Overview
Keep all project and task specific files in one place so that they are easily accessible to all external and internal project team members.
There are three places users can upload, preview, and download attachments!
Project Attachments Tab - these are project level attachments
Messages - users can upload files via Messages. Those can then be saved to the project or task (Depending on where the file originated from: Project or Task message channel)
Tasks - Under task descriptions, users can upload, preview, and download task attachments!
User access
Admin and Managers can upload, download, preview, edit visibility and delete attachments of any project/task/message in their workspace.
Guide can upload, download, preview, edit visibility and delete attachments of any project/task/message in projects they own and are invited to.
Task Owners and Contributors can upload, download, and preview attachments of any project/task/message in projects they are invited to. They cannot edit the visibility or delete attachments. * If they upload the incorrect file, they must work with the project manager or an admin to remove it.
Customers and Third Parties can upload, download, and preview attachments of any project they're invited to/task they're assigned to/public message in projects they are invited to. They cannot edit the visibility or delete attachments. * If they upload the incorrect file, they must work with the project manager.
How to upload Project Attachments
These attachments are related to the project in general
Locate the "Attachments" tab at the top of any project
Click the "Upload" button to upload files from your device or leverage the drag-and-drop functionality!
💡 Pro-Tip: Under the Attachments tab you can see all attachments at the project level, plus the milestone or task an attachment is related to, the date it was uploaded, and who it was uploaded by. Quickly find attachments by using our new “Search” functionality to lookup the name of an attachment. ⤵️
How to add and view Task Specific Attachments
These attachments are related to specific tasks that may request, or benefit from, attachment uploads
On any task card, locate and click the task name to open the task drawer
Scroll down within the drawer to view attachments that have been uploaded by a team member
Upload Task Specific files from your device by clicking the "Add Attachment" button or by dragging and dropping files directly
4. To provide external links on a task (e.g., Dropbox, website, article, etc.), continue scrolling down the task and leverage "Custom Fields" if the URL is unique for each customer! If it's not then leverage the task instructions to hyperlink it in an email to the customer.
Pro-Tip: Name your hyperlink custom fields in way that easily communicate to the team what the link is for. Admins can setup Custom Fields for their team and set visibility settings. This will need to be done before team members can add links. Learn more.
Best-Practice: instruct users in the Task Instructions that there is an attachment to be leveraged and instruct them to use the “View Task Attachments” link within the Task Assignment email. ⤵️
Preview Attachments
You can now preview attachments. Attachment previews are available for image files (.jpg, .png, .gif) and pdfs. Simply click on an attachment to launch the preview window.
Approved File Types
GUIDEcx accepts all file types outside of the rejected list below.
Rejected file types: .svg, .html, .js, .css, .exe, .sh, .dll, .cdm, .dmg.
File Storage Limit
We want you to be able to get your job done, so with GUIDEcx there are no limits to the number of files or hyperlinks you may add to your projects! While the number of files you may upload is unlimited, individual files must be smaller than 50 MB. Add away!
Note: If you require file sizes greater than 50 MB, please reach out to your CSM for more information on increasing the limit on file sizes allowed.
Drag & Drop
You can add attachments to tasks, projects, or messages by dragging and dropping them (in a message, in the task drawer, or in the projects attachments tab).
Hyperlinks
Pro-tip: Add files and custom field hyperlinks to your templates so they are pre-loaded with everything your team needs when it comes time to create a project.
Here is an example of how your hyperlink or attachment shows up in the email that is generated from the task assignment.
Best Practices
Make sure to set the visibility of attachments as internal if you do not wish for external users to view them.
Attachments in Templates
All project template functionality is fully available in our Template building experience. Attachments can be added at every level of a template—Project, Phase, Milestone, and Task. Using attachments in Templates helps scale your processes and reduces the need to add them manually after project creation.
Project Templates include a dedicated Attachments tab, which serves as a central location to view all attachments, regardless of the unit they are linked to. For Phases, Milestones, and Tasks, attachments are uploaded through their respective drawers.
When a Legacy template is cloned or migrated to GUIDE 2.0, all attachments are carried over. Any attachment that existed at the Template level in Legacy is migrated as a Phase-level attachment in GUIDE 2.0.
FAQs
What is the maximum number of files that can be attached?
What is the maximum number of files that can be attached?
Unlimited, with GUIDEcx, there are NO limits to the number of files or hyperlinks you may add to your projects!
What is the maximum file size allowed as an attachment?
What is the maximum file size allowed as an attachment?
Though the number of uploaded files is unlimited, individual files must be less than 50 MB. If you require file sizes greater than 50 MB, please reach out to your CSM for more information.
Can users download attachments from email?
Can users download attachments from email?
In emails, there will be an attachment download link, but the user must be authenticated (logged into GUIDEcx) to download anything. Also for security purposes, that link is only valid for 24 hours. After that the user must go into GUIDEcx to access the attachment.