Summary
This article explains how to use the Attachment Area (the designated section within Assure where users can upload, manage, and organise files and URLs associated with records) in the Assure platform. It covers how to access the Attachment Area via the Attachments Tab, navigate its layout, organise files using folders, connect attachments to multiple records using the Connect Button, and view file details. This article is relevant to any Assure user who needs to manage shared files or link uploaded content to Module (a functional component of Assure designed to manage a specific area of health, safety, and risk processes) records.
Prerequisites
- An active Assure user account with login credentials.
- The Manage Attachment Area Supervisor Privilege (a high-level permission granting access to upload, organise, and manage attachments not linked to specific module records) to upload and manage files directly within the Attachment Area.
- The Link to Attachment Area Supervisor Privilege to connect Attachment Area files to module records using the Connect Button.
- Access to the relevant module records where you wish to link attachments.
Note: There is no read-only or download-only permission for the Attachment Area. Users either have full access via the Manage Attachment Area Supervisor Privilege or no access.
Problem / Intent
Users need a central location to store, organise, and reuse files and URLs across multiple module records in Assure, without uploading the same file repeatedly. The Attachment Area solves this by providing a shared repository where attachments can be uploaded once and then linked to any number of records. Users also need to understand the difference between files uploaded individually during record submission and those selected from the shared Attachment Area.
Steps
1. Access the Attachment Area
- Log in to Assure.
- Navigate to the relevant area of the system where the Attachments Tab is available.
- Click the Attachments Tab to open the Attachment Area.
2. Navigate the Attachment Area Layout
Once the Attachments Tab is open, the Attachment Area displays the following layout and functionality:
- Links: Click any link to open it in a new browser window.
- Images: Double-click an image to download it.
- Folders: Double-click a folder to enter it and view its contents.
Drag-and-drop: Drag items and drop them into folders to organise the Attachment Area.
3. Identify Shared vs. Individually Uploaded Attachments
When creating a record or adding attachments to a record, the attachment list distinguishes between two types of attachments:
Items labelled (shared) are Shared Attachments (files or links selected from the Attachment Area and associated with multiple records across the system).
Items without the (shared) label have been individually uploaded using the standard method during record submission, and are not sourced from the Attachment Area.
4. Connect an Attachment Area File to a Record
The Connect Button allows users to link any file already uploaded to the Attachment Area to additional records, without re-uploading the file.
- Open the record to which you want to attach a file.
- Navigate to the Attachments Tab within the record.
- Click the Connect Button.
- Select the file from the Attachment Area that you want to link to the record.
- The selected file will appear as a Shared Attachment on the record.
Note: The Link to Attachment Area Supervisor Privilege is required to use the Connect Button functionality.
5. View File Details
The Detail option (in the Attachment Area) displays information about an individual attachment, including which module the file is linked to.
- Locate the attachment in the Attachment Area.
- Right-click on the attachment.
- Select the Detail option from the context menu.
The Detail view shows file information such as file name and which module the attachment is linked to.
Notes & Warnings
Note: There is no read-only or download-only permission for the Attachment Area. Contact your Assure Administrator if you need access.
Note: Items drag-and-dropped into folders within the Attachment Area help organise files but do not affect their linkage to existing records.
Note: A Shared Attachment remains linked to all records it has been connected to even if it is moved into a folder within the Attachment Area.
Note: To add the same attachment to multiple records simultaneously, use the Access Multi Mode Supervisor Privilege and the Bulk Multi Attach Tool. See the Related Articles section for more detail.
Examples
Example 1: Organising Attachments into Folders
A Health and Safety Manager uploads a set of policy documents to the Attachment Area. To keep the area tidy, the manager creates a folder called "Policies 2025" and drags each uploaded document into the folder. Team members can then double-click the folder to access the documents.
Example 2: Connecting a Shared Attachment to an Incident Record
A safety officer has a risk assessment PDF already uploaded to the Attachment Area. When creating a new Incident Record, the safety officer clicks the Connect Button within the record's Attachments Tab, selects the PDF from the Attachment Area, and the file appears as a (shared) attachment on the Incident Record. The original file remains available in the Attachment Area for linking to future records.
Example 3: Checking Which Module a File Is Linked To
A user finds an attachment in the Attachment Area and wants to confirm which module it belongs to. The user right-clicks the attachment and selects Detail. The Detail view displays the file name, size, and the module it is linked to.
Troubleshooting
Symptom: The Connect Button is not visible on a record.
Cause: The user does not have the Link to Attachment Area Supervisor Privilege. Resolution: Contact your Assure Administrator to request the Link to Attachment Area Supervisor Privilege be assigned to your user account.
Symptom: Files uploaded individually during record submission do not appear in the Attachment Area.
Cause: Files uploaded directly to a record during submission are stored against that record only, not in the shared Attachment Area. Resolution: To make a file available in the Attachment Area for reuse, upload it directly to the Attachment Area using the Manage Attachment Area Supervisor Privilege. Then use the Connect Button to link it to records as needed.
Symptom: Cannot drag and drop files into folders within the Attachment Area.
Cause: The browser may not support drag-and-drop, or the user may not have the Manage Attachment Area Supervisor Privilege. Resolution: Confirm the browser being used is a supported browser (Google Chrome, Microsoft Edge, or Safari latest versions). Contact your Assure Administrator to confirm your permissions.
Symptom: The Detail option does not appear when right-clicking an attachment.
Cause: The right-click was not performed directly on the attachment item. Resolution: Ensure the cursor is positioned directly over the attachment item before right-clicking. The context menu with the Detail option will then appear.
FAQ
Q: What is the difference between a Shared Attachment and an individually uploaded attachment?
A: A Shared Attachment is a file that has been selected from the Attachment Area and linked to a record using the Connect Button. It is labelled (shared) on the record and remains available in the Attachment Area for linking to other records. An individually uploaded attachment is uploaded directly during record submission and is not stored in the Attachment Area.
Q: Can I link the same file from the Attachment Area to more than one record?
A: Yes. Any file uploaded to the Attachment Area can be linked to multiple records using the Connect Button. This avoids duplicate uploads and keeps a single, centralised copy of the file.
Q: What Supervisor Privileges do I need to use the Attachment Area?
A: You need the Manage Attachment Area Supervisor Privilege to upload, organise, and manage files in the Attachment Area. You also need the Link to Attachment Area Supervisor Privilege to connect Attachment Area files to module records using the Connect Button.
Q: How do I add the same attachment to multiple records at once?
A: Use the Multi Mode feature (also known as the Bulk Multi Attach Tool), which requires the Access Multi Mode Supervisor Privilege. This allows you to select multiple records and attach a file to all of them simultaneously. See the Related Articles section below.
Q: How do I find out which module an attachment in the Attachment Area is linked to?
A: Right-click the attachment in the Attachment Area and select Detail. The Detail view displays the file information and which module the attachment is linked to.
AI Metadata
Product Area: Assure, Attachment Management
User Role: Assure Users, Supervisors, Administrators
Tags: Attachment Area, Attachments Tab, Connect Button, Shared Attachment, Manage Attachment Area, Link to Attachment Area, Upload Attachments, Manage Attachments, Organise Attachments, Drag and Drop, Folders, File Details, Module Linkage, Right-click Options, Record Submission
Version/Region: All Assure versions, all regions
Important synonyms: Attachment Area = Attachments, Shared Attachment = shared file, Connect Button = link attachment, Attachments Tab = Attachments section, Manage Attachment Area = attachment admin privilege
Suggested embedding keywords: upload attachments Assure, manage attachments Assure, shared attachments Assure, connect attachment to record, link file to multiple records, Attachment Area Assure, Attachments Tab, organise files Assure, drag and drop attachments, view attachment details, attachment module linked, Supervisor Privilege Attachment Area
Relevant modules and cross-module implications: The Attachment Area is a platform-wide feature in Assure available across all Modules. Files uploaded to the Attachment Area can be connected to records in any module (e.g., Incident, Risk Assessment, Audit, Equipment Register) using the Connect Button, provided the user has the Link to Attachment Area Supervisor Privilege. The Attachment Area itself is not module-specific; it acts as a central repository accessible from any area of Assure where the Attachments Tab is displayed.