Documents & attachments
ConsignTrak keeps files next to the record they belong to. A customer's PO sits on its order. A photo of a crushed carton sits on the receiving line it came in on. A picker's photo of the wrong part sits on the pick exception. Nobody has to dig through a shared drive or an inbox to find the paper trail.
This page is the map: what can have attachments, where you'll find them, and the rules every upload follows. The how-to pages are:
- Attaching files to an order: the everyday task for office staff.
- The Documents page: the full file list for one record, on a desktop or a phone.
What can have attachments
| Record | Where you add files | Where you see them | Who adds them |
|---|---|---|---|
| Order | The Attachments card and the Supply Partner Packing List card on the order. | The same cards. The end-of-day shipment report lists them under Order attachments. | Office |
| Pick batch (one pick of an order) | Take a Photo on the pack screen, or on the will-call pickup screen. | Pack photos and Pickup photos cards on the order. | Warehouse, on a phone |
| Receiving line | Take a Photo (phone) or Attach Documentation (desktop) when a line fails inspection. | The quarantine record for that line. | Warehouse or office |
| Pick exception (short pick, mispick, quality) | Submit a Photo when reporting it from the floor. The office adds more from the exception's Photos & documents area. | The exception's detail page, on a desktop or a phone. | Warehouse, then office |
| Supply partner | Choose Logo on the supply partner's edit page. | The logo prints on releases and the activity report. | Administrator |
| Item, customer | No screen in the app today. Files can be attached through the API only. | The Documents page for that record. | — |
The last row is a known gap, tracked in issue #1490.
The supply partner owns the stock, so when they ask "what happened to my order?" or "why is this line on hold?", the answer should be one click away. The photo, the packing list or the signed receipt sits on the record they're asking about.
Files ConsignTrak accepts
| What | Rule |
|---|---|
| File types | PDF, JPG/JPEG, PNG, Excel (.xlsx, .xls), CSV, Word (.doc, .docx), plain text (.txt). |
| Size | Up to 50 MB per file. A supply-partner logo is limited to 5 MB, PNG or JPG. |
| Content check | ConsignTrak checks that the file really is what its name says. A renamed file is refused with "File contents do not match its extension." |
| One at a time | Each upload is one file. Upload again to add another. |
On a desktop and on a phone
- On a desktop, every upload is a normal file picker. Choose Choose File, find the file on your computer, then choose Upload.
- On a phone, attachment buttons open the camera, never a file browser. Take a Photo opens the rear camera. The photo uploads the moment you take it. Tap again for the next one; the thumbnails build up as you go. See Mobile basics for how the phone screens work.
Spreadsheets, PDFs and other non-photo files are desktop-only. Use a computer for those.
Where photos from the floor end up
Warehouse staff take photos on their phones as they work. Each photo lands on the record the office will look at next.
| Taken during | Shows up on |
|---|---|
| Packing (Packing, shipping & pickup) | The order's Pack photos card, grouped by pick batch. |
| Will-call pickup | The order's Pickup photos card. |
| Receiving, on a line that failed inspection (Receiving on the floor) | The line's quarantine record (Exceptions & quarantine). |
| Reporting a mispick or a quality problem | The exception's detail page. |
Click any thumbnail on a desktop to open it full size in the viewer. Use the arrows to step through the other photos in the group, and Download to save a copy.
Supply partners don't see these files in the supply partner portal.
Who can do what
| Action | Office | Warehouse | Administrator |
|---|---|---|---|
| View and download | Yes | Yes | Yes |
| Upload | Yes | Yes | Yes |
| Delete or remove | Yes | No | Yes |
You also need to be allowed to see the record itself. For example, you can only open an order's files if you can open the order. Users limited to certain supply partners only see files for those supply partners.
Deleting a file removes it for good. The button turns red and asks you to click again before anything happens. The deletion is recorded in the audit trail.
How long files are kept
An administrator sets Retention (years) under Document Storage in System configuration. The default is 7 years.
This is a policy number for your records team and any outside archiving tool. ConsignTrak itself never deletes files automatically; a file stays until someone deletes it.