Attachments & DMS
Construction and FM operations generate a vast amount of supporting documentation: signed contracts, engineering drawings, delivery challans, measurement photographs, vendor invoices, and more. JobNext's Document Management System (DMS) lets you attach these files directly to the relevant records, creating a complete digital trail that is always accessible.
Overview
The DMS in JobNext is not a separate module. Instead, it is an integrated capability available across every module and every record type. Whether you are looking at a Job, a Purchase Order, a Vendor, or a Voucher, you can attach and view related files.
Attachments are stored centrally but are always displayed in the context of the record they belong to. When you open a Purchase Order, you see only the attachments linked to that PO. When you open a Vendor record, you see only the files attached to that vendor (such as registration certificates, bank letters, etc.).
Attaching Files
You can attach files to any transaction or master record in JobNext. Here is the general process:
- Open the record you want to attach a file to (e.g., a Purchase Order, Job, Vendor, etc.).
- Navigate to the Attachments tab or section. This is usually the last tab in the record's detail view.
- Click + Add Attachment or the upload icon.
- In the upload dialog, either:
- Drag and drop files from your computer into the upload area, or
- Click Browse to select files from your file system
- Optionally, add a Description or Category tag to help organize the attachment.
- Click Upload to save the attachment.
- The file appears in the attachments list with its name, size, upload date, and the user who uploaded it.
Attachment Fields
| Field | Description | Required |
|---|---|---|
| File | The actual file being uploaded | Yes |
| Description | A brief description of what the file contains (e.g., "Signed contract copy," "Delivery challan for MRN-2024-045") | No (but recommended) |
| Category | A classification tag such as "Contract," "Drawing," "Invoice," "Photo," or "Certificate" | No |
| Uploaded By | Automatically recorded — the user who uploaded the file | Auto |
| Upload Date | Automatically recorded — the date and time of upload | Auto |
Always add a meaningful description when uploading attachments. A file named "IMG_20240315_142356.jpg" is not helpful to anyone browsing attachments months later. A description like "Foundation inspection photo - Block A - Grid Line 3" makes the file immediately useful.
Supported File Types
JobNext supports a wide range of file types commonly used in construction and business operations:
| Category | File Types | Extensions |
|---|---|---|
| Documents | PDF documents, Word documents, text files | .pdf, .doc, .docx, .txt, .rtf |
| Spreadsheets | Excel workbooks, CSV files | .xls, .xlsx, .csv |
| Images | Photographs, scanned documents, diagrams | .jpg, .jpeg, .png, .gif, .bmp, .tiff |
| Presentations | PowerPoint presentations | .ppt, .pptx |
| Archives | Compressed files containing multiple documents | .zip, .rar |
| CAD / Drawings | Engineering drawings and plans | .dwg, .dxf (download only; no in-browser preview) |
Individual file uploads are subject to a maximum size limit, which is typically configured by your system administrator (commonly 10 MB to 25 MB per file). If you need to attach larger files, consider compressing them into a ZIP archive or splitting them into smaller parts. Contact your administrator if you encounter upload size issues.
Viewing and Downloading Attachments
Once attachments are uploaded, any user with access to the parent record can view and download them.
Viewing
- In-browser preview — PDF files and images can be previewed directly in the browser without downloading. Click the file name or the preview icon to open the viewer.
- Attachment list — All attachments for a record are listed in the Attachments tab, showing the file name, description, category, size, upload date, and uploader.
Downloading
- Click the download icon next to any attachment to save it to your computer.
- You can download attachments individually or, in some views, download all attachments for a record as a ZIP file.
Deleting Attachments
- Attachments can only be deleted by the user who uploaded them or by a user with administrative permissions.
- If the parent record is in a Posted or Approved state, attachments typically cannot be deleted to maintain the audit trail.
- Deleted attachments are permanently removed and cannot be recovered.
Common Attachment Use Cases
| Record Type | Typical Attachments |
|---|---|
| Job | Signed contract, LOA (Letter of Award), site photographs, project drawings |
| Purchase Order | Vendor quotation, rate comparison sheet, approved PO copy |
| Material Receipt (MRN) | Delivery challan, weighbridge slip, quality test report, site receipt photo |
| Vendor | GST certificate, PAN card copy, cancelled cheque, registration certificate |
| Customer Invoice | Measurement sheet, client-signed RA bill, supporting calculations |
| Finance Voucher | Vendor invoice scan, bank statement, payment receipt |
| Work Order | Subcontractor agreement, scope of work document, rate analysis |
| Staff Record | Resume, ID proof, educational certificates, offer letter |
Best Practices
- Attach at the right level — Attach files to the most specific record. For example, attach a delivery challan to the MRN, not to the Job. This makes it easier to find the document later.
- Use categories — Categorize attachments (Contract, Drawing, Invoice, Photo, Certificate) to enable quick filtering.
- Write meaningful descriptions — A good description saves time for everyone who needs to find and review the document later.
- Scan and attach promptly — Attach physical documents (delivery challans, signed sheets) as soon as possible after they are received. Delay often leads to lost paperwork.
- Maintain quality — Ensure scanned documents are legible. Blurry or truncated scans are not useful for audit or dispute resolution.
All attachment actions (upload, download, delete) are logged in the system's audit trail. This provides accountability and traceability, which is especially important for regulatory compliance and dispute resolution.