Managing Files

Many locations in Fyxt have a Files Tab. One that gets a lot of use is the Files Tab within a Job.

If your company has lots of special tabs for jobs, and you can’t see the files tab, try clicking the “+ more” button on the right side to look for files.

To add a file, click the “add files button”.

Most companies don’t use a photo bank, so you’ll most likely want to click “Upload.”

This brings you to a screen where you can drag and drop a file, click to open your own file browser to make selections, or paste a URL to a file you found on the web. When you do any of these, the file gets added:

If you added the wrong file, you can always delete it by clicking the trash can!

Adding Details to Files

You can add unique information to the file by clicking on its thumbnail in the upload window or file list:

 

 

 

This takes you to a preview where you can customize a title, tags, or write a description. All of these can be useful for providing context to other users in your platform.

 

 

 

 

 

Actions on Files

If you want to take a specific action on a file, go to its row in the files table and scroll left to the 3 dot menu. Click on the three dot menu to see your options:

Download will save a copy of this file to your computer. Other team members with access to the job can do the same thing with any files you upload in case they need their own versions.

Replace lets you overwrite the file with a new version, just in case there’s an update and you want to use the same link and record for the file.

Delete lets you remove the file from Fyxt in case it is no longer relevant or was uploaded by mistake.

Add Reminder is its own feature we will explain below!

Bulk Actions

You can take bulk actions on multiple files by clicking their checkbox on the left side:

This then opens the bulk actions menu above the table where you can delete, download, or set a reminder for multiple files at once.

File Reminders

You can add reminders to any files anywhere in Fyxt, such as an important record uploaded to a tenant company’s profile. This might be useful for a file that represents an action or piece of information that requires follow up!

It’s important to add a quick message/title so when the reminder triggers, people know what they’re supposed to do. Next you'll want to select a date the reminder will trigger. Lastly, choose how the reminder will be sent

System Notification will put a red notification on the bell icon inside of Fyxt:

 

Email will send an email reminder, which can be useful to get more attention on something vital.

 

Choosing Who to Remind

When you’ve written your reminder and chosen the date/method it will be sent, you choose who will get the notification.

Managers can be selected via the properties they might be assigned to or by choosing them specifically by name:

Engineers can be notified the same way, except you can also limit the notification to only the PRIMARY engineer on a property, not all the engineers:

Other Contacts must be selected one at a time by name:

Again, you can only notify other contacts who are not managers or engineers if you are creating an email reminder.

Now that you’re done, click “Add Reminder”!

 

Tracking and Editing Reminders

To see if a file has reminders, scroll left on its row to get to the reminders column:

The number of reminders on the file will be counted in that column.

If you want to edit or delete the reminder, click on the file’s row to bring up the preview and click on Show Information

This will take you to all the details you’ve written about a file before. You can then click on the reminders tab in the upper right corner to see the previously added reminders (if your screen is small, it might just say “rem”).

Click the three dot menu on the file to see its options:

Edit will open the reminder window again and give you a chance to change its details and save again.

Delete will delete the reminder so it never gets sent.