TRAKiT 18.2 - Attachments

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Attachments

You can attach a file with any file format to a record in PermitTRAK, ProjectTRAK, CodeTRAK, LicenseTRAK, AEC TRAK, GeoTRAK, or CRM TRAK. Attachments are stored on the server. 

To manage attachments, locate the record, then click Attachments in the Relationships pane.

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In the Attachments dialog box, you can perform the following functions:

     •     View a list of attachments
     •     Add attachments
     •     Sort the attachments list and save a default sort for the record type
     •     Open attachments
     •     Delete attachments
     •     Send an attachment in an email
     •     Make an attachment available or unavailable to view in eTRAKiT
     •     Rename attachments
     •     Add or change the description of an attachment
     •     Add or change the document type

Attaching Files

To attach a file to a TRAKiT record, complete the following steps:
1.  In the Relationships pane, click Attachments. The Attachments dialog box appears.

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2.  Click Add.
3.  Click Browse.
4.  In the Choose File to Upload dialog box, select the file you want to attach and click Open.
     Tip: Attachment file names cannot include the plus sign (+) or non-ASCII characters. If the file name of an attachment contains the plus sign or a non-ASCII character, TRAKiT changes the character to an underscore ( _ ) when uploading the file.
     Attachments that were uploaded in TRAKiT versions 17.2 and earlier might contain one of these characters. These attachments must be renamed manually to change the plus sign or non-ASCII character to an underscore or other ASCII character. You will not be able to view or edit these attachments until they are renamed.
     To rename a file, click Attachments in the Relationships pane. Point to the functions menu for the file you want to rename and then click Rename Filename. Type the file name changes and then click Save.

5.  In the unlabeled text field, type a file description. The file name is the default description.
6.  If you want users to be able to view the attachment on your eTRAKiT public website, select the unlabeled checkbox next to the file name.
7.  Click OK.
     Note: The date and name of the user who attached the document are recorded automatically.

Opening Attachments

You can open images and documents that are attached to a TRAKiT record. To open images and documents, complete the following steps:
1. In the Relationships pane, click Attachments. The Attachments dialog box appears.
2. From the functions menu for the attachment you want to view, click Open.
3. The file opens in the default associated application. For example, pdf files generally open in Adobe Acrobat.

Deleting Attachments

To delete an attachment, complete the following steps:
1.  In the Relationships pane, click Attachments. The Attachments dialog box appears.
2.  Click Delete on the functions menu next to the attachment.

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3.  Click Yes to confirm the deletion.

Sending an Attachment in an Email

To send a TRAKiT attachment in an email, complete the following steps:
1.  In the Relationships pane, click Attachments. The Attachments dialog box appears.
2.  Click Send in E-mail on the functions menu next to the attachment.
3.  Add the following information:
     a.  In the To field, typed the recipient’s email address.
     b.  In the Subject field, type a subject.
     c.  In the Body field, type a message.
4. Click Send Email.

Additional Features

Saving the Sort Order

You can now save a sort order for the list of attachments in the Attachments dialog box. The saved sort order is module-specific.

In the Attachments dialog box, select an option in the Sort by field and then click the Save button. The following sort options are available:
     •     Name—Sort by file name.
     •     Type—Sort into image/photo and document files. Image and photo files have file extensions such as .jpg and .png. Documents are all files that are not images. If you select this option, document files appear first in the listing following by image/photo files.
     •     Owner—Sort by the user who uploaded the document.
     •     Date—Sort by the date the document was uploaded.
After you save a sort order, attachments are listed in that order each time you open the Attachments dialog box for the same type of activity record. For example, if you view attachments for a permit record and you save Type as the sort order, attachments are listed in type order for any permit record you view. You can save a different sort order for each type of activity record.
            Note: The Save button appears when the Sort by field differs from your saved setting.

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