How to Change an Attachment's Comment, Category or Memo
Every file attached to a call or a customer can carry a short comment, a category and a longer memo, so that the next person knows what it is without opening it. You change them in the file's details panel in the Attachments section, and anyone who uses ABM Service can change them.
How do I add a comment or a memo to an attachment?
In the Attachments section of the call or customer, select the file, type in Comment or Memo in its details panel on the right, then select Save changes.
- Select the file in the Attachments section. Its details panel opens.
- Type a short description in Comment ("What is this file?"). The counter beside it shows how many characters you have used and the most allowed.
- Type anything longer in Memo ("Anything worth knowing about it"), on as many lines as you need.
- Select Save changes. The panel says "Saving…" and then "Saved."
The comment is what the list shows beside the file's name, and the search looks in both the comment and the memo. The memo is shown in the Full details view, up to three of its lines, and all of it when you point at it.
Save changes stays greyed out until something differs from what is saved; pointing at it says "Nothing has changed yet". Once you have changed something, Discard changes appears beside it and puts the file back as it was saved. Otherwise the words "Edits apply to this file only" are there, a reminder that each file is saved on its own.
When a file has just been attached, its panel opens with the cursor already in Comment.
How do I change the category of an attachment?
Select the file in the Attachments section, choose the category in Category in its details panel, then select Save changes. Category lists No category and then your company's categories in alphabetical order.
After saving, the file moves to that category: the counts under Attachments in the sections sidebar change, and the category appears in the sidebar if it is the first file in it on this call or customer.
The list of categories is your company's, and only the system administrator can add a category or rename one. A category the administrator renames shows its new name the next time the files are read, for example when you next open the call or customer.
To file several new files in one category at once, drop them on the category in the sections sidebar when you attach them.
What happens if I move to another file without saving?
Nothing is lost. If you type in a file's Comment, Category or Memo and then select another file, close the panel, pick another item in the sections sidebar or open another section, what you typed is kept, and the file wears an unsaved mark in the list.
To save it, either:
- Select the file again: its panel shows what you typed, with Save changes ready; or
- Select Save, the small button beside the unsaved mark in the list. It appears when you point at the file or mark it, and saves that file without opening its panel. A message about it, if any, appears above the list.
If you leave the call or customer altogether, a reminder in the bottom-left corner of the window names the file and the call or customer, such as the file's name "on" the customer's name. Select it to go straight back to the file, its panel open with your typing in it.
Typing is kept only while ABM Service stays open in that tab or window: closing or reloading a browser tab asks you first, and closing a desktop app window does not.
What if somebody else changed the same attachment?
If another person saved the same file's details while you were editing them, saving says: "Somebody else saved this file's details while you were editing them. Theirs are in the list now; your changes are still here — save again to keep yours, or discard them."
Nothing of yours has been saved at that point, and nothing you typed is lost. The boxes you changed still show your words, and the boxes you did not touch now show theirs. Then:
- Select Save changes again to save your version over theirs; or
- Select Discard changes to keep theirs.
If you saved from the list's own Save, the file's details panel opens to show you the same thing.
Can I rename, move or delete an attachment?
Not in this version. The Attachments section of the call screen and customer screen has no rename, no move to another call or customer, and no delete. A file attached by mistake stays; give it a comment saying so.
There is one exception for renaming. Many older files have no name of their own, and their comment is used as their name. For such a file, the panel says under Comment: "This file’s name comes from its comment — changing it renames the file." Changing the comment and saving then changes the name shown in the list and the name the file downloads under.