In addition to being able to assign descriptions, users have the ability to assign a sort order to the attachments held within cost management module sections to control the order in which the attachments present within the Attachments grid. Additionally, within cost management module section items where the print with attachments function is available (Commitment Info, Contract Events, and Commitment Events), the sort order will control the order in which those attachments are included within the print of that section item.
In addition to being able to control the sort order of the attachments, cost management module attachments can be marked as private. Attachments that are marked as private can only be viewed by Project Admins and project members that belong to the owning organization of the project. This is similar to internal change orders, the use needs to have permissions to the Cost Management Module Section and have the role of project admin from the owning organization of the project. Furthermore, within cost management module section items where the print with attachments function is available (Commitment Info, Contract Events, and Commitment Events), a private attachment will not be included within the print of that section item.
Sort Order - A numerical numbering scheme that can be assigned to items to control the order in which they are arranged
Private Attachments - An attachment that has been marked as private. Private Attachments are only viewable by project members that belong to (are employees of) the owning organization of the project, similar to internal change orders, and have permissions to the Cost Management Module Section. Private attachments will never be included in prints or Transmittals. (If a private files needs to be printed, it will need to be made public, the item printed, and the file marked back as private)
(No external project member users, even with assigned permissions, will be able to view private attachments)
Public Attachments - A standard attachment that has not been marked as private. Public attachments are available to any user with permission to the project section and will be included on all prints that include attachments
Assigning the Description, Sort Order, and Marking Attachments as Private During Upload
The sort order and private attachments can be identifed during the initial upload, however are not required to complete the upload and can be modified after the files are attached
1. Navigate to the Cost Management section or item where attachments will be uploaded
2. Scroll down to the attachments section grid and select Add New Attachment
3. In the Multiple File Upload screen, either drag and drop the files or use the add more files option to browse for the files that are being attached
4. Once all of the files being uploaded are brought into the multiple file document uploader, select Upload to the bottom right
5. Users have the opportunity to include the description of the file(s), mark the file(s) as private, and assign a sort order to the file(s)
6. Once the details regarding the attachments have been captured, select Save at the bottom
7. Back in the section or item that attachments were being uploaded, the attachments are shown within the Attachments grid
Updating the Description, Sort Order and, Marking as Private After Upload
Description
1. Within the attachments grid, select inside the description field of the attachment
2. The text field will present in edit mode and allow for the text to be modified
3. Select Save Changes in the bottom of the attachments grid to record the changes
Note: Users with access to attached files will be able to update the description as needed
Sort Order
1. Within the attachments grid, select inside the sort order field of the attachment
2. Assign the new sort order value
3. Select Save Changes in the bottom of the attachments grid to record the changes
Mark as Private
1. Within the attachments grid, select the checkbox to mark the file as private (or de-select the checkbox to mark the file as Public) within the Mark as Private column of the attachments grid
2. Select Save Changes in the bottom of the attachments grid to record the changes
All modified values will be noted with a red flag, when changes have been saved using Save Changes, the flags will clear and the new information is saved to the database
