Files
The Files section of the Order application provides centralised file management for each order. It allows users to upload, organise, and secure all documents relevant to an order’s lifecycle — from purchase orders to quality control reports.
This area appears under each order and serves as a digital filing cabinet. It ensures stakeholders can access the most up-to-date documentation without relying on email chains or external drives. Common order attachments include tech packs, QC reports, signed approvals, and shipping paperwork that complement system-generated documents. Centralising them on the order gives production, quality, and logistics teams one place to find evidence during the lifecycle.
Quick Check - Before You Start
- Confirm you are on the correct order before uploading or deleting files.
- Use Upload as private or private folders when files must not be visible or notify suppliers.
Structure
| Column | Description |
|---|---|
| Name | File or folder name. Folders can be expanded for nested items. |
| Size | Displays file size dynamically. |
| Modified By | Shows the last user who uploaded or edited the file. |
Add Dropdown Options
The add dropdown provides the following options for uploading and organising files:
| Option | Description |
|---|---|
| Add a folder | Create a new folder to organise files hierarchically. |
| 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. |
Features
- Folder Management: Organise documents in logical folders (e.g., PO copies, delivery plans, QC reports).
- Supported File Types: PDF, DOCX, XLS, ZIP, MP4, PNG, etc.
- File Upload Size: The maximum file upload size is 500 MB.
- Bulk Actions: Select multiple files for download or deletion (based on permissions).
- Drag-and-Drop Upload: Quickly attach documents directly into the order record.
- 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.
- Lock/Unlock Files: Files can be locked to prevent edits, deletions, or viewing.
- Private Folder Notifications: Suppliers do not receive notification alerts for files uploaded into folders marked as Private on the Instance. This ensures that private information remains confidential and only accessible to authorised users on the Instance.
Tip
- Use folders to group related documents and maintain clarity.
- Use Upload as private when adding sensitive documents that should not be shared with suppliers.
- Lock sensitive documents (e.g., signed contracts) to avoid unintentional changes.
- Files up to 500 MB can be uploaded.
- Audit folder structure periodically to keep documentation organised and current.
Related Actions
- Add Order Comments
- Create an Order
- Edit Order Dates
- Delete an Order
- View Order Documents
- Add Order Forms
- View Order History Log
- Add Order Members
- Change Order Status
Troubleshooting
Why did a supplier get notified about a file I uploaded?
Suppliers do not receive notifications for files in Private folders on the instance. Files outside private folders may follow your normal sharing rules.
What to do: Move sensitive content into a private folder or use Upload as private when adding files.
Why will my file not upload?
The maximum upload size is 500 MB per file. Compress or split large packages, or use a smaller asset.
How do I save a file to a specific folder on my computer?
Right-click the file and choose Save Link As to pick the destination path without using the default download location.