How To Use The Attachment Form
The Attachment form provides a convenient place for
storing extra information about a debt or a Debtor. It may be
used to store any kind of additional information with an
account--even documents and files. You may want to use it
for information about insurance, or doctors or equipment.
Perhaps you want to store credit reports or credit scores,
skip tracing data, or other information that your suppliers
send to you. You may also use the attachment to record
all incoming data for auditing purposes. You can store
virtually any number of attachments with each account.
How can attachments be of the most benefit to your
operations? The flexibility of the attachment form requires
that you spend some time thinking about this. You may
want to customize several of the Attachment field labels
to reflect the kind of information you are storing. You may
want to use the indexed fields or modify the pick lists.
As in most things, it is best to start with simpler uses
and add functionality when you are more familiar with using
On the Debtor form, you will see the Attachment tab. Select
this to create an attachment or view the list of attachments
that are already connected to the account. Choose an
attachment or press New to create one. This takes you
to the Attachment form.
This topic covers two aspects of using attachments:
The Attachment Form, containing many
fields where you can enter information.
The Attachment File, where you can put the
filename of any type of file that you want to attach to the debtor's
At the end, you will find links to topics that explain some
of the special ways you can use attachments.
This is a very flexible form. It has many fields that can
be filled in. Several fields can be used as indexes to
speed up find and sort routines. There are date and
currency fields. A pick list can be attached to any field.
Field labels can be renamed to be intuitive. Information
from the fields can be pulled into reports and letters.
Press F1 from the Attachment form for more information
on each field, or hold your mouse over the field for popup
help. Additional information about various types of fields
is provided further on in this topic.
This form should not be used for addresses.
Please use the Others form for addresses. Press F1
from the Debtor form for more information.
On the Attachment form itself, there is a File field.
This field can hold the filename of an attachment
file. Any type of file can be attached to the account.
As long as Windows is set up to handle the file type,
you can instantly display any type of original information
about the account. Additional information about using
the File field is provided further on in this topic.
You can change the field labels on the Attachment
form to suit your needs and make them more intuitive.
- How To Set Field Or Form Properties
Fields labeled " User" can be filled in any way you want.
They are text fields. You can even display a note that
starts in one of these fields and continues on into several
others. This note will be visible immediately to the
operator when the Attachment form is opened.
Please only use the "User" fields for this kind
of information. Other fields have different uses
as described below.
Numeric Value Fields
Several fields in the upper right hand area of the
Attachment form are designed to hold numeric
values. These fields, by default, are labeled "Value",
"Factor", and "Result". The fields labeled "Credits"
and "Debits" hold dollar amounts.
These fields can hold whatever values you need to
store. In advanced use of the Attachment form, they
can display the results of calculations performed
behind the scenes using a control file.
Index And Date Fields
These fields should only be filled in when you intend to
use the information for search and find routines. Pull
down the Browse menu. You will see a " Find by" choice.
View the submenu that opens when you highlight Find by.
Notice the Index and Date items at the bottom. These are
the Index and Date fields from the Attachment form.
Index 1 and Index 2 are text fields, and they are indexed
for rapid access. Date 1 and Date 2 are date fields, and
they also are indexed. Date 3 is not indexed. You can
use it as you wish, for a date value.
When you have a real need to "grab" attachments of
a certain kind, these fields provide a fast way to do this,
right from the Browse menu.
This field displays a pick list. Use it to categorize
your attachments. Please see the Help on
How To Modify Or Create A Pick List for information about
building your own list or adding to the defaults provided
When you pull down the Browse menu and choose
Attachments, the list that displays is sorted by the
Class field. You can quickly scroll through it to view
the Class of attachments you need.
If you are using Dynamic Attachments, the selections
in this field will change the values in the Type field
This field is particularly useful for quickly accessing
attachments from the Debtor form. You will notice
on the Debtor form, three tabs labeled A1, A2 and
A3. These tabs refer to Attachment types. They
can be whatever categories you need to access most
frequently. You can attach a pick list to this field
for 1, 2 and 3. These are the only choices that will be
recognized by the A1, A2 and A3 tabs.
When the tab on the Debtor form is selected for A1,
A2 or A3, a list of all the Debtor's attachments of that
Type will be displayed.
If you are using Dynamic Attachments, the choices in
the pick lists for this field will change depending on the
selection you make in the Class field. Also, labels on
the Attachment will change according to Class and Type.
This is a hidden field that you can display in your Attachments
list view if you are using Dynamic Attachments. It stores the
textual value of the Type pick list for each Attachment. This
makes it easier to browse Attachments. Class, Subclass
and Description give you all the information you need to
quickly locate and examine the Attachments you require.
Use this field for a description that is meaningful to you.
Most frequently, an attachment will be used to store a
scanned document that relates to the Debtor. Collect!
does not expect files to be in the Attach folder. You can
attach a file from anywhere in your system, giving you
quick and easy access to files anywhere on your PC
or your network. This field can contain a filename up
to 255 characters.
To the right of this Attachment or File field, there are four
buttons. Use these buttons to
- Open a file
- Print a file
- Delete a file
- Select a file from the Attach folder, or from another
location on your PC or your network.
Open A File
If there is a filename in the File field, select the button
with the small folder icon to open the file. Collect! will instruct
Windows to launch the associated program to display
When the File field is empty, selecting the Open button is
the same as selecting the Select button (the magnifying glass).
If you put a URL in this field, Collect! will use your
web browser to go to the web site when you select the
Print A File
To Print the file whose filename is in the File field,
select the button with the small printer icon. This prompts
you to print the file to your default printer.
Delete A File
To delete the file whose filename is in the File field,
select the button with the stylized X on it. This prompts
you to delete the file.
Select An Existing File
To attach an existing file to your attachment without
opening it, select the button with the magnifying glass
icon. This opens a Select Attachment dialog so that you
can navigate to the file you want to attach to this account.
Attach any kind of file that your operating system is set
up to handle. You can instantly display any type of original
information that you need to store.
As long as Windows knows how to display
the file type, you can attach it. For example, *.docs, *.html
pages, *.xls spreadsheets, or even *.pngs can be displayed
If there is a filename in the File field, select it to open it
or select the Open button. Collect! will instruct Windows to
launch the associated program to display the file.
* With control files, choices made in the Class field pick list
can change the fields and labels displayed in the Attachment
form. This allows you to enter and display different information
depending on the category of attachment you are viewing.
Please refer to How To Modify Or Create A Pick List and
How To Use Control Files.
* Fields on the Attachment form can be customized, and
used with batch processing and import/export, to create
a sophisticated, indexed data set. Please refer to
How To Store Scanned Documents in Accounts.
* With control files, complex behind-the-scenes calculations
can be performed by Collect! and the value fields in the
Attachment form can display the results. One exciting use
for this feature is Credit Scoring which allows Collect! to easily
perform operations for you that ordinarily require additional
expensive software. Please refer to How To Use Control Files
and How To Do Credit Scoring.
* If you already receive credit reports or other query results
in an ASCII text file, you can use import/export to read the
file, pull information for an account and attach it to the File
field for quick retrieval. Please refer to
How To Attach Credit Reports To Debtor Accounts.
Please consult Comtech Systems if you would like more
information about implementing any of the advanced uses
of the Attachment form.
The Attachment form provides a convenient way to store any
kind of additional information with an account. Any number
of attachments can be stored. The form is flexible and
can be customized for many uses. Indexed fields, pick lists,
and control files add to the functionality of the attachment form.
The File field allows any type of file to be stored with an
account. Attachments can be used with import/export to attach
credit reports, query results and other information to accounts.
This information can easily be displayed or printed.
- Dynamic Attachments
- How to Do Credit Scoring