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Managing Client Attachments

Upload, organise, and securely manage documents and files within client records in Recordbase.

Recordbase allows you to securely attach files directly to client records. This makes it easy to store scanned forms, supporting documentation, and other important files alongside the client's record.

Before uploading a file, make sure it meets the supported file type and size requirements. If a file is too large or is not an approved file type, Recordbase will display an error message when you try to upload it.

Supported file types

Recordbase supports the following file formats:

  • .doc
  • .docx
  • .xls
  • .xlsx
  • .txt
  • .zip
  • .ppt
  • .pptx
  • .pdf
  • .jpg
  • .jpeg
  • .htm
  • .png
  • .gif

Note: Your organisation may have configured a more restricted list of available file types.

Maximum file size

The maximum size for a single attachment is 100 MB.

Attachment categories

Your organisation can customise the available file types and document categories to suit its business requirements.

Attachments can be organised into the following categories:

  • Current – Documents that are active and currently relevant.
  • Archived – Historical documents that are retained for reference.
  • Deleted – Documents that have been removed from active use.

You can switch between these categories using the links in the top-right corner of the Attachments screen.

Add an attachment

You can upload attachments individually using New, or upload multiple files at once using Bulk Attach.

Upload a single attachment

Use New when you are uploading one document and want to complete its details as part of the upload.

  1. Open the client record and select Attachments.
  2. Select New.
  3. Drag and drop your file into the upload area, or select Browse to choose a file from your device.
  4. Enter a Name for the document.
  5. Complete any additional fields, including the document type, if required.
  6. Select Save.

The attachment and its details will be saved to the client's record.

Upload multiple attachments

Use Bulk Attach when you need to upload several files to the same client record.

Bulk Attach allows you to upload multiple files at once. However, after the files have been saved, you will need to open each attachment individually to complete its details, such as the title and document type.

See Bulk upload attachments below for more information.

Bulk upload attachments

To upload several documents at the same time:

  1. Open the client record and select Attachments.
  2. Select Bulk Attach.
  3. Drag and drop multiple files into the upload area, or browse and select the files from your device.
  4. Review the files being uploaded.
  5. Select Save.

Once the files have been saved, open each attachment individually and complete the required details.

For each attachment, check and update the title, document type, and any other required fields.

Tip: If you are uploading a large number of files, allow time after the bulk upload to review and complete the details for each attachment.

Attachment security

Attachments can also be secured to a specific team.

When an attachment is secured to a team, only users who have access to that team will be able to view the attachment.

Note: Consider carefully whether an attachment should be secured to a team, particularly when the document contains information that should be available to all users.

Troubleshooting upload issues

If you are unable to upload a document:

  • Check that the file does not exceed the 100 MB maximum size.
  • Confirm that the file type is supported by your organisation's Recordbase configuration.
  • Make sure the file is not open or locked by another application.
  • Refresh the page and try uploading the file again.

If the problem continues, contact your Recordbase administrator or Recordbase Support for assistance.

Best practice tips

  • Use clear and descriptive document names so files are easier to identify and locate.
  • Select the most appropriate document type to keep attachments consistent across client records.
  • Review the title and document type for each attachment after using Bulk Attach.
  • Archive documents that are no longer actively used rather than deleting them, where appropriate.
  • Use team security where an attachment should only be visible to users with access to a specific team.
  • Regularly review your organisation's document types and categories to ensure they continue to support your business processes.