How to Manage and Documents & Files
There are different approaches to organize files and documents depending on your needs and work flow.
Choose the one which suits best to you.
Simple: Attaching Limited Number of Files to each Record
- You have records to which you want to attach files (e.g. Projects).
- You are sure that, for all times, the maximum number of files you may attach to each record
is a small, limited number (e.g. less than 10).
- You do NOT need to save additional information about the file itself.
If conditions given above apply, do the following:
This option also has the advantage of displaying attached file names with each record on a tabular view.
Advanced: Attaching an Unlimited Number of Files to each Record
- You have records to which you want to attach files (e.g. Projects).
- You want to be able to attach any number of files to each record without limitation.
- You need to save additional information (e.g. description, version etc.) about the file itself.
If conditions given above apply, do the following:
- Create a seperate catalog to save each file (e.g. File Archieve),
- Create a file field on this catalog and optionally, more fields to save information about file,
- Create also a Multi-1 relationship field on catalog File Archieve and set the target catalog as the main catalog (e.g. Projects),
This option requires more steps to display or attach files but allows you to attach any number of files to a record and also track some
extra information about the file itself.