Files

Overview

Files can be uploaded from your computer and attached to a record in CommunitySuite when you need to keep additional documentation for that record. Files can be attached to profiles, donations, grants, checks, system data, and many more system areas. To see if files can be attached to a certain area of CommunitySuite, navigate to a record in that area and look for Attach File on the left-side menu.

You can create file categories to organize your files. 

Files attached to select areas of CommunitySuite can be shared with fund advisors through their fund advisor portal.

File Categories

File categories allow you to create a collapsible folder-like organization system for your files. File categories are not required. Files that are not assigned to a file category will be assigned to a system-generated header called No Category.

Create File Categories

1. Navigate to the Files page.
2. Click Categories on the left-side menu.
3. Click Create on the left-side menu.
4. Type the name of the File Category and click Create.
   

Once a file category has been created, you can click Edit to rename the file category or Delete to delete the file category. You cannot delete a category that has files assigned to it.

Attach a File

1. Navigate to the area or record in CommunitySuite where you would like to attach a file. 
2. Click Attach File on the left-side menu.
3. Click Choose Files.
4. Locate the file on your computer and click Open to select that file.
5. Select a category from the File Category drop-down.
   • If file categories have not been created, the drop-down will be blank.
6. Enter a Description.
7. Click Start Upload.
   
   
   

Once the upload completes, the uploaded file will be listed in the Attached Files window at the bottom of the page.


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

Click [edit] next to a file to delete the file or update the file name, description, or file category.

Click the Sticky checkbox to bring a file to the top of a category, overriding the default A-Z sort order.

Click the Share checkbox to share a file to the fund advisor portal.

Share File to Fund Advisor Portal

When files are uploaded to CommunitySuite, they are not shared to the fund advisor portal unless a user [edit]s an attached file and clicks the Share button. The Share button is available in all file areas of CommunitySuite, but only has functionality when clicked in three areas.

• Attach a file to a fund group, subgroup, division, or segment.
  • Attaching a file to a fund group, subgroup, division, or segment then clicking Share will share the file with all fund advisors who have access to the Files tab on the fund advisor portal and are advisors to funds in that group, subgroup, division, or segment.
  • This is the best way to bulk share files to the fund advisor portal.
• Attach a file to a fund.
  • Attaching a file to a fund then clicking Share will share the file with all fund advisors who have access to the Files tab on the fund advisor portal.
• Attach a file to a fund advisor designation.
  • Attaching a file to a the fund advisor designation on a profile then clicking Share will share the file with that fund advisor if they have access to the Files tab on the fund advisor portal. If there are other fund advisors on the funds they advise, those advisors will not see files shared from another fund advisor designation.