Attachments (Agreement Support)

Attachments – Display Mode

The Attachments Form initially opens in the display mode. The Attachment System allows you to keep all digital documents for an agreement in one place. This easily allows you to find documents associated with the agreement and conveniently backup these documents. Of course you can also keep a copy in another location that’s convenient to your operation, but the Attachment System is a great place to consolidate all of these documents. The information fields include the following.

  • Attachments For: This dropdown allows you to choose the agreement you are working with. The AID, Status, Title and TIN are additional information about your choice to make sure you have selected the correct agreement.

For the currently selected record:

  • Black Bar: Date when the attachment record was created and who created it.
  • Associated To: Which section of the agreement is the attachment associated with.
    • AID: Refers to the Agreement Document as a whole.
    • INF: Agreement Information
    • PR: Performance Review
    • RSK: Risk Management
    • TRM: Termination/Renewal Management
  • System ID (AID): ID # for the agreement, assigned by POSY.
  • System ID (ID): ID # for the attachment record assigned by POSY.
  • Attachment Type: What does the attachment represent.
  • Subject: The subject of the note.
  • Attach Date: Date of the attachment document.
  • Description: Short description for the attachment, summarizing its content.
  • Archived: Attachment is no longer effective.
  • File Name: PC system file name of the attachment.
    • Opens this file.

The bottom half of the form is a list of all of the current attachments for this agreement.

  • The list can be sorted by clicking on the column headers (except Archived).
  •   Select A Record: To select a record, click the record selector box at the far left of the record’s row. You will see this Pointer Icon to indicate which record is currently selected.

  Initiating A Transaction: To initiate a transaction (edit a record or create a new record) use this Transaction Toolbar.

Documenting Record Edits: POSY automatically documents edits made to any record after its initial creation. If edits have been made, this button will be enabled. Clicking it will open the Edit Documentation Form.

  (Enabled) Edits have been made to this record.

  (Disabled) No edits have been made to this record.

Attachments – Edit Mode

  Select A Record To Edit: To select a record, click the record selector box at the far left of the record’s row. You will see this Pointer Icon to indicate which record is currently selected.

  Put The Form In Edit Mode: By clicking the Edit Button.

  • When placed in edit mode, the main form is disabled (grayed out) and the edit record section of the form is opened.

Editable Fields: Edits to existing records should only be made for typos, or to slightly modify the record’s original intent.

  • Associated To: Which section of the agreement is the attachment associated with.
    • AID: Refers to the Agreement Document as a whole.
    • INF: Agreement Information
    • PR: Performance Review
    • RSK: Risk Management
    • TRM: Termination/Renewal Management
  • Subject: The subject of the note.
  • Attachment Type: What does the attachment represent.
  • Attach Date: Date of the attachment document.
  • Description: Short description for the attachment, summarizing its content.
  • Archived: Attachment is no longer effective.

Locked Fields:

  • Attachments For: This dropdown allows you to choose the agreement you are working with. The AID, Status, Title and TIN are additional information about your choice to make sure you have selected the correct agreement.
  • 1. Choose Document to Log (Attach): Being an edit you cannot change the file that is attached, only modify it’s description.
    • File Name: PC system file name of the attachment.
  • # of Changes: Number of changes made to this record during this edit.
  • # of Errors: Number of fields with an error.
  • System ID (AID): ID # for the agreement, assigned by POSY.
  • System ID (ID): ID # for the attachment record assigned by POSY.
  • Record Created – By: Who created this record.
  • Date: Date record was created.

  Finalizing The Edit: To complete the transaction, use the Save Changes toolbar.

  •   Cancel: Click this button to Cancel this edit and return to Display Mode.
  •   Save: Click this button to Save this edit and return to Display Mode.
    • The edit can be saved if 1) changes have been made and 2) there are no errors.
    • Changes are indicated by a drop shadow on the field that has been changed. (See Image)
  •   Save Disabled: The Save button is disabled when the edit is not ready to be saved.
    • The edit CAN NOT be saved if 1) NO changes have been made OR 2) there are errors.
    • An error is usually when a required field is missing. (Field background will be Pink.)
  • Note: Once a edit transaction has been started, it must be finalized properly before you can close the form. If not finalized, as  defined above, you will see the following message box.

Attachments – Create Mode

No Specific Record Needs To Be Selected: …to create a new record.

  Put The Form In Create Mode: By clicking this Create Button.

  • When placed in create mode, the main form is disabled (grayed out) and the new record section of the form is opened.

Editable Fields:

  • 1. Choose Document to Log (Attach): Use this area to select your attachment.
    •   Opens a browser dialog that allows you to choose the file you want to attach.
    •   These buttons toggle to allow you to move this specific file to the attachments folder or just make a copy of the file to the attachment folder.
    •   Pops up some brief instructions.
    •   Opens the file chosen.
  • Associated To: Which section of the agreement is the attachment associated with.
    • AID: Refers to the Agreement Document as a whole.
    • INF: Agreement Information
    • PR: Performance Review
    • RSK: Risk Management
    • TRM: Termination/Renewal Management
  • Attachment Type: What does the attachment represent.
  • Attach Date: Date of the attachment document.
  • Description: Short description for the attachment, summarizing its content.
  • Archived: Attachment is no longer effective.

Locked Fields:

  • Attachments For: This dropdown allows you to choose the agreement you are working with. The AID, Status, Title and TIN are additional information about your choice to make sure you have selected the correct agreement.
  • File Name: PC system file name of the attachment.
  • # of Changes: Number of changes made to this record during this edit.
  • # of Errors: Number of fields with an error.
  • System ID (AID): ID # for the agreement, assigned by POSY.
  • System ID (ID): ID # for the attachment record assigned by POSY.
  • Record Created – By: Who created this record.
  • Date: Date record was created.

  Finalize Creating The Record: To complete the transaction, use the Save Changes toolbar.

  •   Cancel: Click this button to Cancel the record creation and return to Display Mode.
  •   Save: Click this button to Save the new record and return to Display Mode.
    • The new record can only be saved if there are no errors.
  •   Save Disabled: The Save button is disabled when the new record has an error.
    • An error is usually when a required field is missing. (Field background will be Pink.)
  • Note: Once a create transaction has been started, it must be finalized properly before you can close the form. If not finalized, as  defined above, you will see the following message box.
Agreement Notes