Add Documents, Files, Versions, Master Records & File Links

This article will walk you through the various steps when adding files to objects (Contract, Vendor, etc) in Gatekeeper.

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Estimated Read Time: 6 Minutes

Introduction

In today's digital age, managing and organizing contractual documents and files is essential for businesses. However, with so much data being generated every day, it can be challenging to keep track of everything. In this article, we'll walk you through the process of adding documents, files, file versions, master records, and file links to your contracts and vendors. So let's dive in and explore the various options for adding and organizing your files effectively.

In this article:

• Where to add files
• How to add files
• Adding versions to Files
• Setting a Master File

Where to add files

Files can be added in several  areas, such as Suppliers, Contracts, Projects, and Entities.

Adding files is the same process for all areas, so this article should function as a safe set of instructions for all.

1. Start by selecting either Suppliers, Contracts, Projects, or Entities (depending on where you want to store your file) from the left navigation panel.       

 

2. Once in your chosen area, open the record that you would like to add the file to.

3. Then, select the Files tab. 

How to add files

From the Files tab of any record, there are two ways to add a new file.

1. Click on the blue Add New File Icon

2. Click on the green "ADD" button and select "File"

3. Files can be added by Uploading a file from your computer, connecting files through Google Drive, OneDrive or the use of a File Link.

Upload

To upload a file from your computer

• Click the Upload link
  • You can select multiple files to upload at once. Select all relevant files by holding down ⌘ (MAC) or Ctrl (Windows) as you click each file.
  • The max individual file size permitted for uploads is 200mb Select the appropriate file(s) from your computer and click [Open]

(See this article for more information on setting up Google Drive for attachments)

Hyperlink

To upload a file using a hyperlink, select the File Link option. In the dialogue window that appears, paste the URL of the file into the Link box.

Also, be sure to select the file Type from the dropdown. The other spaces are optional to fill, but include:

1. Title: The name of your file
2. File Type: This is an editable list for your categorising purposes. This list can be modified in the Dropdown Lists configuration options.
3. Expiry Date: The date when the file expires or is no longer relevant to the record (such as the expiry date of certification).
4. Description: A description of what the file contains

Once you’ve selected all the files you need to upload, select the green [Add this file] button. The files will be uploaded, and you'll see them in a list.

From here, you can see more pertinent details about your files, edit the metadata, preview your PDFs, or add & organise folders to keep your files in order.

Adding versions to files

To create a new version of a File, select the ellipses next to the file you wish to create a new version of, then select New Version.

Browse through your computer to find the new version of the required file, add some comments if required, and then select Submit.

Once saved, you will then be able to view the history of that file

Which will allow you to see the full version history of that file.

Setting a Master File

A Master File is only available within a Contract Record and is generally reserved for the executed agreement associated with said Contract Record.

 From the Files Tab, click the menu (three dots) to the right of the appropriate file before selecting "Edit"

3. Then simply check the box labelled "Master Record" and then click "Update"

All files designated as Master Record documents will have a corresponding label. 

Viewing the Master Record

In addition to the Files Tab, the document indicated as the contract's Master Record will be displayed at the bottom of the Data Tab within an embedded viewer. There are available menu options to search, navigate, print, download, and/or rotate directly from the viewer. 

Discover:

• Files Area Overview
• File Expiry Dates