Save a document to a file field in the record
Save the PDF straight to a file field in the record, so it stays with the record and shows in the change history. Each new save is added as a new version.
Before you start · 1 thing · for everyoneA File field in the unit
- You need: The permission to read templates + the permission to edit the unit and the record
- A field of type File in the unit. See Field types: the full list and when to use each.
Steps
Maintenance contract - Al Waha Est.pdf.Who can save
You need three things: the permission to edit the unit’s records, the record being within what you can see, and the right to edit this record. See Permissions: Allowed, Team-wide access, If responsible, Denied.
Saving is a normal record edit
Saving goes through the same path as editing the record: the file field’s rules apply (file types, size, single file and storage space), it’s recorded in the change history, and it can trigger automations.
Versions
Each new save is added next to the old one and doesn’t replace it. All the versions have the same name, so tell them apart by their upload time.
The file name
The file name is the record’s title. Characters that file systems don’t accept are replaced: \ / : * ? " < > |. A record without a title gets a technical name.
To move the record’s status automatically when you save, see Move a record’s status automatically when a document is saved.
If something goes wrong
A real example
Signed contracts were scattered across email, and nobody knew which was the latest version.
- A “Contract file” file field in the Contracts unit.
- Every contract is saved to it straight from the template.
Every version of the contract is in its record, with its date and who issued it.