Item Management
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      Attach a File to an Item

      Make it easy for people to find information relevant to your Items by attaching relevant files.

      You are able to attach the following file types to your Items:

      • Images (.jpg, .png, .gif)
      • Powerpoint (.ppt, .pptx)
      • Word (.doc, .docx)
      • Excel (.xls, .xlsx)
      • Portable Document Format (.pdf)
      • Zip files (.zip)
      • Minitab (.mtw)

      When a file is added to an Item, anyone who can access the Item will be able to download the attachment by clicking its name in the Files section. 

      If the file is a PDF, a preview of the document will open. Skip ahead in this article to read about previewing PDFs. 

      Two Line OfiePro Tip: Image files will also open as a preview prior to downloading. Click the download button in the top right corner of the preview to download an image. 

      Who can add and manage an Item's files?

      To manage an Item's files, you must have permission to view the Item and edit its files.

      Only the following people can view an Item:

      • Anyone on the Item's Team.
      • Potentially anyone on the parent's Team.
      • If the Item is not private and not in the New status, anyone with the "View" permission for Items in its Location(s).
      • If the Item is private, anyone with the "View Private" permission for Items in its Location(s).
      • If the Item is in the New status and is not private, anyone with the "View New" permission for Items in its Location(s).

      Only the following people can edit an Item's files:

      • Anyone on the Item's Team except for Followers.
      • Anyone with the "Edit" permission for Items in the Item's Location(s).
      • Anyone with the "Assign" permission for assignable Items in the Item's Location(s).

      Two Line OfieFor more information on Team Roles (like Authors, Facilitators, Participants, and more!) check out this article.

      Add a file to an Item

      Ofie Profile PicWarning: There is a maximum file size limit of 15 MB. 

      To add a file to an Item, open the Item with which you want to work, then:

      • Click Add File in the Files panel.

      An Item work panel with an arrow pointing to the Add File button

      • Use the resulting window to select and add the correct file(s) from your computer.
      • The new files will be listed in the Files panel. If you attached an image file, it may appear in the Images panel and/or on the Images tab (depending on how your organization has configured this Item).

      Two Line OfiePRO TIP: You can also attach a file by dragging and dropping it directly onto the Files panel. The Files panel be outlined in green when it registers that a file is being dragged onto it.

      Edit a File

      To edit a file on an Item, open the Item with which you want to work, then:

      • Hover over the Files panel and click the pencil icon that appears in the top right corner. A pencil icon and an x icon will appear to the right of each file.

      An Item work panel with an arrow pointing to the pencil icon on the Files panel

      • To edit a file, click the pencil icon to its right and its edit window will open. Edit the following information as needed.
        • File name (required): The name will be used to identify this file.
        • Description: Enter an optional description that will appear when hovering over the file's name in the Files panel.
        • The Show in Image area checkbox: This checkbox is only shown for image files. When this box is checked, the "Column" section will appear beneath the checkbox and the image will be displayed in the Images panel and/or on the Images tab.
          • Under the Column header:
            • Click either the Default, Force Left, or Force Right radio button to decide whether this image file should be displayed in the next available position, in the left column, or in the right column.

              This decision will only take effect when there are two or more image files displayed in the Image area.
        • Click Save

      Preview a PDF

      If an Item's file attachment is a PDF, you can preview the document without needing to download it first. 

      To Preview a PDF:

      • Select the PDF in the Files Panel of the Item.
      • The PDF preview will open. 

        • Use the toolbar at the top of the preview to search, zoom in and out, print, add text, and draw on the document. Any edits made in the preview are temporary and will not be saved the next time you or another User view the document. 
        • Select the >> icon to find more viewing options such as presentation mode, rotate, and more. 
        • Select the down arrow to download the PDF. 
        • Select the expand icon to view the PDF in fullscreen. 
        • Select X to exit the preview. 

      Ofie Profile PicPro Tip: Although the edits you make in the PDF preview will not be saved, you can use the download and print features to export a copy of the PDF that does include your edits. 

      Delete a File

      • Hover over the Files panel and click the pencil icon that appears in the top right corner. A pencil icon and an x icon will appear to the right of each file.
      • To delete a file, click the x icon to its right and a confirmation window will open.
      • Select Delete and the file will be removed from this Item.