This article describes the function and usage of custom File Attachment fields within the Customs Editor. File Attachment or Multiple File Attachment fields are used when attaching one file or multiple files to a project within a custom section. You can also always upload files using the project email, attachments to Activity notes and comments, or straight to the Docs section.
File Attachment fields have a wide variety of uses. Common uses of this custom field type include attaching receipts, medical records, leases, contracts, and any other signed documents.
To learn how to add custom fields, including File Attachment fields, read the article on using the Customs Editor and the first section below.
The Customs Editor is an Advanced tool and requires Org Admin privileges.
Adding File Attachment Fields
File Attachment fields and Multiple File Attachment fields can be added in the Customs Editor just like other custom fields. However, File Attachment and Multiple File Attachment fields have additional options available.
File Attachment and Multiple File Attachment fields can be created with auto hashtags and with an auto-move to folder feature.
Including one or more auto hashtags will attach those hashtags to the file. The file can then be searched by any of those hashtags in the Docs Section search, in the Search Project and Search Deeper tools, and in reports.
Adding auto-move to folder requires a project folder template, and will automatically move the file to the correct folder in the Docs Section when it is attached. If the folder chosen for auto-move does not exist in the project—for example, if the project folder template is changed, or a folder is deleted in the individual project—folders will automatically be created, including the entire folder path.
These options work for both File Attachment field and Multiple File Attachment fields, but the files attached in a Multiple File Attachment field will all share the same hashtag and the same folder.
Using File Attachment Fields
File Attachment fields accept any file type. Files can be added from your computer or from the project’s Doc Section. A single file attachment field appears in the project section as an "Attach a Project Doc" field and an upload button.
A Multiple File Attachment field appears first as a green “+ Add Docs” link. Click this text to open the “Attach a Project Doc” and “upload” options.
If you are attaching a file already in the project, click in the “Attach a Project Doc” field and search for the correct file. If you are uploading a file from your computer, click on the upload button.
Once you attach and save a file here, you will be able to click on the link to preview the file, or click on the arrow to see a dropdown menu with options to download, preview, rename, remove, and more.
All file attachments uploaded in a File Attachment or Multiple File Attachment field will also appear in the project’s Docs Section.
In the dropdown menu for an attached file, you will have the choice to remove the file. When you click “Remove,” you will see the following window with two choices.
If you would like to remove the file only from this field, click the blue “Remove from Here” button. If you would like to delete this file from the project entirely, including from any other places it is attached and from the Docs Section, click the red “Delete from Filevine” button.
Functions of File Attachment Fields
Most, but not all, document, image, image, video, and audio files are able to be previewed in Filevine. Clicking on the file, or clicking the dropdown menu and then choosing “preview,” will open a window will the file. A full list of the file types able to be previewed can be found in the "Preview Files" article.
Clock System Errors
Please note that Filevine file uploads, including attachment fields, require an accurate system clock. If you encounter errors, please read this article on document upload errors.
Converting a Field
It is impossible to convert a File Attachment or Multiple File Attachment field to any other field after it is created, so it is important to select the correct field type from the start! File attachment fields and multiple file attachment fields cannot be converted to one another.
Attachment fields have very limited reporting criteria. Reports can be limited by whether the file has been attached in a single or multiple file attachment field. Keep in mind, for a multiple file attachment field, this will mean that at least one file has been attached.
Including a single File Attachment field in a report will include the link to that file in the report. A Multiple File Attachment field in a report will provide the number of files attached.