Attach files directly to tasks for centralised information management. This streamlines team collaboration, allowing tourism operators to easily share updated itineraries or supplier contracts within a booking task, ensuring everyone accesses the most current details.
Accessing this feature
Go to Tasks. Locate and click on the specific task you wish to view or edit. This action will open the Task Details page, where the attachment functionality is integrated.
How to use it
Open the Desired Task
Go to the Task Details page for the task you intend to modify.
Locate the Attachments Section
Scroll down the Task Details page until you find the dedicated "Attachments" section. This section typically displays a list of any files already associated with the task.
Initiate Attachment Upload
Click Add Attachment. Select the Add Attachment button, usually located within or near the "Attachments" section. This action will typically open a file selection dialogue from your local device.
Drag and Drop (Alternative)
Alternatively, you can drag one or more files directly from your computer's file explorer and drop them into the designated attachment area within the task details. The system will indicate when the files are ready to be dropped.
Select Files
In the file selection dialogue, browse to the location of the file(s) you wish to upload. You can select single or multiple files simultaneously, depending on your operating system's capabilities. The platform supports a wide range of file types (e.g., PDF, DOCX, XLSX, JPG, PNG, MP4) and may have specific limits on individual file size or total attachment size per task. Refer to in-app notifications if you encounter any limitations during upload.
Confirm Upload
Once files are selected (or dropped), the system will display their names. Confirm the upload. The platform will then process and secure the files to the task. A progress indicator may be visible for larger files.
Review Uploaded Attachments
After a successful upload, the new files will appear in the "Attachments" list for that task, along with details such as the file name, upload date, and the user who uploaded it.
Download Attachments
To download an attached file, simply click on its name or the designated download icon next to it in the attachments list. The file will download to your device's default download location.
Delete Attachments
If an attachment is no longer required or was uploaded in error, you can remove it. Locate the file in the "Attachments" list and click the Delete or trash can icon next to it. Confirm your decision when prompted. This action permanently removes the file from the task.
Tips
Descriptive File Naming: Adopt a consistent and descriptive naming convention for all files before uploading them. For example, instead of "document.pdf," use "ProjectX\_MarketingPlan\_V2\_2024-07.pdf." This practise significantly improves searchability and clarity for all task collaborators.
Relevance and Purpose: Only attach files that are directly pertinent to the task. Avoid uploading generic or unrelated documents, which can clutter the task and make it difficult to locate essential information.
Optimise File Sizes: Where possible, compress large image or video files before uploading. While the platform supports various file sizes, optimising them reduces upload/download times and conserves storage resources.
Standardise File Formats: Prioritise common and universally accessible file formats (e.g., PDF for documents, JPG for images). This ensures all team members can open and view attachments without requiring specialised software.
Regular Review and Updates: Periodically review task attachments, especially for long-running tasks. Remove outdated versions or irrelevant files, and upload updated documents to maintain accuracy and ensure collaborators are working with the latest information.
Security and Confidentiality: Exercise caution when attaching files containing sensitive or confidential information. Ensure that only authorised personnel have access to the task and its attachments. Consider redacting sensitive data if broad access to the task is required.
Avoid Redundancy: Before attaching a new file, quickly check if a similar or identical document already exists within the task attachments. Duplicating files can lead to confusion and unnecessary clutter.
Synchronise External Links (if applicable): If you are linking to documents stored in external cloud services (e.g., SharePoint, Google Drive), ensure these external links are kept current and that access permissions are correctly configured to prevent broken links or access issues.
Need help?
For further assistance, contact us at [email protected]