From version 1.00.19.098 it is possible to add multiple items into the attachment Manger from the workbench.

The facility is available for the [Candidates], [Companies] and [Vacancies] workbenches, and allow users to run a search and then add documents into the attachment buffer for all of the selected objects.

Contents

TABLE OF CONTENTS

• OVERVIEW
  • Add Multiple Items to Attachment Manager from Workbench
  • Add Individual documents to the Attachment Manager
  • Add Standard Documents to Attachment Manger
  • Uses of this Feature
  • EXAMPLE: How to send a file as part of a mailshot.

OVERVIEW

At the top of many screens in influence is a small paperclip icon.  This is the attachment buffer.

The attachment buffer is a place where you can temporarily store or hold documents, so that they can then easily be attached to emails or mailshots sent out from the system.

The Attachment buffer itself is split into two sections

The top part contains Standard Documents - these are documents which will always remain in the attachment buffer for easy attachment. They are typically things like 'How to Find us' or 'Our Mission', etc.

Below the standard Documents are items which the user has added to the attachment buffer by selecting them within the database, and adding them to the buffer.

Ad-Hoc documents added to the buffer will remain in the buffer until the user chooses to CLEAR the buffer.

Clicking the [Clear] button at the bottom left will remove these 'user added' documents from the buffer, but the Standard Documents listed at the top, will remain.

Items from the buffer can easily be attached to emails or mailshots, by simply ticking next the the item(s) you want to use.

Add Multiple Items to Attachment Manager from Workbench

1. Go to the workbench and run a  search for the items you want, e.g. a particular group of candidates.

2. Click the paperclip icon at the top of the screen.  

3. Use the drop-down at the bottom of the screen to select which document type you wish to add into the buffer.
(E.g. From candidate you could add thing such as SafeCV or Registration Form)

4.  Press the [ADD] button to clear previous attachments and add these new items into the buffer.

Add Individual documents to the Attachment Manager

To add a document to the buffer is very simple.

Step 1:

Go to the relevant record (Candidate, Company, Vacancy, etc.) and choose the [Docs] tab

Step 2:

Find the item you want to add to the buffer, and place a tick in the [Attach] column.

Add Standard Documents to Attachment Manger

As mentioned, the top section of the attachment manager shows a list of Standard Documents that exist in the system, and so are always available for attachment.

Standard documents can be added to the system by the ADM (Administrator user) or other high-priority users. Once added they will appear in the attachment manager. A full guide to adding standard documents can be found here:

https://helpdesk.influence-it.com/support/solutions/articles/103000144427-how-to-add-standard-documents

A brief overview is given below:

Step 1:

Go to Maintenance > Tools > Explore Templates Folder

Once the option opens, just Drag/Drop the file that you want onto the screen, to store the file.

Make a note of the exact filename (including file extension, e.g. My_Excel_Sheet.xlsx  )

Step 2:

Now go to Maintenance > Setup > Parameters

Choose File > Open and select the parameter set called STANDDOCS (or Standdocs 2, 3, 4....9)

On the [PATHS] tab, find a free slot, and type the exact file name you noted in step (1)

Then choose the [Glossary] tab and give the document a suitable name/description  {often the same as the filename}

Having done this, any documents added in this way will be available in the attachment manager.

Uses of this Feature

The ability to add several CV documents into the attachment buffer is useful when marketing candidates. For example, you may have several good Bookkeepers registered and want to send these CVs to a selection of contacts.

By adding the CVs for all these candidates into the buffer, you can then write an email template. send it to a selection of contacts and attach all of the CVs from the buffer to the email.

EXAMPLE: How to send a file as part of a mailshot.

Go to the Candidate/Client where the file is stored, and tick [Attach] next to the file.

{If it is a 'new' file that is not already in the system, just drag/drop the file onto the DOCS tab of a suitable record and then tick [Attach] }

Now run your search, to get a list of Candidates/Contacts on screen and click Macro Manager (⚙️) at the too of the screen to pass all the names into the macro manager for emailing.

Write the email as you normally would, choosing a subject, a form of address, and the body content, etc.

When ready, using the paperlcip at the top of the screen, and tick to select the item you wish to send as part of the mailshot.

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