Hello, and welcome to the AgWare DataLog attachments section tutorial video. In this video I will show you how to attach files to your sales, how to optimize attached images, and how to delete attachments.
When you open a sale, scroll down until you see the attachments title bar. If this section is not expanded, you can expand it by clicking the down arrow button on the far right side of the title bar; or you can click anywhere on the title bar. When you first open this section in a new sale, it will be blank. You’ll see seven different buttons on the left side of this section. To add an attachment to a sale, simply click the add button. This will bring up a new window that will allow you to browse the files on your computer for the specific file you want to attach. You can attach many different file types in this section such as: images, PDF files, excel spreadsheets and word documents.
When you add an attachment to a sale, a copy of the file is embedded in the sale. You will still be able to see and use the attachment if the original file is moved or deleted.
The next button is the export button. This copies the selected attachment and allows you to export it to another location on your computer. To export, highlight the attachment you would like to export, and then click the export button. This will bring up a directory allowing you to browse for your desired destination. For this video, I’ll just choose my desktop as the destination. Then click okay. Now, when I go to my desktop, I should see the picture.
The next button is delete. This simply deletes any highlighted attachments. The next button is optimize. Any time you attach pictures to a sale you’ll want to make sure that they’re optimized to reduce the sale size. To do this, click on the optimize button. This will bring up a window asking how you want to optimize your images – either as an exhibit or as a picture. The program will automatically choose the best selection for each image. You’ll want to scroll through the list just to ensure each attachment has been chosen to optimize. Then you’ll click ‘ok-optimize’. Depending on how many attachments needed to be optimized, it may take a few seconds to complete the optimization. Once it’s done, the window will disappear, and you’ll see a status balloon that tells you how much the total attachment size was reduced due to optimization.
The next button is open. This opens the selected attachment whether it’s a word document, excel spreadsheet, picture, etc. You can also double click directly on the attachment to open it.
The copy image button is next, and it copies the selected image attachments so that you can paste them in another location such as a ClickFORMS photo cell or a word document. The last button is the view button. This allows a user to switch between the thumbnail view and the detail view.
If you are an enterprise user, and you copy a sale that has attachments from the enterprise database to your local database, you will have to download all of the attachments for them to appear. You can do this a couple of different ways. You can either right click on the sale in the sales grid, and choose download all attachments; or you can show the attachments in the sales viewer below the sales grid and choose download attachments.
To recap, you can add attachments of various file types to sales. However, unless these items are also attached as a photo page, they will not transfer over to ClickFORMS. A good thing to note is that anytime you add images or PDF files to a photo page, it will also add the items to the attachments section. Also, if you are using the discounted cash flow tab in the income analysis section, DataLog will place an excel spreadsheet containing the DCF data in the attachments section.
I hope this tutorial was helpful for you today. If you have any questions or comments, please don’t hesitate to give us a call at 605-787-7871, or send an email to [email protected]. Thank you for taking the time to view this online video and thank you for choosing the AgWare software.