Comments and Attachments

Overview

The Comments and Attachments features in Softools allow users to add supplementary information to a Record. This includes:

• Collaborating through open discussion

• Making general notes

• Uploading files and supporting documents (evidence, references, etc.)

These features enhance the data captured in a Record and improve team collaboration and documentation quality.

Accessing Comments and Attachments

Icons Location

If enabled in AppStudio, the Comments and Attachments icons appear in the bottom-right corner of a Record. These icons provide access to their respective panes. Speak to your App Builder or refer to the AppStudio configuration guide for instructions on enabling these feature.

To add context, let's use the scenario of a Truck Delivery asset in an asset register. This asset will have information specific to a truck and so it makes more sense to capture certain information via comments and attachments as opposed to creating specific Fields in the Record.

The truck will have service history and MOT documents uploaded as attachments and operational observations and decisions added as comments. These would not be relevant to another asset such as a warehouse or a vending machine.

Using the Comments Pane

Viewing Comments

Clicking the Comments icon opens a pane showing all existing comments in reverse chronological order (newest at the top). Each comment displays:

• Author name

• Date and time the comment was added

Here we can see the comments added for the truck.

Adding a Comment

1. Start typing your comment into the 'New comment' section at the bottom of the comments pane.

2. Click Comment to post.

Deleting a Comment

To remove a comment:

• Click the Bin icon next to the comment.

Note: Only users with the appropriate permissions can delete comments.

Using the Attachments Pane

Viewing Attachments

Clicking the Attachments icon opens a pane listing all attached files, also in reverse chronological order. For each attachment, you can:

• View the author and time the attachment was uploaded

• Download the file

• Add or edit a title or description

Here we can see the attachment for the truck.

Adding an Attachment

You can upload files in two ways:

• Drag and drop the file into the upload area at the bottom of the pane

• Click "Browse..." to select a file from your device

Deleting an Attachment

To remove an attachment:

• Click the Bin icon next to the comment.

Note: Only users with the appropriate permissions can delete attachments.

Size Limitations

• Maximum size per file: 10 MB

• Note: Be mindful of overall site storage limits (aggregate limits may apply)

Visual Indicators

If a Record contains existing Comments or Attachments, the respective icons will change visually to indicate activity. This helps users quickly identify Records with additional information.