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Attach and Manage Files

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Files in CommunitySuite allow users to attach documents and external web links to records across the system, including profiles, donations, grants, checks, and other areas. To see if files can be attached to a certain area, navigate to a record in that area and look for the Attach File option at the top of the record. File categories can be created to organize attached files, and select files can be shared with fund advisors through the Fund Management tab of the Portal. 

Who: Grant program teams, communications team, donor relations teams, and administrative staff who need to attach supporting documentation to system records.

When to Use Files

Use the files functionality to:

  • Attach supporting documents such as contracts, reports, or receipts directly to profiles, donations, grants, checks, and other records.
  • Organize attached files into categories to create a folder-like structure across records.
  • Share relevant documents with fund advisors through the Fund Management tab of the Portal by attaching files to a fund or fund group.
  • Delete files in bulk to remove batch-uploaded files that are no longer needed.

File categories in CommunitySuite organize attached files into a collapsible folder-like structure on a record. File categories are not required. Files without an assigned category are grouped under a system-generated header called No Category.

To create a file category in CommunitySuite:

  1. Navigate to the Files page and click Categories in the left-side menu.
  2. Click Create in the left-side menu.
  3. Enter a Name, and then click Create.
    create button
     

Once a file category has been created, click Edit in the left-side menu to rename the file category. Click Delete in the left-side menu to delete the file category. A category that has files assigned to it cannot be deleted.

Whether or not a file is assigned to a category, the category to which the file is assigned can be updated in bulk.

Prior to performing a bulk action, a filter must be applied.

To update file categories in bulk in CommunitySuite:

  1. Navigate to the Files page.
  2. Click Filter.
    filter link
     
  3. Click the data or field to be used for the filter.
    filter by window
     
  4. Add the desired criteria, and then click Apply Report Filter.
    • The Add Filter section will differ depending on the selected filter.
      apply report filter button
       
  5. Click Update Category in the left-side menu.
  6. Select a category from the File Category drop-down menu and check the box for each file to be categorized. 
    file category drop-down menu
     
  7. Click Update category.
    update category button
     

To attach a file from a computer in CommunitySuite:

  1. Navigate to the area or record in CommunitySuite where the file will be attached. 
  2. Click Attach File in the row of buttons at the top of the record or in the left-side menu.
  3. Click Choose Files.
    choose files button
     
  4. Locate the file on your computer and attach the file.
  5. Enter the applicable Attach File information, and then click Start Upload.
    • External - The checkbox will gray out once a file has been attached.  
    • File Category - Assign to a file category if applicable.
      • If file categories have not been created, the drop-down menu will be blank.
    • Description - Description of the attached file.
    • Share File - If checked on a file attached to a fund, the file will be shared to the Fund Management tab of the Portal.
      • The Share File to Fund Management tab of the Portal section at the end of this article contains information about sharing files.
        start upload button
         

Once the upload completes, the file will be displayed in the Files tab of the record. 
attached files

 

When multiple files are uploaded to a record and are in the same file category, those files will be listed in alphabetical order.

  • Click Edit next to a file to delete the file or update the file's details. Check the box next to Sticky to bring a file to the top of a category, overriding the default A-Z sort order.
    edit button
     

Files that contain a password will display a warning when clicked that states the following: "Warning: This file could not be scanned for viruses because it's password protected, an unsupported file type, or too large. It may be unsafe to open. Are you sure you want to proceed?" If infected, a file will display an exclamation point next to it, and if unsupported, it will show a question mark.
image-20251107-223534.png

 

Option 1

Files that have been batch uploaded but not attached can be deleted in bulk from the batch upload area. 

To delete batch uploaded files in bulk in CommunitySuite:

  1. Navigate to the Files page. 
  2. Click Batch Upload in the left-side menu.
  3. Click Delete All Files in the left-side menu.
  4. Click [Yes] to delete the files.yes button
     

Option 2

Prior to performing a bulk action outside the batch upload area, a filter must be applied.

To delete files in bulk in CommunitySuite:

  1. Navigate to the Files page. 
  2. Click Filter.
    filter link
     
  3. Click the data or field to be used for the filter.
    filter by window
     
  4. Add the desired criteria, and then click Apply Report Filter.
    • The Add Filter section will differ depending on the selected filter.
      apply report filter button
       
  5. Click Delete Files in the left-side menu.
  6. Check the box next to each file to be deleted, and then click Delete.
    • The system only allows for two thousand files to be deleted at a time. If more files than that are to be deleted, repeat steps 5 and 6.

      delete button

       

To upload an external link in CommunitySuite:

  1. Navigate to the area or record in CommunitySuite where the external link will be attached. 
  2. Click Attach File in the left-side menu.
  3. Check the External box. 
    • The fields on the page will switch to fields for uploading an external link.
      external box
       
  4. Enter the applicable Attach File information, and then click Save.
    • File Name and External URL are required fields.  
      • File Name - Name for the external link.
      • External URL - The external web link. 
      • File Category - Assign to a file category if applicable.
        • If file categories have not been created, the drop-down menu will be blank.
      • Description - Description of the external link.
      • Share File
        save button
         

The Share File option in CommunitySuite controls whether attached files are visible to fund advisors through the Fund Management tab of the Portal. By default, files are not shared when uploaded. To share a file, check Share File during upload or while editing an existing file. The Share File option appears across all file areas in CommunitySuite, but only functions in specific areas.

Fund Group, Subgroup, Division, or Segment
Attaching a file to a fund group, subgroup, division, or segment and then clicking Share will share the file with all fund advisors who have access to the left-nav option of Resources and Documents on the Fund Management tab of the Portal and are advisors to funds in that group, subgroup, division, or segment.

This is the recommended way to bulk share files to the left-nav option of Resources and Documents on the Fund Management tab of the Portal.

Fund Record
Attaching a file to a fund and then clicking Share will share the file with all fund advisors who have access to the left-nav option of Resources and Documents on the Fund Management tab of the Portal.

Grant Record
Attaching a file to a grant and then clicking Share will share the file with all fund advisors who have access to the Grants tab on the Fund Management tab of the Portal and are advisors to the granting fund.

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