Attach files (drag and drop) and manage folders

Upload relevant files to Deal to support your pipeline decisions.

Overview

Plan availability: Essential/Advanced
Required user role: Manager/Contributor

With easy drag-and-drop functionality or upload, facilitate team alignment on required documentation and establish a structured document storage system, ensuring processes are followed and documents are easily accessible to save time.

Drag-and-drop option

Drag and drop emails or attachments directly from Outlook or your desktop. It’s intuitive, fast, and designed to save you time, no more time-consuming browsing to find and upload a document.

Important: Direct drag-and-drop from Microsoft Outlook is only available for the classic version of Outlook. If you're using the new Outlook, you need to download the email first from Outlook to your desktop to be able to drag and drop it to Deal.

You can also always switch back to the classic version of Outlook. If you prefer to keep the new Outlook, you can use the Inpart for Outlook add-in instead of the drag and drop.

Attach files

Contributor users have limited rights, check them out here.

You can attach files in several places in the application:

• In the initiative and meeting overviews.
• In the opportunity, agreement, and company Attachments tab.

Drag and drop your file or click Add to open a file from your computer.

An automatic antivirus check is performed whenever you upload a file to Deal to ensure the platform's security. If the file is infected, the upload won't be processed and an error message will be displayed to warn you about it: Upload failed. A virus was detected in the file.

Once uploaded, you can find a few important information in the list of files:

• Source name: This column describes from which source the file was uploaded: conference meeting import, campaign import, email upload, etc. A file manually uploaded by a user displays no source name.
• Email attachment: The column with the pin icon helps recognize if an email that was uploaded has attachments.
• Important: The column with the flag icon makes important files stand out.

Add a file description

To save time when browsing the attachments, add a short description to know what they're about.

Click the more options button, and select Edit.

Enter a description in the Note field and click Update.

Files specifications

• Supported file formats

To ensure the security and performance of Inpart Deal, a set of rules and limitations applies to the files that can be stored on the application.

Inpart Deal supports the following file types:

Files with an extension other than those listed above, with multiple file extensions, or no file extension at all are not supported.

Macro-enabled files (such as .docm, .pptm, .xlsm, etc.) are not supported.

• File size limitations

For best performance, it's recommended to keep the file size under 10Mb (10,000 Kb) whenever possible.

The file size of the document can be checked on the properties of the file on your computer before uploading it.

Please note that time-out issues may be experienced with files above the maximum allowed size, depending on the internet connection.

• File name rules

The maximum length for a filename is defined at 255 characters.

File names can include most characters, including letters, numbers, spaces, punctuation marks, and symbols, except for the following:

Preview files

You can preview files in Deal to quickly review them or find information without downloading them. Click the file, it will open in a popup.

You can preview PDF and JPG files, as well as emails. PowerPoint, Word, and Excel files need to be downloaded to open them.

Download files

To download a file from Deal, click the more options button on the attachment line, or directly click the file's name and click Download.

Create and manage folders

Folders are available for opportunity, agreement, alliance, and company attachments only.

Organize your files with folders and search them to find the document you're looking for quickly.

Create folders

Click New folder and name the folder.

Create a default folder structure

You need to have Business Admin rights to perform this action.

Default folders automatically appear in the Attachments tab of opportunities, agreements, alliances, and companies when creating them. 

Go to the Administration page, in the Folders tab. Select the relevant object: opportunity, company, alliance, or agreement, and click New folder. You can also rename or remove folders. 

The default folders can be renamed and removed individually in each opportunity or company.

For opportunities and agreements, you can define default folders based on the opportunity type (deal type) or agreement category. For opportunities, default folders appear in the Attachments tab from the third workflow stage onward, as long as the deal type applies. You can also define default folders for all opportunity types; in that case, they appear immediately after the opportunity is created. For agreements, default folders appear in the Attachments tab right after creation.

Edit folders names

You can rename folders. Click the more options button in the folder row and select Edit.

Move folders

You can move folders to other folders of the same opportunity, agreement, alliance, or company. You can drag and drop folders or click the more options button in the folder row and select Move. 

Select the new location of the folder. You can add a new folder at this point if you need a sub-folder structure.

[Beta] Restrict access to folders

Access to folders can be restricted to a group of allowed users on opportunities and agreements.

The document manager lets you restrict access to specific top-level folders, so that confidential documents are only visible to the people you authorize. Restricted folders and their contents are hidden from all other users with access to the parent record.

Folder access control is available on the Advanced package. Only top-level folders (directly under the root) can be restricted. Sub-folders cannot be restricted independently.

Open the opportunity or agreement, navigate to the Attachments tab and locate the top-level folder you want to restrict.

Click the folder options menu and select Restrict access.

The folder is now restricted. You and the record owner are automatically granted access. A red lock icon appears next to the folder and all documents it contains.

In the access panel that opens, select the users you want to authorize from the list of people who already have access to the parent record. Click Save to apply.

Only users who already have access to the parent record can be added to a restricted folder's authorized list. If a user is not listed, grant them access to the record first.

Restricted folders and documents are excluded from the document manager flat view, advanced search results, and the activity stream for all other users.

When a record is reassigned to a new owner, the new owner is automatically added to all restricted folders in that record. The person performing the reassignment is prompted to choose whether the previous owner retains access to restricted folders or not.

Limitations

• Only top-level folders can be restricted. A folder nested inside another folder cannot be restricted independently.
• A restricted folder cannot be moved to a different location.
• The following folder types cannot be restricted: folders containing email attachments separated from their parent email, folders containing emails with attachments stored in other folders, folders containing declination documentation, and folders containing documents referenced in opportunity notes or comments.
• User groups are not supported for restricted folder access at this time.
• Documents and emails uploaded directly at the root level are always public.
• If a public initiative is made restricted, the access controls on all restricted folders within its opportunities are reset to the opportunity owner only. Similarly, moving a restricted opportunity into another restricted initiative resets its restricted folder access controls to the opportunity owner. A warning is displayed before either action is confirmed.

Delete folders

When deleting a folder, all the files contained in it will be deleted as well. Click the more options button in the folder row and select Delete. A pop-up will appear to ask for confirmation.

Filter attachments

To filter attachments, go to the Attachments tab and click the list button to access the flat view of all attachments.

You can use the quick filters available at the top of the list of attachments to reach the document you're interested in with a single click. You can filter attachments by:

• Their format: Word, Excel, PowerPoint, PDF, image.
• If they're Marked as important.

For advanced filtering, click the More filters button to open a filtering panel on the right side of the page. Click Apply filters at the bottom of the panel to apply your filtering preferences.

Detailed user rights