Attach documents subwindow

The Attach documents subwindow allows you to add new attachments and remove unwanted ones. Attachments added in this way will be presented to the user in the form of attachments to emails that you send them.

Your system administrator will have set a maximum size for attachments that shows in this screen. Although RefTracker will send attachments that are likely to breach mailbox size limits, as URL’s, you may want to specifically quote a URL that can be used to display the document from a local web enabled directory, if you have access to one. 

Using this screen

The subwindow is divided into three parts:
Attachments – A listing of documents currently attached to this Answer or Note, providing the opportunity to remove any of these attachments. Note that this section does not appear, if there are currently no attachments.
Upload – A standard Microsoft browse function allowing locally accessible files to be selected for uploading to RefTracker and attaching to this question at this point, as either a Private and Public attachment depending on the options parameterised into your system .
Server – A directory to the files that you have access to on your RefTracker server, allowing you to choose additional files to be attached as an attachment. Your system administrator may have configured this function out of your system.

ATTACHMENTS
If this section appears, there are already attachments linked at this point. This section shows the documents currently attached to this question at this point, their size, and the date on which they were last updated (Server) or the date on which they were uploaded into RefTracker (Private and Public).

Click on the file name to view the file in a separate browser window or be offered a download option.  Note that some characters in file names, such as “+” and “&”, are not valid for use in web based systems and will be automatically replaced by an underscore as the file is uploaded.

To Remove an attachment – check the box to the left of the attachment (under the heading Remove) in the Attachments section at the top of the screen, and click on Save.

To close the Attach documents subwindow – Clicking on any of the provided Close buttons, closes this subwindow and returns you to the screen in which you were including the attachment.

UPLOAD
This section is for use when the attachment that you need to use is not currently accessible from the Internet (i.e. cannot be accessed via a URL), and is not already located on the RefTracker server.

In these circumstances it is necessary to upload the attachment that you wish to use, to the RefTracker server. The reason that it must be uploaded is that the purpose of RefTracker is to make information available to clients who are located on the Internet. In order to achieve this the information must already be accessible to the Internet, or you must make a conscious effort to make it available to your client in some way. Whether your RefTracker server is located locally or remotely (hosted), if the information is not currently accessible to the Internet, you must upload the file that you need in order to make it available to RefTracker.

Choose the type of upload to be used – This Upload section of RefTracker can provide two ways in which files can be uploaded to the RefTracker server. They are Public and Private. Your system administrator may have configured one or other of these options out of your system, but if both are available you will need to make a conscious decision as to which is the correct method for the attachment you are currently making. In short, you should public if you want the file to be something that is re-used by the library, or even kept up to date by the library, and Bind if you want to ensure that the client and KB users always see the exact version of the file that you attached for them. Bind is the default so that you need to make a conscious decision if you wish to have attachments saved for future reuse in the public directory.

Choose the file/s you wish to upload – You can select the files that you want to attach via traditional file selection screen or by dragging an dropping files.

Drag and drop one or more files to the drop zone and watch for the green indicator that they have fully arrived. 

Alternatively click on the Select file(s) button. This brings up a standard Windows “Choose a file” function which allows you to choose any file that is currently accessible to you in your network. This browse window will always open at the My Computer level due to the way this functions is provided by Microsoft. Browse the directory structure accessible to you through this window until you find the file that you wish to upload. Click on the desired file and then click Open. The location of the file you have chosen will be transferred to the data entry box in the Upload section and the browsing subwindow will be automatically closed.
If you are using a mobile device, clicking Select file(s) will provide options to select files from that device, the cloud, or even to take a picture, if that is offered by your device.

To upload and record an attachment/s – When you have selected all the files you want to attach, click Save files and the files will be uploaded to RefTracker and the Attachment subwindow will close.  The files will not attach unless you take this step.

To close the Attach documents subwindow – An alternative way to close this Attachments subwindow is to use the [Close] link in the top right of the window.