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Manage Data Entry Form Attachments

Revision as of 20:37, 8 January 2014 by Laura (talk | contribs) (Version 6.0)

You can attach files to a Data Entry Form so that the file can be shared with other IMSMA users. Data Entry Form attachments are managed via the Attachments window. To display the Attachments window, click the Manage Attachments button on the Data Entry Form Editor window.

Attachments window

Attachments window

The Attachments window contains two sections:

  • A filter section for limiting the list of data displayed – You can filter the data displayed in the table by selecting a filter from the list and entering a filter value. Attachments passing the filter are listed in the table.
  • A table for the data – By default, the table displays all attachments in IMSMA. The data displayed in the table is sorted in descending order by entry date. To change the sort order of the data, click the column header associated with the attribute on which you would like to sort the data.

Contents

How to Filter the Attachments Displayed

The filter limits the attachments displayed in the table to only those attachments that contain the filter value. By default, the filter list in the Attachments window is set to All. The All filter returns all attachments associated with the Data Entry Form to the table.

Attachments Filter window

Attachments Filter window

To filter the attachments displayed in the table:

  1. Select the attribute on which you would like to apply the filter from the Filter list. Filter options for attachments include:
  • Data Entry Date – returns attachments with an entry date that contains the specified value.
  • File Description – returns attachments with a description that contains the specified value.
  • File Name – returns attachments with a file name that contains the specified value.
  • MIME Type – returns attachments with a MIME type that contains the specified value.
  • Enter a value that the selected attachment filter must contain. Note that the filter is not case-sensitive.
  • Click the Apply button.
    • The attachments passing your criteria are listed in the table.

    How to Add an Attachment

    To add an attachment to a Data Entry Form:

    1. From the Data Entry Form Editor window, click the Manage Attachments button.
      2. The Attachments window displays.
    Attachments Window

    Attachments Window

    1. Click the Upload an Attachment button.
      2. The New Attachment window displays.
    New Attachment Window

    New Attachment Window

    1. Click the Upload an Attachment button.
      2. The Open window displays.
    2. From the Open window:
      1. Navigate to the directory of the file that you would like to attach to the Data Entry Form.
      2. Click the file name.
      3. Click the Open button.

    The name of the file displays in the File Name field and the file type displays in the MIME Type field. Note that although the MIME Type field may not always display the correct file type the file will be attached to the Data Entry Form.

    Note.jpg Attachments should be no greater than 100 Mb.
    1. Enter a description for the file in the Description field.
    2. Click the Upload button.
      3. The attachment displays in the Attachments window.

    How to Download an Attachment

    To download an attachment:

    1. From the Data Entry Form Editor window, click the Manage Attachments button.
      2. The Attachments window displays.
    2. Click the row associated with the attachment that you would like to download.
    3. Click the Download Selected Attachment button.
      4. The Save window displays.
    4. From the Save window:
      1. Navigate to the directory where you would like to save the file.
      2. Click the Save button.
        3. A copy of the file is saved to the specified directory on your computer.

    How to View or Print Attachments

    1. Click Manage Attachments in the Data Entry Form Editor window.
      2. The Attachments: Default < Item > Form window opens and displays all files attached to the Data Entry Form.
    Note.jpg Use the filter to find an attachment.
    1. Select a file from the attachments list.
    2. Click View Selected Attachment.
      3. The file displays in the associated application.
    Note.jpg If the file does not display, check your Windows settings.
    1. Print the file from the associated application

    How to Remove an Attachment from a Data Entry Form

    Removing an attachment detaches it from the Data Entry Form. To remove an attachment from a Data Entry Form:

    1. Click Manage Attachments in the Data Entry Form Editor window.
    2. Click the row associated with the attachment that you would like to remove.
    3. Click Remove Selected Attachment.
      4. The Verify Deletion window displays.
    4. Do one of the following:
    • To remove the attachment, click the Yes button.
    • To cancel the delete operation, click the No button.
    Using Data Entry Forms
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