Attachments in RFMS Core (Paperclip Icon)

Attachment Directory - System Option
>Utilities>System Options>System Wide>General
Category Configuration
Type- Must be Global

This feature allows for attaching not only pictures but PDF files, spreadsheets, and other documents to selected records in many areas of RFMS.

• Supported graphic/image formats include: bmp, wmf, gif & jpg, as well as .wav (sound) files.
• Supported non-graphic formats include: pdf, Word, Excel, Text and Measure Files, Web Links, etc.

IMPORTANT:

• png files are not supported as attachments in RFMS as they can be problematic. 
• heic files are not supported as Windows does not have native support for the format.

Attachments window is accessed by clicking the Paperclip Icon  or by clicking Edit > Attachments.

Use of this feature requires a default folder location for storing attachment files. The default folder is typically named, "Attachments," or something similar as this makes it easier to find files when attaching them to records in RFMS. All users will need to have access to this folder to save or view attachments. The folder does not have to be located in the RFMS directory. However, if it is not, make sure backups include this directory.  If the directory is changed, the files from the old directory should be copied to the new directory to maintain the connection in RFMS. 

Expand each section below to learn more about using Attachments in RFMS Core. 

Setting the Attachment Directory in System Options

Step 1: Locate the "Attachments" or "RFMSPict" Folder
 

On the server, navigate to the location of your RFMS directory and check for a sub-folder named "RFMSPict" or "Attachments" and make a note of the location of this folder for Step 2.

• This is typically a sub-folder in the RFMS directory, but can be located outside of the RFMS directory.
• All users will need to have access to this folder to save or view attachments.
• If at some time in the future the directory is changed, the files from the old directory should be copied to the new directory.
• Tech Note: If the folder is located outside of the RFMS directory make sure backups include this directory.
• To use subfolders for storing attachments, the files must be stored in and attached from sub folders under the main attachment folder.
  For example: \\ServerName\RFMS\Attachments\Builders.
  Note: If using subfolders, the Attachment Directory path MUST be a UNC path​.

The most commonly used names for the folder are "RFMSPict" or "Attachments," however if you do not see a folder by one of these names, consult with your System Administrator or local technician to see if there is another name, or path for the folder. Again, the folder can have any name, yet we recommend using "RFMSPict" or "Attachments" in order to keep it easily recognizable when working with RFMS Support Agents.

Step 2: Set the Attachment Directory in System Options: 

• The Attachment Directory setting is a global setting, meaning it will be the same for all users.
• The path used can be a UNC path, Windows network path, or a local / mapped drive, however RFMS recommends a UNC path (please see note below). 

A note about UNC Paths vs. Mapped Drives vs. Physical Paths for the Attachment Directory path

RFMS recommends only UNC Paths to be used for the Attachment Directory. While Mapped Drives and Physical Paths are possible to use, these path types are not compatible with some current and future add-on capabilities in RFMS, such as RFMS Mobile Apps. If you are not certain how to determine the UNC path to the Attachment Directory, please consult with your local qualified technician.

To set the path, go to: Order Entry > Utilities > System Options > Admin System Options

1. In Search Option Field for Text, type "attach" then hit the tab key on your keyboard.
2. Double-click on the option, "Attachment Directory" to open it.
   Note: If a path is already set for the Attachment Directory, verify the setting with your System Administrator or local technician before changing the path.
3. Click on the pencil in the upper left corner to "Change Value for Tagged Users."
4. Enter the path for your Attachment Directory into the "Folder" field - ALL USERS must have access to this path.
   Please note: RFMS recommends only UNC Paths to be used for the Attachment Directory - see notice above.
5. Click OK save changes.
6. Exit System Options and RFMS completely, then re-open RFMS. Make sure to have all users exit then re-open RFMS to ensure the new settings are available to them.

IMPORTANT:

After the Attachment Directory is set in RFMS, DO NOT change the name of the attachments folder, or the location of the folder. Doing so without updating the Attachment Directory System Option will break the use of Attachments in RFMS.

If setting the Attachment Directory from a user workstation, make sure to enter the correct path to the folder location on the server. Accidentally redirecting the path to a location on the user's local workstation will cause attachment files to be saved in the wrong location, and other users will be unable to add or view attachments.

When migrating RFMS to a new server, the Attachment Directory System Option will need to be updated with the correct path on the new server.  

How to Add Attachments (File / Image / Web Link)

1. With a record selected, click the Paperclip Icon in the toolbar to open the Attachments window. 
2. If attachments have already been added to this record, they will be listed in this window. 
3. To add a new attachment, click the Insert button to open the Add Attachments window.
4. In Add Attachments you can select Get Attachments to attach a file, or Add Web Link to attach a web link (website).
   Note: Opening the Add Attachments window will automatically open the window for the last type of attachment added (file or web link). Click "Cancel" to go back and select the type needed if different.
   
    

Attach a File / Image:

1.  
   1. In Get Attachments (File Explorer) navigate to the location of the file or files you want to attach, select the file(s), then click "Open" and it will take you back to the Add Attachments window showing these details: 
      • File Name: the path and name of the file being attached

      • Desc: the name of the file being attached (optionally change the description by clicking on the current description and typing in the field). 

        Note: If a file is placed in the Attachment Directory (folder) before attaching it in RFMS, the attachment will use the existing filename. But, if a file is selected from outside the Attachment Directory, a copy of the file will be placed in the Attachment Directory and renamed Image####.xxx. For more details, see FAQs: Where does the file I'm attaching need to be located?

        

   2. Click Send to RFMS and it will return to the Attachments windows showing the file has been attached (using the file name as the Description in this window).
   3. A user can also drag and drop files from the File Explorer/Desktop to the Add Attachment window. 

Attach a Web Link:

1.  
   1.  
      1. In Add Attachments window click Add Web Link
      2. Type a description of the link in the Description field.
      3. Paste a copy of the Web Link (URL) in the Link field then click OK and it will take you back to the Add Attachments window.
      4. Click Send to RFMS and it will return to the Attachments windows showing the file has been attached, using the description you entered as the Description in this window.
         
   2. When complete, click the Blue Arrow  to exit and save the attachments.

Note: The attachment size for any of the web based programs is 100MB.

View Attachments

When browsing a list of records, a paperclip icon will be shown next to any records that have attached files or links. Select a record and click the Paperclip at the top of the window to open the Attachments browse window.

• Highlight an attachment in the list to see a preview on the right.
  Note: not all file types can show a preview.
• Click the View button to open an attached file. This will launch the appropriate program to open the file based on the file type. 
• When viewing a web link, the default browser will open to that web page. 

Delete Attachments

• Use this button to delete a highlighted record.
  Note: this will delete an attachment from a record in RFMS, but the file will remain in the folder. 

Print Attachments

• This function can only be used with some attached graphic files. Other files must be opened and printed from the program they are opened in.
• After clicking Print, a data entry screen appears where customer information may be entered as well as customized comments that will also print in the document. Selecting Print Image Only will print a larger image with no other information.
• After entering the data, click the Print button for a Print Preview of the document.
• Click the printer button  to send the document to the printer, or File > Save As PDF to save it as a PDF File. 
  

Show Path to Attachment File

• Clicking Show Path will open a dialogue box showing the path and filename to where the attached file is saved in the Attachment Directory on the server. 

Show Related Attachments

 

• Select the Show Related Attachments box to view other attachments related to the current record. For instance, attachments for the product record related to an inventory record. Or, if an order has an A/P record tied to it, this will show the related attachments.

Drop Outlook Attachments Here

 

• Attachments from Outlook can be added as an attachment in RFMS by dragging and dropping the attachment to the lower right of the attachment screen where it says "Drop Outlook Attachments Here."
  • Note: This feature only works with the Local Setup for Outlook, not with remote setup.
    This feature is not supported in the Cyncly Hosting environment. 
  • Note: We have found an issue stemming from Windows in which some users are not able to drag and drop an attachment from Outlook. This issue is not exclusive to RFMS, nor can it be resolved by RFMS. Therefore, the workaround for these users will be to save the attachment from Outlook then attach it to a record in RFMS using the Insert button. 

FAQ's

1. Where does the file I'm selecting to attach need to be located?
   • Best practice when using Attachments in RFMS is to have a user place the file to be attached into the Attachment Directory before attaching it in RFMS. Doing this means RFMS will see the existing file and use the existing filename.

   • When a file being attached is NOT already located in the Attachment Directory, RFMS will make a copy of the selected file, place the copy in the Attachment Directory, and rename the copied file to Image####.xxx. For instance, if a user has a file named JonesCarpet.jpg on their desktop, they can navigate to their desktop to select the file when attaching it in RFMS. The program will copy the file into the Attachment Directory and name it to an "Image####" file. 

     IMPORTANT: Do not rename "Image####" files in the Attachment Directory - this will break the attachments.

     
     
      

2. Can we use subfolders in the Attachment Directory?

   • To use subfolders for storing attachments, the files must be stored in and attached from sub folders under the main Attachment folder.
     Example: \\ServerName\RFMS\Attachments\Builders 
      

     Note: If using subfolders, the Attachment Directory path MUST be a UNC path​.

     

3. Can I see if lines in an Order/Quote have attachments without opening the Order/Quote
   There are two ways this can be done.
   • First:
     • Highlight an order/quote.
     • Click the Attachment button
     • Check the Show Related Attachments box. Select the Related Attachment to preview it. 
       
   • Second: 
     • Highlight an order/quote.
     • Click the View Lines Button
     • Click the Paperclip in the View Lines window.
     • The Attachment browse list will open. To see attachments on all the lines and the header, click the Show Related Attachments box.
       

4. Will attachments copy when copying an estimate or estimate template?

   • Use the Quick Copy button to have drawings and other attachments on estimates and estimate lines will copy over to a new estimate.

5. When I click "Show Path" my file name is, "Image#####.xxx"

   • See FAQ #1, Where does the file I'm selecting to attach need to be located?

Troubleshooting

1. Attachment Folder Not Found
   • Check Path of Attachment 
     Go to an order in order entry and click the paperclip icon, then click "Show Path."
   • Compare the path shown to the "Attachment Directory" setting in System Options. This can be done by going to Utilities > System Options > Admin System Options > Type "attachment" in the Search Option Field for Text and press the tab key on your keyboard.
      
   • If the paths do not match consult with your system administrator to ensure the correct the Attachment Directory is set to the correct path and update if needed (see instructions above in section, "Preparing to Use Attachments and Setting the Attachment Directory in System Options - Step 2."
2. Can't view the attachment
   1. Is the appropriate program installed on the workstation to view the files, and set as the default app for the file type? If using remote connections, verify the appropriate program is installed on the Remote/Terminal Server (for instance, a PDF Reader must be installed for viewing PDF files).
   2. Confirm that the attached file is in the actual Attachments folder by opening the folder in File Explorer and locating the file. 
      Note: Use "Show Path" in the Attachments window to determine the path to the actual file in the Attachments folder.
   3. If users log into RFMS remotely please be sure they have accessibility and permissions to view and add to the folder for the Attachment Directory.
   4. If unable to see a Preview of an attached file in the Attachments window, please note, not all file types are able to be previewed (for instance, PDF files will not preview in the Attachments window).

If you have any further questions or concerns about RFMS Attachments, please submit a new support ticket to [e-mail].