AvSight Global—Uploading and Sharing Files in AvSight
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AvSight provides a simple, yet powerful way to manage documents throught the application. Documents such as images, PDFs, text, spreadsheets and others can provide a virtual paper trail as well as additional needed information for records and transactions. This article will discuss many of the locations where files can be uploaded or attached to a record in AvSight. NOTE: Document scanning will require the use of a scanner or other device and may require the assistance of your local IT department.
Overview of File Attachments in AvSight
AvSight relies on the built-in feature for uploading and sharing files provided by the Salesforce platform. Please see the Salesforce User Guides provided through the link below for details on the built-in feature: https://help.salesforce.com/articleView?id=collab_files_upload_share.htm&type=5
Most record type of transactions (RFQs, POs, Sales Order, etc.) will allow files to be uploaded and attached to the record. Other processes allow documents generated during the workflow to be attached to the record being processed. For example shipping documents and certifications can be attached to the release during the shipping process and will be available for reference if necessary by opening the release.
In addition to the existing areas in AvSight that provide the opportunity to upload files as part of the screen workflow, files may be manually attached to any record in any AvSight module. For example, files may uploaded and attached to Inventory Stock Lines, Quotes, POs, RMAs, Exchanges, Accounts, Part Masters, Alternates, Releases, etc. Since the business revolves around parts, the location of files are primarily around the Inventory Lines while supporting documentation may be kept on individual orders, accounts, part masters, etc. Examples of file attachments and where they would normally be stored:
- Inventory—store certifications, traces, and other paperwork that would also be found attached to the parts. These are normally generated as part of the receiving process.
- SO Headers—attaching the original customer PO
- Accounts—storing customer or vendor approval supporting docs, customer requirements
- Releases—attaching outbound certificates, packing slips, and other paperwork sent out with the parts. These are normally generated as part of the outbound QC/Shipping process.
Because storage is limited, attaching multiple copies of the same file can unnecessarily waste space. Multiple copies of documents can also create problems if they become outdated and need to be replaced. Storing once and using many is a best practice when it comes to storing files.
Attaching Files During the Workflow
During the shipping process, a number of documents that are generated during the process can be directly attached to the release. Start by navigating to the Operations Module using the Apps Launcher and select a release to start the process. Pick the item(s) to move to the Outbound QC tab. In Outbound QC, notice the option to Generate Docs, or Add Files. Clicking Add Files, will give you an option to upload files other than the ones automatically generated.
For this exercise click Generate Docs to select the documents to be generated. Select at least one document to be generated and then move through the screens by clicking Next until the forms preview screen is reached.
At this point the documents can be printed for a hard copy to file and/or a PDF can be generated and attached to the release for future reference. Select Save Copy to Release. Navigate back to the Release form and notice under the All Related tab there are now PDFs of the documents under the Files section.
Attaching files During Receiving
During the Receiving process files can be attached to multiple items at once. This expedites the process when the same document should be attached to all of the items being received as well as reducing the amount of storage space being used. After clicking Receive, select the lines to have the files attached and select Upload Files, choose the file—multiple files can be selected by CTRL or Shift clicking if they are in the same location—to upload and then click Done.
Uploading Files Manually
At times it may be desired to attach files that are created outside of the workflow, such as attaching a customer’s PO to a sales order in order to provide a paper trail. The process is the same for virtually all records, so the steps outlined below can be used throughout AvSight.
To upload an image to a Sales Order, follow the steps below:
- 1Go to the Sales Order tab
- 2Select the Sales Order to which the files will be attached
- 3Click on tab labeled All Related
- 4Scroll down to the Files section
- 5Click Upload Files and navigate to the folder location where the files have been stored. Alternatively files may be dragged and dropped into the white area shown in 5 below.
Previously uploaded files may be attached to multiple documents as well. In the All Related > Files section of the record, click Add Files to open the list of files to choose from.
Select the desired file(s) and click Add to attach them to the record. Using files in this way makes efficient use of the storage allotment and makes it easier to control file versioning.
Updating or Removing Files
At times, files may become outdated or changed for some reason. For example, attaching the incoming paperwork of received parts may have been corrected and the updated paperwork needs to be attached to the inventory. To update a file, in the All Related > Files section of the record, select View All to open the list of files attached to the record. Select the down arrow to the right of the file to be updated and select Upload New Version.
This will open a file browser to allow the new file to be chosen, followed by a dialog box to allow notes to be added to the new file.
View File Details displays a preview of the file, plus other useful information about the file.
There are several other options available from the View All dropdown:
Download Allows the file to be downloaded to a local computer.
Share allows the file to be shared with others in the company.
Public Link creates a sharable link that can be sent to others who aren’t AvSight users allowing them to access the file from the internet.
Edit File Details allows information about the file to be changed—i.e. the file name.
Delete deletes the file from AvSight. This will completely remove it from the system making it unavailable to be attached to another record.
Remove From Record removes the file from the record, but retains it in the list of files available to attach to records.
Sharing Files
Files can be shared with others outside of the organization if needed. For instance when generating RFQs, POs, Customer Quotes, etc. it may be desirous to send additional documents or files with the emailed document. The steps below outline the process for a Customer Quote, although the steps are similar for other records as well.
Customer Quotes
When sending a quote to a customer via the AvSight email quote feature, there is an option to attach files to the quote.
NOTE: There are limitations as to the number files that can be attached. Also, any files selected to be attached to the quote will be provided to the customer via a link displayed in the bottom of the quote and in the body of the sent email and will not be provided as attached files to the email. Only the quote is sent as an actual document in PDF form.
- Click Upload Files to attach files from outside the AvSight system.
- Click Attach Existing Files to attach files related to the quote. These can come from files attached to any inventory specified in the line items quoted or from any files saved to the Quote header.
Updating Files in the Files Repository
Besides editing the files from an individual record, all files can be accessed by opening the file repository. Select the Apps Launcher and scroll to the list of items displayed below the module selector. Click Files to open the list of all files. The process of editing the files will be the same as outlined above.
Additional information can be found by following the links below.
Sharing files manually within your organization:
https://help.salesforce.com/articleView?id=collab_files_sharing_people_lex.htm&type=5
Sharing files manually outside your organization
https://help.salesforce.com/articleView?id=collab_files_sharing_via_link.htm&type=5