag & drop a file you want to upload or browse from your computer
5. Enter details

   • Name for the Attachment, Optional Description

   • The Attachment class is automatically detected by the system based on the file extension.
6. Click Save. The uploaded file appears in the Attachments grid.

Editing an Attachment

Click an attachment from the grid. You can update the attachment’s Name and Description. The Attachment Class cannot be changed after upload.

Tagging Attachments

Tags can be added or removed from one or more documents at once.

1. Select one or more attachments from the grid.
2. Go to Actions > Click Tags to open the tag management dialog.
3. Toggle each tag on or off. Tags that are already assigned to all selected files are shown as active. Tags that are not assigned are shown as inactive.
4. Click Save. The tags are applied to all selected attachments.

Downloading Attachments

In the current release, attachments can be downloaded one by one.

1. Select an attachment you want to download
2. Go to Actions > Download

note46ee4ad2

Note: Downloading multiple attachments in a single shot is out of the current scope.

wide760

Deleting Attachments

You can delete one attachment at a time.

1. Select an attachment you want to delete
2. Go to Actions > Delete

note6dda3139

Note: Deleting multiple attachments in a single shot is out of the current scope.

wide760