The File Library transforms how you manage business documents by centralizing storage while maintaining contextual relationships across your entire system. When used effectively, it streamlines operations, improves communication, and ensures critical information is always accessible when needed.
Supported File formats
Images: .png, .gif, .jpg, .jpeg, .bmp, .webp
Documents: .csv, .pdf, .doc, .xls, .xlsx, .docx, .msg, .ppt, .pptx
Technical Files: .dwg, .stp, .dxf
Limitations
Maximum file size: 20 MB per file.
File names must use English characters only.
A maximum of 50 files can be attached to an entity.
A file can be attached to a maximum of 50 entities.
Default storage allowance: 10 GB
File Management
Uploading files to the File Library centralizes all your business documents in one accessible location, making them available across multiple records and transactions throughout your Unleashed system. This eliminates the inefficiency of re-uploading the same document multiple times, saving time and ensuring consistency across your operations while maintaining a single source of truth for all your important business files.
Upload Files
How to Upload a file to File Library:
Go to Settings > File Library.
Click the "Upload Files" button.
Select files from your computer or drag and drop them into the upload area.
Organizing and Finding Files
Filtering Options:
By Type: All, Image, or Document
By Date: Newest/Oldest uploaded or last attached
By Usage: Most/Least attached to other records
Search Function: Use the search field to find files by keywords in their file names.
Storage Management
View usage at the bottom of File Library pages.
Check remaining storage in attachment tabs.
Additional storage can be purchased in 10 GB increments if needed via Billing.
Empty Trash
To manage your File Library's storage effectively, periodically empty the trash to free up space:
Go to Settings > File Library > Trash.
Click on Empty Trash.
Confirm by selecting "Empty Trash".
After the trash has been emptied, the files will not be available to restore.
Using File Library Attachments
Attaching Files to Records and Transactions
Where you can attach files:
Records: Products, Customers, Suppliers.
Transactions: Sales Orders, Purchase Orders, Sales Quotes, Assemblies, Warehouse Transfers.
To attach a file to a record or transaction:
Go to Settings > File Library.
Select the file.
Click on "Attach File"
Choose the record or transaction (entity) to attach it to.
Click Attach.
The file becomes accessible via the selected entity's "Attachments" tab.
Detaching vs. Deleting
Detach: Removes file association but keeps the file in the library. Used when file is no longer relevant to a specific entity but useful elsewhere.
Delete: Moves the file to Trash, removing it from all attached records but keeps it in your storage. Used When file is completely outdated or incorrect.
To detach a file from a record or transaction:
Go to Settings > File Library.
Select the file.
Click on "Detach File"
Choose the record or transaction (entity) to dettach from.
Click Detach.
The file will be removed from the entity, but will remain in the File Library.
To delete a file from the File Library:
Go to Settings > File Library.
Select the file.
Click Delete.
Confirm deletion.
The file will be moved to Trash.
To restore a deleted file from Trash:
Go to Settings > File Library > Trash.
Select the file.
Click Restore File.
Confirm by selecting "Restore".
The file will be listed in the All Files tab.
Attach to Email
When emailing transactions, you have the opportunity to attach uploaded documents, relevant to the transaction or records included, to the email:
Product attachments for items in the transaction
Customer or supplier attachments
Email Attachment Process:
Open email window for your transaction.
Click "Attach Files".
Review suggested associated files.
Select relevant documents using checkboxes.
Click "Attach" to include them in your email.