How do I upload and manage attached documents?
By default, every WebCATS database is provided with 500MB of attached document storage capacity. In this FAQ, we'll discuss how to upload documents, how to edit previously uploaded documents, and how database administrators can manage and allocate this feature.
Uploading Documents
Attached documents can be associated with client records, center records, or the notices page that displays after logging in to WebCATS. For example, you might attach a client's business plan to their client record or a center's data entry guidelines to its center record. If a document is relevant to every WebCATS user, regardless of their home center, then the document should be attached to the notices page for universal user access.
Uploading Documents from a Client or Center Record
While in view-only mode, you can upload documents to a client or center record by clicking the Add button located under the "Attached Documents" area of the record, as shown in the next graphic.
Clicking the Add button opens a pop-up window where you can browse for the file to upload, enter a description of the file, and designate keywords, as shown in the next graphic.
.gif)
Note: For documents that you attach to client records, all information associated with the upload (file name, description, keywords, size, upload date, etc.) can be used in the future as criteria for client subsets. For more information on subsets, see the FAQ titled What is a Subset?.
Uploading Documents from the Notices Page
Documents are uploaded to the Notices page from the Notices page, as shown in the next graphic. Although the upload process is the same as from client and center records, it should be noted that database administrators only can upload documents to this area of WebCATS.
.gif)
Editing Uploaded Documents
Double-clicking the name of an attachment opens a copy of the attachment. If you make and save edits to this copy, you are not editing the version saved to WebCATS. You'll need to upload the new version of the document if you want the recent edits to be reflected in WebCATS.
Managing Attached Documents
From WebCATS, database administrators can view a list of all uploaded documents by selecting Manage|Document Attachments. In addition to viewing or deleting database attachments from this screen, an administrator can also choose to download a Zip file that contains a copy of all the attachments.
Database administrators also have control over the size and types of files that can be uploaded. From WinCATS' global configuration settings (on the Clients tab), administrators can designate the maximum file size per attachment. They can also designate which types of files are not allowed for upload for security reasons.
From the Configurations area found in a center record, database administrators can allocate a percentage of the overall 500MB that a center is not allowed to exceed. For example, entering 0% would disallow any documents from being attached to that center's record or its client records. Entering 50% would provide the center with 250MB of space for attachments, and so on.
Note: Want to see what percentage of the 500MB is currently being used? Look at the very bottom of the Notices page.