Adding Attachments

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TO ADD AN ATTACHMENT IN YOUR DATALOG

Adding attachments to a sale within the DataLog is an easy process. The first thing you need to do is make sure that you have the files you want to attach to the sale scanned and saved in a folder somewhere. You can attach any kind of file you want to the sale – Word documents, photos, scanned maps, PDF files, etc. But only your image files will transfer to an exhibit form in ClickFORMS. The other types of files can be opened from the DataLog, but not transferred to a report.

To start the process, open up your DataLog and then open the sale you want to add attachments to. The attachments section is at the very bottom of every sale.

As you can see in the image above, you can “Add” an attachment, “Save” the attachment to another file, “Delete” it, “Open” it, “Copy” the image to another file, and/or “View” it in a different format. If you have a lot of attachments for a sale, you change the View to “Details” and view about 10 attachments in the screen without scrolling down.

To add an attachment to your sale, click on the “Add” button and locate the file you want to add. Once you click on “Open” the file should be visible in the attachments cell, as shown in the image above. If you want to rename the file once it has been added as an attachment, simply right click on the file and select “Rename”. Renaming the file will create another copy of the file with the corrected name. You will have to delete the original attachment using the “Delete” button.

If you want to view your attachments in a different format, click on the View menu and select “Details”.

If you want to open an attachment that you have added to your sale, double click on the file OR click on the “Open” button. The file will open using whatever system it was saved in – Microsoft Word, Acrobat, or Microsoft Picture Manager.

To Add an Image Attachment to Your Report

To add an image to your report from the DataLog Attachments section, you do not have to have the sale open. Just make sure that you have selected the sale and can see the attachments at the bottom of the screen. To view the attachments, click on the “Show Attachments” button in the middle of the screen, as shown below. The attachments specific to the sale selected will appear at the bottom of the screen.

Now open up the report you want to add the images to OR open up an Empty Form Container. The first thing you need to do is add the appropriate forms for the image. A “General Exhibit” form will work for most anything and it is the size of a full sheet of paper (8.5” x 11”). There are also photo forms with description boxes if that works better.

Click on the image to select it and then click on the “Copy Image” button. Now go to the exhibit page in your report. Right click on the photo cell and select “Paste”.

The photo should be added to the page. If you want to edit the size of the image, right click on it and select “Cell Preferences”.

The image below is what will come up. You can then decide whether you want the image to “Fit to the Frame”, “Keep Aspect Ratio” or “Center Image”. If you unselect “Fit to the Frame”, the Scale along the right side of the image becomes active and you can adjust the image that way.

To Add a File Attachment (Word/Excel) to Your Report

To add a file (Word/Excel) to your report from the DataLog Attachments section, you do not have to have the sale open. Just make sure that you have selected the sale and can see the attachments at the bottom of the screen. To view the attachments, click on the “Show Attachments” button in the middle of the screen, as shown below. The attachments specific to the sale selected will appear at the bottom of the screen.

Now open up the report you want to add the file to OR open up an Empty Form Container. The first thing you need to do is add the appropriate forms for the file. You are going to be copying and pasting the file information, so a “General Exhibit” form will work for most anything and it is the size of a full sheet of paper (8.5” x 11”). There are also forms with smaller photo cells with description boxes if that works better.

Word document

Once you have added the forms you want, go back to the DataLog and open up the attached file you want to copy to ClickFORMS (Microsoft Word document). You can do this by double clicking on the file or click on the file and click Open.

Once you have the file open, select the information you want to copy to ClickFORMS, go to the Edit menu and select Copy.  Go back to ClickFORMS to the desired form, right click on the picture cell and select Paste.  If you do not like the look of the pasted information, right click on the image and select Cell Preferences. Generally, the best options to select are Fit To the Frame and Keep Aspect Ratio.

Excel document

Once you have added the forms you want to the report container, go back to the DataLog and open up the attached file you want to copy to ClickFORMS (Microsoft Excel document). You can do this by double clicking on the file or click on the file and click Open.

Once you have the file open, select the information you want to copy to ClickFORMS, hold down the Shift key, go to the Edit menu and select Copy Picture. 

An option box will come up asking you a couple of questions. The first item refers to Appearance and the second item refers to Format. For Appearance, you want to select “As shown when printed”. The other options will copy the information to the Exhibit page, but they will not look as nice.

Go back to ClickFORMS to the desired form, right click on the picture cell and select Paste.  If you do not like the look of the pasted information, right click on the image and select Cell Preferences. Generally, the best options to select are Fit To the Frame and Keep Aspect Ratio.

 

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