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How do I upload and manage attached documents?

By default, every WebCATS database is provided with 500MB of attached document storage capacity. In this FAQ, we'll discuss how to upload documents, how to edit previously uploaded documents, and how database administrators can manage and allocate this feature.

Uploading Documents

Attached documents can be associated with client records, conference records, center records, or the notices page (i.e. WebCATS dashboard) that displays after logging in to WebCATS. For example, you might attach a client's business plan to their client record or a center's data entry guidelines to its center record. If a document is relevant to every WebCATS user, regardless of their home center, then the document could be attached to the notices page for universal user access.

Uploading Documents from a Client, Conference, or Center Record

While in view-only mode, you can upload documents to a client, conference, or center record by clicking the Add button located on the Attachments tab, as shown in the next graphic.

Clicking the Add button opens a pop-up window where you can browse for the file to upload, enter a description of the file, associate keywords with the file, and post the file to eCenter Direct, as shown in the next graphic.

Note: For documents that you attach to client records, all information associated with the upload (file name, description, keywords, size, upload date) can be used in the future as criteria for client subsets. For more information on subsets, see the FAQ titled What is a Subset?.

Note: For detailed information on the options available under the eCenter Availability field, see the FAQ titled How do I post documents to eCenter Direct?.

Uploading Documents from the Notices Page

Documents are uploaded to the Notices page from the Notices page. Although the upload process is the same as from client, conference, and center records, it should be noted that database administrators only can upload documents to this area of WebCATS.

Editing Uploaded Documents

Double-clicking the name of an attachment opens a copy of the attachment. If you make and save edits to this copy, you are not editing the version saved to WebCATS. You'll need to upload the new version of the document if you want the recent edits to be reflected in WebCATS.

Managing Attached Documents

From WebCATS, database administrators can view a list of all uploaded documents by selecting Manage|Document Attachments. In addition to viewing or deleting database attachments from this screen, an administrator can also choose to download a Zip file that contains a copy of all the attachments.

Database administrators also have control over the size and types of files that can be uploaded. From WinCATS' global configuration settings (on the Clients tab), administrators can designate the maximum file size per attachment. They can also designate which types of files are not allowed for upload for security reasons.

From the Configurations area found in a center record, database administrators can allocate a percentage of the overall 500MB that a center is not allowed to exceed. For example, entering 0% would disallow any documents from being attached to that center's record or its client and conference records. Entering 50% would provide the center with 250MB of space for attachments, and so on.

Note: Want to see what percentage of the 500MB is currently being used? Look at the very bottom of the Notices page.



For more information on attached documents, view our other popular resource on this topic:



Want more? Browse our extensive list of WebCATS FAQs.