Each record in the Attachments table represents an attachment that is linked to a Contract record. Each attachment contains information about the related Contract record for reference, which is held on the Contract Info tab of the Attachment record. Types of Attachments can include generated contract documents, performance bonds, inbound documents, and signed agreements. Each attachment contains information about the related contract for reference, which is held on the Contract Info tab.

Use Case

New Attachment records can have a Status of Active, Expired, Contract Inactive, or Superseded, and are created:

• Directly from the Attachments table
• From a Contract record 
• By inbound email
  
  

Learn more The sections below contain further detail about each creation method by checking the sections below.

Creating Attachments from the Attachments Table

To create a new attachment directly, click New from the Attachments table action bar. You can select the related Contract record on the Contract Info tab using the lookup icon next to the Contract Title field.

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If the file in the Attached File field is a PDF document, the file undergoes optical character recognition (OCR) through an existing rule, and the OCR-ed file gets attached to the OCR file field under the Background field section in the History tab.

Creating Attachments from a Contract

Attachments can be created directly from a particular contract on the Attachments tab of the Contract record. To create a new Attachment record:

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Attachments can also be created from a print template using the Create and Attach button in the Contract. They can also be created by an action that runs on files attached to inbound emails that are sent to the Contract table's inbound email address.

Automation

In the standard system demoStandard System Demo, the Attachments table contains seven active rules. These rules are accessed by expanding the Attachments table in the left pane, selecting Setup Attachments, and then selecting the Rules tab:

• Edit: Create a new revision document (web, API): This rule uses a saved search to find attached DOC files that have been revised and converts them into a new record. It also changes the status of the current Attachment to Superseded.
• Edit: When redline against baseline changes, convert to clause modifications: This rule runs a script action that saves the redlined file and renames it in accordance with the compared documents.
• Create: All create actions except OCR: This rule updates various flag fields that trigger other actions. For example: If Title contains "with Signature Block", then it sets To Be E-signed field to yes. For any records where To Be E-signed is set to yes, the Contract Update DS Files flag is set to yes which runs a separate rule in Contracts. If Supersede Old versions field is Yes it changes its status to Superseded. It also updates the Attachment type and Title of signed contracts.
• Edit: Handle To Be Signed changes and Superseding (web, API): This rule updates Include in Approval Packet file and To Be E-signed fields to No when an attachment's status is changed to superseded. It also updates Contract Update DS Files Flag to Yes.
• Edit: Run OCR action (web, API) if file changes: This rule uses a saved search to find records in which the Attach File field (PDF) was changed and uses an OCR action to convert the file into a searchable PDF document.
• Edit: Convert Merged File: This rule uses a saved search to find records in which the Merged File field has some value and then converts those files into a new attachment record. It also blanks out the Merged File field after conversion.
• Create: OCR file: This rule uses a saved search to run whenever an attachment is created. It uses an OCR action to convert the file into a searchable PDF document and appends its filename with _ocr.

Ownership

Attachment records are owned by their creator. Specifically, an Attachment record is owned by the user whose Login matches the Creator Login field.