Can Sumac store files in the database? (link files, attach files, etc.)
Yes, you can link and/or save files to contact records, or to communication records in Sumac. If you are using a Custom add-on or Case Management, you can also link files to custom records or case records.
When linking files in Sumac, you have two options:
1) If your organization is using our cloud-hosting service, you can upload files right into Sumac so they are saved in the database.
This means that regardless of the where the file was originally located - e.g. on your computer, your office server, or even a cloud-based file sharing solution - you can open the file within Sumac any time. Even if you move the file or it is deleted from its original location, you can always access it.
You can upload a file to a Contact or Communication record directly;
or link a file that was previously uploaded to the Sumac database.
To add a file to the Sumac database, go to Utilities > Customize Database > Field Values in your Sumac Console:
Choose the area you want to customize (e.g. Communications or Donations), and "Files" in the Field Values column, and click New.
Choose a file from your machine/server, add a Description and make sure you check the appropriate file usage box for the file to be available in that specific area (e.g. Communications for a file uploaded to Communications). Then click OK to save the file to the database.
Remember: if you store the file in Sumac, then later decide to make changes or revisions to the file down the road, you'll need to upload the new, updated version of the file to make sure Sumac is storing the most current version.
2) If your organization is not using our cloud-hosting service, or if you would prefer to keep the file(s) stored externally from Sumac, you can just link the file instead. When Sumac links a file, it is really just storing the file path to wherever that file is stored on your computer, your office server, or a cloud-based file sharing solution (e.g. Dropbox). If the file is stored on your personal computer or office server, Sumac stores the file path to wherever that file is stored. If the file is stored on Dropbox, for example, Sumac stores the URL for that file on Dropbox.
If you are linking any files into Sumac, we recommend storing them on your office server, or on a shared cloud-based solution, rather than your personal computer. That way, any other users who have access to your office server or permission to access your cloud-based solution will be able to open the file as well.
Whatever option you choose, when you want to find that file later, you don’t have to hunt around to find it – you can open the file from within Sumac!
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