How to make, view and delete attachments

The following example demonstrates how to attach the John Truscott Parties record to the Bibliography record Voyage of the Infinite Discovery.

Note: In this example the Bibliography module is the primary module and the Parties module is the target module. See Attachment Terminology for an explanation of primary and target module.

1. Search the Bibliography module for the required record (Voyage of the Infinite Discovery in this example):

   

2. Click Attach beside the Authors/Contributors: (Book Details) field

   -OR-

   Place the cursor in the Authors/Contributors: (Book Details) field and select Edit>Attach (F11) from the Menu bar.

   The targetAn attachment is made from one record to another. The record from which the attachment is initiated is the Primary record; the record that is attached is called the Target. module opens (this contains the record or records that will be attached to the primaryAn attachment is made from one record to another. The record from which the attachment is initiated is the Primary record; the record that is attached is called the Target. record). In this case the Parties module opens.

3. Search for the record (or records) to be attached (John Truscott in this example).
4. Select the record or records.
5. Click the Attach Current Record button to add one record, or Attach Selected Records button to attach more than one selected record.

   In this case, we'd select the John Truscott record and click the Attach Current Record button:

   

   Note: The Add Selected Records option only works for fields that are multi-valued.

   The Summary DataA one line summary of key fields in a record. In Details View the current record's Summary Data displays beneath the Tool bar; and a Target record's Summary Data displays in an attachment field when an attachment has been made. of the selected record or records is copied into the attachment field in the primaryAn attachment is made from one record to another. The record from which the attachment is initiated is the Primary record; the record that is attached is called the Target. record.

6. Save the record.

   Note: If an attachment is not made, you must close the targetAn attachment is made from one record to another. The record from which the attachment is initiated is the Primary record; the record that is attached is called the Target. module before you can return to the primaryAn attachment is made from one record to another. The record from which the attachment is initiated is the Primary record; the record that is attached is called the Target. module.

The following example demonstrates how to attach the John Truscott Parties record to the Bibliography record Voyage of the Infinite Discovery.

Note: In this example the Bibliography module is the primary module and the Parties module is the target module. See Attachment Terminology for an explanation of primary and target module.

1. Search the Bibliography module for the required record (Voyage of the Infinite Discovery in this example).

2. Locate the Search for and select the record(s) to attach to the Summary DataA one line summary of key fields in a record. In Details View the current record's Summary Data displays beneath the Tool bar; and a Target record's Summary Data displays in an attachment field when an attachment has been made. of the selected record or records is copied into the attachment field in the primaryAn attachment is made from one record to another. The record from which the attachment is initiated is the Primary record; the record that is attached is called the Target. record.

3. Save the record.

In certain modules it is possible to create an attachment record from the current record using the Tools>New menu:

From the:

• Events module it is possible to create a Loans record
• Events module it is possible to create a Conservation record
• Loans module it is possible to create a Movements record
• Loans module it is possible to create a Conservation record
• Movements module it is possible to create a Conservation record
• Traps module it is possible to create a Trap Events record

  Selecting Tools>New>[record] starts up a new instance of the target module in New mode with a link to the initiating record in place:

• If no objects are selected on the Objects tab of the initiating record, all objects attached to the initiating record are added to the newly created record:

  

• If one or more records are selected on the Objects tab of the initiating record, only the selected objects are added to the newly created record:

  

  For example, in the Events module a user selects Tools>New>Loan records for this Event. A new instance of the Loans module opens in New mode. In the new Loans record, the Associated Event: (Loan Information) field links back to the initiating Events record and the Objects Loaned field (on the Objects tab) lists all objects attached to the initiating Events record. If the user had selected one or more objects on the Objects tab of the initiating Events record before selecting Tools>New>Loan records for this Event, only the selected objects would be listed on the Objects tab of the new Loans record.

When an attachment has been made from one record to another:

• The Summary Data of the attached (targetAn attachment is made from one record to another. The record from which the attachment is initiated is the Primary record; the record that is attached is called the Target.) record displays in the attachment field of the record in the primaryAn attachment is made from one record to another. The record from which the attachment is initiated is the Primary record; the record that is attached is called the Target. module.
• The View Attachments button becomes active:

  

From a primary record there are two methods you can use to view the (target) records to which it made an attachment:

• Use the View Attachments button:
  1. Click View Attachments beside the attachment field.

     The target module opens and displays the attached (target) record or records.

     The attached record can be edited and saved.

     When opened in this way, the attachment module does not need to be closed before you can return to the primary module. Click the Title bar of the primary module to return to that module. (The Title bar will turn blue.)

• Use Edit>View Attached>Current Record

  This will achieve the same result as using the View Attachments button.

It is also possible to select multiple records and view all of the target records to which they have made an attachment:

1. Search for or otherwise list a group of records and select them in List View or Details View.
2. In Details View, place the cursor in an attachment field.
3. Select Edit>View Attached>Selected Records.

   All target records to which the selected records have made an attachment from the current field will be listed.

The following animation demonstrates how to open an attached record and edit it; the changes are automatically updated in the primary module:

To delete an attachment:

1. In the primary module highlight the Summary Data attachment field:

   

2. Press DELETE.
3. Save the record.