What this does: The Add Document window lets you attach files in Trakref. This feature is available on Work Orders, Inventory items, Locations, and in your Account Details, and it works the same way in each place.
Before you start: Have your file ready. Each file must be an accepted type, no larger than 5 MB, and you can upload up to 3 files at a time. The document is attached to whatever record you open the window from.
Adding your documents
Locate where you would like to Add a Document: for a Work Order, an Inventory item, or a Location select its Documents tab on the work item detail screen; and for Account Details select the View Your Documents card. If nothing is attached yet. in the table, you'll see "Oops… It is empty here…" and a teal Add Document button.
The Documents tab empty state, with the Add Document button.
Select Add Document. Select the teal Add Document button to open the upload window. Below the drop area you'll see the upload rules: the accepted file types, a 5 MB size limit per file, and a limit of 3 files per upload.
The Add Document window: the drag-and-drop area, Browse Files, and the upload rules.
Add your file(s). Drag and drop your files onto the window, or select Browse Files to pick them from your device.
Remove a file by selecting the X next to a file to take it off the list before uploading (if you happen to add the wrong one).
Good to know: While you drag a file over the drop area, the box turns red. That's the normal drag state and it does not mean the file was rejected.
A file ready to upload, with the Notes field below.
Add notes (optional). Use the Notes field to describe the file. Anything you enter here appears in the Notes column of the Documents table later.
Select Add Document to upload. A green confirmation appears "The file has been successfully uploaded." You're returned to the Documents table with the new file listed, and you can choose to add another document.
The green confirmation message after a file uploads.
Viewing your documents
Uploaded files appear in the Documents table for the work item. Select any row to download the file.
A Documents table with an uploaded file listed.
The table includes these columns:
- Document Name — the file's name at the time it was attached.
- Shared with — the type of record the file is attached to (for example, Work Order on a work order, or Asset on an inventory item).
- Date — the date the file was uploaded.
- Owner — who uploaded it, shown as Last, First (for example, "Swift, Betty").
- Notes — any notes you entered when uploading.
- Quick actions — download the file (down-arrow icon) or delete it (trash icon).
The same table on an Inventory item — here "Shared with" reads Asset.
To narrow a long list, use the column filters to filter by Document Name, Date range, Owner, or Notes.
Filtering the Documents table.
Troubleshooting
"Error: .xml is not a supported file type…" The file isn't an accepted type. Convert it or choose an accepted type: .text, .jpeg, .jpg, .png, .bmp, .csv, .docx, .pdf, or .xlsx.
Unsupported file type error.
"Error: Maximum of 3 files can be uploaded at once" You selected more than three files. Upload them in batches of three or fewer.
Too-many-files error.
"Error: File exceeds the maximum size limit of 5 MB" The file is too large. Reduce its size (or split it into smaller files) and try again.
File-too-large error.