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Using attachments

Avanteam offers two powerful methods to manage your files (evidence, photos, reports).

1. Standard File Field​

The file field allows you to manage attachments in a simple and direct way.

Standard file field

Available actions​

  • Add: Click the Browse or Add button to select a file from your computer.
  • Download: Click the download icon to retrieve the file to your computer.
  • View: Click on the file name or preview icon to open it in your browser (PDF, images).
  • Edit: Opens the Word/Excel document directly in your local Office application. Changes are automatically saved in Avanteam.
  • Rename: Modify the name of the attached file without having to re-upload it. Useful for correcting a typo or clarifying the name.
  • Delete: Click the trash icon to remove the file from the record.
  • Move: Reorganize the display order of files in the list (if multi-valued).
  • Hide: Make a file invisible in certain views (it remains accessible via history).
  • Convert to PDF: Transform a Word/Excel document into a non-editable PDF.
  • Copy: Duplicate a file to reuse it in another record.

Single-valued and Multi-valued​

  • Single-valued: The field accepts only one file. If you add a new one, it replaces the old one.
  • Multi-valued: The field can contain multiple files. Each addition is added to the existing list without deleting previous ones.

2. Office Module​

The office module offers advanced features to manage your attachments.

Office module with attachments

Available actions​

  • Add (+ icon): Add one or more files from your computer.
  • Drag and drop: Drag your files directly from your explorer to the dedicated area.
  • Download (download icon): Retrieve one or more selected files.
  • Edit (pencil icon): Opens the Word/Excel document directly in your local Office application. Changes are automatically saved in Avanteam.
  • Rename: Modify the name of the attached file without having to re-upload it. Useful for correcting a typo or clarifying the name.
  • Delete (trash icon): Permanently remove one or more selected files.
  • Move (up/down arrow icons): Reorganize the display order of files in the list.
  • Hide (crossed-out eye icon): Make a file invisible in certain views (it remains accessible via history).
  • Convert to PDF (PDF icon): Transform a Word/Excel document into a non-editable PDF.
  • Copy (copy icon): Duplicate a file to reuse it in another record.

Using office templates​

Office templates allow you to standardize your documents (reports, letters, forms) by automatically pre-filling certain information.

Associate an existing file with an office template​

This option is used when you already have a document (Word, Excel) on your computer that you want to enrich with data from the Avanteam record.

Use case: You started writing an audit report offline and now want to automatically insert the case number, date, auditor name, etc.

Associate or create an office document

  1. In the office module, click the Add (or +) button.
  2. Select the Associate with an office template option.
  3. Choose the desired template from the proposed list (e.g., "Audit Report Template").
  4. Browse your computer to select the file to associate.
  5. Once uploaded, the system automatically merges the record data with the template (e.g., case number, date, responsible person).

Create a new document from an office template​

This option is used when you start from scratch and want to generate a new document that is already structured and pre-filled.

Use case: You need to create an audit report for a new record. Rather than starting from a blank document, you directly generate a report with the layout and basic information already filled in.

  1. In the office module, click Add then Create from a template.
  2. Select the appropriate office template.
  3. The system instantly generates a new Word/Excel file pre-filled with the record information.
  4. The file is automatically attached to the record. You can then edit it online or download it.
Business Case (Quality)

For each audit, you must produce a standardized report. Instead of starting from a blank document, click Create from a template > "ISO Audit Report". The system generates a Word document already containing the audit title, date, auditor and audited site. You just need to complete the findings.