Working with attached files

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How to make a multiple selection of attached files ?

What you need to know: 

* The limit of an attachment in Octopus is 100 mb.
* The limit of attachments, added to an activity, sent by e-mail via DAZZM servers is 25 mb.
* To send e-mails with attachments larger than this size, you need to use your own SMTP server, Custom Addresses.

Note that there is usually also a limit in your mail servers, if you don't receive the e-mail or the file, in this case, check with your administrator.

 

To add several documents in Octopus, you need to :

  • Click on the + button on the left side of the Attached Files tab 
  • Select the location of the files to include in Octopus
  • Select the 1st document.
  • Hold down the CTRL key in order to select the other files
  • Click Open to transfer the documents to Octopus

 

To delete several documents in Octopus :

  • In the Attached Files tab, select a 1st document

  • Then, hold down the CTRL key in order to select the other files

  • Click the Delete-delete key on your keyboard to delete.

 

To open several files at the same time from Octopus :

  • In the Attached Files tab, select a 1st document

  • Then, hold down the CTRL key in order to select the other files

  • Right-click your mouse

  • Click Open

  • All selected files will open at the same time.

 

To save multiple SR/Incident files to a home or shared directory :

  • In the Attached Files tab, select a 1st document
  • Then, hold down the CTRL key in order to select the other files
  • Click the save all attached files button on the left, in this tab
  • Select where you want to save the files
  • Click Select Folder to save them to the desired location.

How to preview a document ?

The preview box which is available in the Attachments tab of each module allows you to view the attached document directly in Octopus.

To visualize a document, you must :

  • On the Attached Files tab, select a document
  • Click the Preview button on the left, in this tab
  • The preview of the document content will be displayed in a window on the left.
View image

 

What you need to know: 

For some file types, including PDF, Octopus uses the preview component that is installed on Windows. In some scenarios, the installed component does not work with Octopus.

This may be fixed by installing a third-party component for managing PDF on the faulty workstation.

Disclaimer
Before installing any software, it is important to be aware that DAZZM does not endorse, nor does it encourage, to use any third-party software without first doing the security analyses and validations based on your company's security policies.

Some third-party software allows you to fix the PDF preview functionality in Windows. An Internet search can be done with the following keywords: pdf preview windows 32bits

Once the third-party software is installed, simply relaunch the Windows client and the preview should be display normally.

 

How do I add one or more attached file(s) in a task  ?

The creation of advanced tasks allows the use of variables to collect certain information entered in a form.

It is therefore the fields or questions of the form representing the criteria that will be transformed into variables.

These variables can be used in the Condition field, in the Subject, or in the Task Detail Description.

To add attached files directly to a task, follow these steps:

  • Place the cursor where you want to position the variable, i.e. in the field Detailed description

  • Press the F3 key to display the custom fields of the form

  • Select the Attached File field(s) and confirm with OK

  • Upon submission of the form, the attached file(s) will be automatically added to the task

  • It is possible in the Condition field to add a conditional rule to display or not the attached file

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