Acumatica Pro Tip: Tame Document Overload with Acumatica File Management Tools

stack of file folders

Written by Laura Schomaker

May 31, 2019

Many modern ERPs let you attach files to your records. This is a useful feature when keeping track of important internal or customer documents, like invoices, receipts, purchase orders, etc. The only problem is, if you have many people working on the same file and they upload a new version each time they make even the slightest change, it quickly becomes difficult to tell which copy is most up to date.

Acumatica understands this is an issue for many of its users. That’s why Acumatica ERP file management system allows you to save different versions of a file with unique version numbers and notes. That way, anyone looking at a record can quickly tell what changes someone made to each and when.  If you’ve ever used SharePoint and are familiar with how it keeps track of the various versions of each document in its library, Acumatica is similar

Want to see Acumatica file management features in an action for yourself?

Here’s a 4-minute tutorial that walks you through the basic file management features in Acumatica. In it, you will learn how to upload a file, edit that file’s details, upload a new version, download the latest version and delete file attachments.

Go ahead, try it for yourself!

11 STEPS


1 Log into Acumatica as usual. Navigate to the window you wish to attach your file to. In this example, we are going to attach files to a project transaction.

Step 1 image

2 Click the Files button at the top of the screen.

Step 2 image

3 Using the dialog box that appears, there are two ways to attach a file to this record. The first option is to click the browse button to locate the file on your hard drive or in your cloud storage.

Step 3 image

4 Once you find the file you wish to attach click Upload.

Step 4 image

5 The second way to attach a file to a record in Acumatica is to drag it from its current folder and drop it onto the open dialog box you see here. If you are attaching a large file, you may see a progress bar as Acumatica completes the upload.

Step 5 image

6 To add additional information or see more details about the file you just uploaded, click the edit link to the right of the file name. This will open a new window.

Step 6 image

7 As you can see, this window provides a lot of information about the files attached to this window. You can see how many versions there have been, change who has access to the file and more.

Step 7 image

8 If you need to, you can even upload a new version of the file or download a copy of the latest file attachment, using the buttons at the top of the screen.

Step 8 image

9 If you choose to upload a new version of the file from this window, a new dialog box like the one you see here will open.

Step 9 image

10 If you click the get latest version button, a copy of the most up-to-date file will automatically be saved to your computer's default download location

Step 10 image

11 Should you discover that you accidentally uploaded the wrong file, or attached it to the wrong location, you can easily remove the file from the system by clicking on the trashcan icon at the top of the screen.

Step 11 image

Here's an interactive tutorial for the visual learners

https://www.iorad.com/player/1573396/How-to-use-the-file-management-features-in-Acumatica

As you can see, Acumatica file management features make it a snap to keep all your most important documents in one place. Finally, you and your coworkers can have a single version of the truth to work from. No more wondering which documents are out of date or need updating. I’m sure we’ve all wasted precious time scanning seemingly endless email strings looking for the reply with the latest copy of a file. With Acumatica, this frustration finally ends and you can focus on getting your work done rather than preparing to do it.

Want more quick Acumatica user tips like this one? Visit our other Acumatica Pro tips blog posts. If there is you’d like to see us cover in a future blog, shoot us an email. We are always open to suggestions.

 

You May Also Like…

Top Five Tips for Staying Connected While Working Remotely

Top Five Tips for Staying Connected While Working Remotely

When you work from home, it’s easy to feel you’re on an island all alone. You miss catching up in the break room, at lunch or at the end of the day. And getting questions answered or brainstorming together feels much more arduous. But it doesn’t have to be this way.

read more
Microsoft Teams for IT: A How-To Guide

Microsoft Teams for IT: A How-To Guide

Whether you are just beginning to use Microsoft Teams to run your IT department, or you’re not sure your setup is as efficient as it could be, this blog is for you. Keep reading to discover the six key things you should do to set up Microsoft Teams for maximum productivity.

read more
Microsoft Teams for HR Professionals: A How-To Guide

Microsoft Teams for HR Professionals: A How-To Guide

As a HR pro, you have a lot on your plate. There’s a variety of recruitment and onboarding activities to manage, information about job candidates to track, hiring decisions to collaborate on and more. Often much of this work occurs during face-to-face interactions. So, switching to remote work can be a tough transition for some. Learn how Teams can help.

read more