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File Attachments

Before you can attach files to a record, your cairs.net administrator must determine the allowable file types and size.  Please contact your cairs.net administrator if you are unable to attach files.

There are two different types of files that you can attach to a record, the first button allows you to attach a regular file. These files follow the record and other users are able to see them. Although, this is convenient, if changes need to be made to the file, the file will have to be saved and then re-attached.

The second file attachment type allows you to attach a link to a file that is in a shared location.  The benefit of this file attachment is that when changes are made to the file there is no need to reattach the file.  The disadvantage is that all cairs users have to have access to the shared file location.

The process to add either file type is the same. 

Topics Discussed Below

 Attach a File to an Organization

 View and Save an Attached File

 Deleting a File Attachment

Attach a File to an Org

1.     Click the Directory/Organization menu.

2.     Within the Navigation pane, click Organizations.

3.     Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type any portion of the record and then click the magnifying glass.

·         Click the Show All button.

4.   The Organization list opens, displaying all organizations.  Double-click the name to open the General - Organization window.

5.   Within the Attach ribbon group, click on either Add File or the Add External Link button.

6.   The Select the File to Attach window opens. Browse to select the file to attach and click the Open button.

! If the file type that you want to add in not showing up within your location, click on the file type drop-down arrow to select the correct file format.  If the file type is not available within the drop-down, please contact your cairs.net administrator to add the file type to the allowable file types list. 

7.   Once attached, a button displays directly below the ribbon. To view the attached file, click the button. 

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View and Save an Attached File

1.    Click the Directory/Organization menu.

2.    Within the Navigation pane, click Organizations.

3.    Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type any portion of the record and then click the magnifying glass.

·         Click the Show All button.

4.   The Organization list opens, displaying all organizations.  Double-click the name to open the General - Organization window.

5.   Directly below the ribbon, a button displays with the file name. Click the button to view the attachment.

6.   Alternatively, right-click the file name to access a pop-up menu. , Select Open.

7.   To save, right-click the file name to access a pop-up menu. Select Save Target As.

8.   Within the Save Target As window, browse to the location of where you want the file saved and click the Save button. 

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Deleting a File Attachment

1.    Click the Directory/Organization menu.

2.    Within the Navigation pane, click Organizations.

3.    Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type any portion of the record and then click the magnifying glass.

·         Click the Show All button.

4.   The Organization list opens, displaying all organizations.  Double-click the name to open the General - Organization window.

5.   Right-click the file name to access a pop-up menu. Select Delete.

6.   Once you click Delete, a message box displays verifying that you really want to delete the file. Click Yes within the box to continue or No to cancel the operation.

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