Skip to content

Files

The Files tab centralises documents and folders for a costing, including quotes, supplier correspondence, freight workpapers, and templates. Upload and organise content with folders, drag-and-drop, and optional private locks so sensitive items stay internal. Bulk actions help large dossiers stay manageable through review and approval. Store supplier quotation documents, landed cost spreadsheets, and formal pricing agreements here so analysts and merchandisers share one repository per cost sheet. Private uploads keep commercially sensitive quotes restricted to internal roles during negotiation and approval.

Costing Files

Core Actions

These actions are available to all users with access to the costing record and allow for basic file management.

Feature Description
Add a folder Create folders to group related files, such as Templates, Vendor Quotes, or Freight References. Folders can be expanded to view their contents.
Add files Upload one or more files to the current location.
Upload as private Upload files that are automatically locked. When this option is turned on, uploaded file(s) will not be shared to suppliers. Use this for sensitive documents that should remain internal only.
Drag-and-Drop Upload Easily upload files by dragging and dropping them directly into the costing record. Supports a wide range of file types, including PDF, DOCX, XLS, ZIP, MP4, and PNG.
Download Files Download individual files or use Save Link As by right-clicking on any file to save it directly to your preferred location on your computer.
Delete Files Remove obsolete or redundant files to keep the document repository clean. (Available to users with delete permission)

Costing Files

Files Table Structure

The table displays all files and folders associated with the costing record.

Column Description
Name The name of the file or folder. Folders can be expanded to view their contents.
Size The file size is automatically displayed for each item.
Modified By Identifies the last user who uploaded or updated the file.

Access Control & Bulk Operations

These features help control file visibility and enable efficient management of multiple files.

Feature Description
Lock/Unlock Files Lock files to restrict edits, deletions, or downloads for audit control.
Bulk Actions Select multiple files at once to download or delete. Useful for cleaning up outdated documents or downloading a set of related files.
File Previews Preview supported file types directly within the application.
Save Link As Right-click on any file and use Save Link As to save it directly to your preferred location on your computer without having to download it first.
Important Notes When Using Files

Access Control: File visibility and management capabilities depend on your user role and permissions. Actions such as deletion and file locking are permission-based and may not be available to all users.

File Deletion: Deleted files are permanently removed and cannot be recovered. Exercise caution when deleting files, especially those that may be referenced in other parts of the system or contain important historical context.

Storage Considerations: Large files consume storage space and may slow down downloads for team members. Consider compressing large files before uploading.

Supported File Types: The system supports a wide range of file types including PDF, DOCX, XLS, ZIP, MP4, and PNG. Ensure files are in a supported format before uploading.

Best Practices

Use Consistent Naming Conventions: Use consistent naming conventions for files and folders to ease retrieval and improve collaboration.

Lock Finalised Files: Lock finalised files to prevent accidental modification.

Compress Large Files: Before uploading large files, such as high-resolution images or videos, compress them into a ZIP file. This not only saves storage space but also makes it faster for team members to download the files.

Conduct Regular Audits: Periodically audit the files associated with each costing to ensure they are up-to-date and relevant. Remove any outdated or redundant files to keep the document repository clean and easy to navigate.