S-01-08-01 Attach Files/Documents to an Order

Who: All Supplier roles
Why: Attachments can be added to an Order to provide detail on scope, site photographs, invoices, receipts, drawing markups, etc. The attachments are then visible in the History tab of the Order.
When: Attachments can be made to the Order at most stages even if the Order is currently with the Customer to be actioned.
Related topics
This procedure describes how to:
  • Attach a single file directly to an Order;
  • Attach multiple files to an Order (via email).
See topic Attach Text Note to Order/Send Message for steps to:
  • Attach a text note to an Order;
  • Send a message to another User’s inbox.
  1. Find and open the Order to which you need to attach the file.
    In the example shown above the Order is part of a Project View. Other methods to find the required Order include using the Search Orderor Find Order functions (see topic Find/Modify Order Details) and using the My Work function (see topic My Work Overview & Search).
    • IMPORTANT: The Order does not have to be recalled from the Customer to make either a text note or document attachment. As long as your role allows access to the Order, attachments can be made at any Order status whether the Order is with the Customer or the Supplier. For example, a document may be attached to the Order after a Claim for payment has been submitted and is with the Customer for approval.
  2. Click the Attach tab.
    The Attachment options are displayed.
    N1 – Forms section: Links to any standard forms associated with this Order.
    N2 - By default the Add Note Text option is selected. See topic Attach Text Note to Order/Send Message for details on adding text notes.
    N3 – If messaging is enabled by the Customer the Yes option is selected by default. This means a message will be sent to the specified recipient’s (N4) ConSol Inbox to let them know that a document has been attached to the Order. See topic Manage Message Inbox for more information.
  3. If the Yes option is selected and you want the message sent to a specific User, tick the check box next to the User’s name.
    If you do not tick the check box, the message will be sent to the whole Workgroup.
    N5 - In the example shown above the Workgroup name is “FWG Group 1” with the Customer Verification role.
    • N6 - If you tick the box, the message will appear only in that specific User’s My Inbox.
    • N7 - If you do not tick the check box, all members of the Workgroup can access the message from the Workgroup Inbox.
    • N8 - The recipient can click the View link to access a copy of the attached file. See topics Manage Message Inbox and Archive and View Order/Quote Attachment for more information.
  4. If you want the attached file accessible to the Customer but don’t want to send a notification message, select the No option.

Upload a Single File Directly to the Order

  • NOTE: If the file is large it may take some time to upload. It is quicker and more efficient to use the Attach Document by Email function. This function is also more efficient if you have multiple documents to upload to the Order. (Skip to next section to see procedure.)
  1. To upload a single file from your computer/network do the following:
    1. Click the Upload Document option.
      N1 - The Upload Document fields are displayed.
    2. Type a title/reason for the file in the Description field (max 200 characters).
    3. Click the Choose File button.
      The File Upload window opens. The file cannot exceed 50 Mb in size and the filename no longer than 80 characters (including the file extension - e.g. .DOCX).
    4. Navigate to the required document, select it and click the Open button.
      The File Upload window closes.
      N2 - The selected filename is displayed next to the Choose File button.
    5. If required, classify the document by selecting from the Type drop-down list.
    6. If it is a deliverable document, tick the Deliverable Document box
      • NOTE: Some file types are mandatory as Deliverables. In this case the Deliverable document checkbox is automatically selected and cannot be deselected.
    7. Click the Upload button.
      If you selected the Yes option (to send a notification), the Carbon Copy screen may appear.
      • NOTE: The Carbon Copy screen only appears if your ConSol configuration has been set up by the ConSol Sys Admin for CC messages.
      A list of other users in your Supplier Workgroup (N3) and the Customer Workgroup (N4) is displayed. Click the Skip button (N5) to bypass sending “Carbon Copy” notifications.
  2. To send a copy of the notification message to any of these users do the following:
    1. Tick the check box next to the names of the Users to whom you wish to send a copy.
    2. Click the Submit button.
      N4 - The display returns to the default Attach tab (ready to Add Note Text).
      The file is uploaded to ConSol and attached to the Order.
  3. To view the attached file, click the History tab.
    The history of actions applied to this Order is displayed.
    N1 – The attached file is listed as Note Type “Attachment”.
    If a notification message was sent to the Supplier about the document attachment:
    • N2 - An entry appears in the History list (Note Type “Message”) with the title of the message and the name of the recipient.
    • N3 - An entry appears in the list when the recipient reads the notification.
  4. To view a copy of the file, click the file icon .
    The icon used to identify the file will appear different depending on the file type. In the example shown the file is a CSV format file that can be opened using spreadsheet software.


Attach Multiple Files via Email
If you have several files to attach to the Order, it is quicker and more efficient to use the following procedure.
  1. Click the Attach Document(s) by Email option.
    N1 - The Attach Document by Email fields are displayed.
  2. Type a title/reason for the document(s) in the Description field (maximum 200 characters).
  3. Click the Compose Email button.
    The default email software for your computer opens (e.g. Microsoft Outlook or Lotus Notes) and a new email is created to which you can attachment documents.
    • IMPORTANT: N2 - Do NOT edit the email address in the To: field or the text in the Subject: field. If either of these fields is edited the email will not be received and the attachments will not be uploaded to the Order.
    1. IMPORTANT: If you use web based email (e.g. Gmail) rather than an email application installed on your computer (such as Microsoft Outlook), you need to copy the address from the To… field and the text from the Subject: field into the corresponding fields in your web mail then continue with the steps below. Copy the fields exactly as they are. Do not change them at all
  4. Attach the file(s) to the email.
  5. If required, enter any description or notes in the body of the email
    This text will be included in the Notes field on the Order.
  6. Send the email.
    The email window closes.
  7. Click the Back to Attach Tab button.
    N3 - The screen returns to the default Add Note Text display.
    The ConSol system automatically processes the email and attaches the files to the Order. Links to each of the uploaded files will appear in the History tab under the File heading.
    • N4 - The Attach Document by Fax functionality is not operational. Although the option can be selected on this screen, there is no support to process faxed documentation.
Tips & troubleshooting
Depending on how ConSol has been configured by the Customer, the following additional attached Document functionality may apply:
  • Documents attached to the Project View by the Customer can be viewed by the Supplier on an Attached Documents tab on the Project View screen.
  • The Supplier can attach documents to the Project View via a Documents tab on the Project View screen.
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