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Files

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Files can be uploaded from your computer and attached to a record when you need to keep additional documentation for that record. You can also attach external web links to records using the files functionality. 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, navigate to a record in that area and look for Attach File in the left-side menu. You can create file categories to organize your files. 

Files attached to select areas can be shared with fund advisors through the Fund Management tab of the Portal.

File categories allow the creation of a collapsible folder-like organization system for 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.

  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.
  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

  1. Navigate to the area or record in CommunitySuite where the file will be attached. 
  2. Click Attach File 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, 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 fund 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.
    edit button

    • Check the box next to Sticky to bring a file to the top of a category, overriding the default A-Z sort order.

Option 1

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

  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.
  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

  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 checkbox

  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.
        attach file information

When files are uploaded, they are not shared to the Fund Management tab of the Portal unless Share is checked during upload or by editing an uploaded file. Share is available in all file areas but only has functionality when clicked in four areas.

  • Attach a file to a 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 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.
  • Attach a file to a fund.
    • 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.
  • Attach a file to a grant.
    • 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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