Managing Files in an Invoice

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This article provides information on how you can manage all the documents or files related to a specific Invoice and can export those in a customized way.

In the Files page of a particular Invoice, you can see a set of buttons in the toolbar and the uploaded files as shown in Figure 1. Each step shown in Figure 1 is explained in the below table.

Figure 1
Figure 1
Sl. No. Name Description
1 Add File Click to upload a new file
2 Download Click to download all the files that have been uploaded
3 Filter Click to filter and view selected files
4 Back Click to return to the invoice details page
5 Grid View All the available files are displaying in a grid view by default
6 List View Click to view the files in a list view
7 File Title The title of the uploaded file
8 File Action Menu Click to view, edit or delete a file
9 Sort By Click to sort the files according to the alphabets or date in an ascending or descending manner

Add File for an Invoice

To add a new file for an Invoice, click on the '+' button from the Files page within the Invoice as shown in Figure 2.

Figure 2
Figure 2

In the 'Add File' screen, fill in the following details as mentioned in the below table.

Figure 3
Figure 3
Sl. No. Name Type Description
1 Title Required Enter the title of the file
2 Upload File Required Choose the desired file from your system
3 User(s) Optional Select multiple users from the auto suggestion multi-select box
Once you are done with, click on the 'Submit' button to save your information.

Download Files

To download all the Files uploaded for an Invoice, click on the 'Download' button as shown in Figure 4.

Figure 4
Figure 4

Upon doing so, the 'Download Files to Excel Sheet' pop-up window will appear with two buttons 'Proceed' and 'Cancel' as shown in Figure 5 in which a list of fields related to File will be available and there will be a checkbox against each field name. Check the fields which you want to be downloaded and then click on the 'Proceed' button to download the list of Files otherwise click on the 'Cancel' button.

Figure 5
Figure 5

Filter Files

To filter and view specific Files, click on the 'Filter' button as shown in Figure 6.

Figure 6
Figure 6

Then, enter or select values in the respective fields available in the 'Filter Documents' pop-up window and click on the 'Filter' button as shown in Figure 7.

Figure 7
Figure 7

View an Individual File

To view an individual file, click on the '3 Dots Menu' appearing for each file. Then click on the 'View' link as shown in Figure 8.

Figure 8
Figure 8

Upon doing so, you will be redirected to the view file page where the uploaded file will be downloaded and you can also view the users' names with which the file has been shared as shown in Figure 9.

Figure 9
Figure 9

You can also download, Edit or Delete a file from the view page of a file by clicking on the '3 Dots Menu' as shown in Figure 10.

Figure 10
Figure 10

Click on the 'Back' button to go back to the files page as shown in Figure 11.

Figure 11
Figure 11

Edit an Individual File

To edit an individual file, click on the '3 Dots Menu' appearing for each file. Then click on the 'Edit' link as shown in Figure 12.

Figure 12
Figure 12

In the 'Edit File' page, edit the requisite details and click on the 'Submit' button as shown in Figure 13 to save your edits.

Figure 13
Figure 13

Archive an Individual File

To archive an individual file, click on the '3 Dots Menu' appearing for each file. Then click on the 'Delete' link as shown in Figure 14.

Figure 14
Figure 14

Upon doing so, the 'Archive File' pop-up window will appear with two buttons 'Proceed' and 'Cancel' as shown in Figure 15. To archive the file, click on the 'Proceed' button otherwise click on the 'Cancel' button.

Figure 15
Figure 15

List View

Click on the 'List View' button in the toolbar as available on the Files page to view the files in list view as shown in Figure 16.

Figure 16
Figure 16

The List View allows you to view the Files in list view as shown in Figure 17. Each file can be viewed/downloaded, edited and archived in the list view page as well as in the grid view page by using the 3 Dots Menu.

Figure 17
Figure 17

Sort Files

Click on the 'Sort By' button as available on the Files page to sort the files according to the alphabets or date in an ascending or descending manner as shown in Figure 18.

Figure 18
Figure 18

Upon doing so, all the options available for sorting the files will appear as shown in Figure 19 from which you can select a preferable option.

Figure 19
Figure 19

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