Notes and Attachments Tutorials

• Notes and attachments can be linked to all the core modules, such as Contacts, Entities, Items and Transactions.
• When opened from a linked document, the interface appears only in the right-side panel.
• Attachments can also be viewed and managed from the Attachments module.

💡These tutorials explain how to add, edit and delete notes and attachments, view attachments and create attachment lookup lists.

Notes#

How to Add a Note#

1. Right-click an applicable entry (e.g. a transaction) and select View/Edit Notes & Attachments from the context menu.
2. On the panel that opens on the right, click Add (button) > Note. The Edit Note window opens.
3. Reference = Enter a name for the note.
4. Enter the note in the box below the Reference field.
5. Click Save (button).

How to Edit a Note#

1. Right-click an applicable entry (e.g. a transaction) and select View/Edit Notes & Attachments from the context menu.
2. On the right panel, right-click any note you want to edit and select Edit, or double-click the note. The Edit Note window opens.
3. Make the necessary changes.
4. Click Save (button).

How to Format a Note#

1. Right-click an applicable entry (e.g. a transaction) and select View/Edit Notes & Attachments from the context menu.
2. On the right panel, click Add (button) > Note, or double-click the note you want to format. The Edit Note window opens with the HTML editor, on the Editor tab.
3. Reference = Enter a name for the note.
4. Enter the note in the editor. New text is shown in the default font (the General Settings General > Default - Font name for HTML and General > Default - Font size for HTML).
5. Select the text you want to format and use the toolbar (for example, click the bold button, select a text colour or start a list).
   • Note: To paste HTML copied from elsewhere, click Code (tab) and paste it there.
6. Click Save (button). The note is saved as HTML and appears formatted in the notes list.

How to Delete a Note#

1. Right-click an applicable entry (e.g. a transaction) and select View/Edit Notes & Attachments from the context menu.
2. Right-click the note you want to delete and select Delete.
3. Confirm the deletion on the popup.

Attachments#

How to Add an Attachment#

1. Right-click an applicable entry and select View/Edit Notes & Attachments.
2. On the right panel, click Add (button) > Attachment.
3. To use the date fields (Reminder, Issued and Expires), click Actions (button) > Show Dates.
   • Note: While Show Dates is checked, the date fields appear and you can fill them in.
4. Fill in the details as follows:
   1. Status = Select a status from the dropdown list.
   2. Reminder = Select a reminder date from the calendar (e.g. if you want to be reminded about an expiry date or other related event).
   3. Description = Select a description from the lookup list if applicable. Otherwise, enter a description.
   4. Type = Select a type from the dropdown list of supported types. (The type is auto-filled from an upload, but not from a URL.)
   5. Issued = Select an issued date from the calendar (e.g. if you upload a certificate and you want to record the date on which the certificate was issued).
   6. Expires = Select an expiry date from the calendar (e.g. if a membership expires).
5. Click the tab that matches your upload option:
   • Upload from Device:
     1. Check that the file size is less than your limit (e.g. 50 KB).
     2. Drag a file from your device onto the screen, or click Select Files from Your Device (button) to browse to the file you want to upload.
   • Enter URL: Paste or enter a URL in the box provided.
   • Capture Image:
     1. Place the image you want to upload in front of your camera.
     2. Once the image is in place, click Pause (button) to pause the capture on QuickEasy BOS.
     3. Click Save (button) to capture the image.
     4. Additional camera controls:
        • Click Switch (button) to switch to a different camera.
        • Hover your mouse over the camera display and click the Settings icon to switch to a specific device or to change the resolution.
        • Use the slider in the bottom right-hand corner to set the quality of the saved JPEG image, from 0 to 100 (the default is 50). A lower number gives a smaller file.
          • Note: If the image is larger than your limit, the message “Maximum file size exceeded.” appears and the image is not saved. Move the slider down and save again.
   • Paste Image:
     1. Copy an image to your clipboard.
     2. Click inside the Paste Image tab and press Ctrl + V or right-click and select Paste.
     3. Use the slider to set the quality of the saved JPEG image, as for Capture Image. The same file size limit applies.
6. Click Save (button) if it is not greyed out.
7. Close the popup by clicking the X in the top corner.

How to View an Attachment#

1. Right-click an applicable entry (e.g. a transaction) and select View/Edit Notes & Attachments from the context menu.
2. On the right panel, right-click any attachment and select Copy Link.
3. Open a new tab in your browser and paste the link in the address field (Ctrl + V).
4. Press Enter.

How to Edit an Attachment#

1. Right-click an applicable entry (e.g. a transaction) and select View/Edit Notes & Attachments from the context menu.
2. On the right panel, right-click any attachment you want to edit and select Edit.
3. Click Edit (button).
4. To use the date fields (Reminder, Issued and Expires), click Actions (button) > Show Dates.
   • Note: While Show Dates is checked, the date fields appear and you can fill them in.
5. Make any changes or fill in the details as follows:
   1. Status = Select a status from the dropdown list:
      • Pending
      • Active
      • Expired
   2. Reminder = Select a reminder date from the calendar (e.g. if you want to be reminded about an expiry date or other related event).
   3. Description = Select a description from the lookup list or enter a description if there is no lookup list.
   4. Type = Select a type from the dropdown list (optional: this field is filled in automatically from your upload):
      • Document (.pdf)
      • File
      • Link
      • Image (.jpg, .png)
      • Image (Default)
      • Signature (Start)
      • Signature (Stop)
   5. Issued = Select an issue date from the calendar (e.g. if you upload a certificate and you want to record the date on which the certificate was issued).
   6. Expires = Select an expiry date from the calendar (e.g. if a membership expires).
   7. To change the uploaded file or URL, click the applicable tab:
      • Upload From Device: Drag a file onto Drop File Here, or click Select Files from Your Device (button) to select one.
      • Capture Image: Capture a new image using your camera.
      • Paste Image: Paste an image into the tab (Ctrl + V).
        • Note: The original file or image is replaced without warning.
6. Click Save (button) if it is not greyed out.
7. Close the popup by clicking the X in the top corner.

How to Delete an Attachment#

1. Right-click an applicable entry (e.g. a transaction) and select View/Edit Notes & Attachments from the context menu.
2. On the right-side panel, right-click any attachment you want to delete and select Delete.
3. Confirm the deletion on the popup.

How to Create Lookup Lists for Attachments#

1. Right-click an applicable entry and select View/Edit Notes & Attachments.
2. On the right panel, click Add (button) > Attachment.
3. Click Menu (button) > Edit Description Lookup Lists.
4. Enter the references, one word or phrase per line.
5. Click Save (button).