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Collaborate

Discuss, share files, and tag team members on any product, customer, supplier, or order, with everything kept in one place.

Overview

Team members can leave notes, share attachments, and tag each other on every product, customer, supplier, quote, sales order, and purchase order. All communication stays attached to the relevant record, so the full conversation history is visible from one tab.

📍Location in the app

  • Products > Product Catalogue > select a product or product kit > Collaborate tab

  • Sales > Sales Orders > select a quote or sales order > Collaborate tab

  • Sales > Customers > select a customer > Collaborate tab

  • Purchasing > Purchase Orders > select a bill or purchase order > Collaborate tab

  • Purchasing > Suppliers > select a supplier > Collaborate tab

Key Features

Search notes

Use the Search notes field to quickly find specific messages, attachments, or keywords within any Collaborate tab.

Labels

Labels categorise messages and attachments so they can be filtered by topic, project, or any other grouping the shop uses.

📝Note

  • When Automatically attach generated PDFs to the order's Collaborate tab is enabled under Settings > PDF Settings, automatic labels are created for each document type: Quotes, Invoices, Work Orders, Proforma Invoices, Delivery Dockets, and Purchase Orders.

Create a label

  1. Click Create new label.

  2. Enter the label name.

  3. Choose a label colour.

  4. Click Save.

📝Note

  • New labels appear as headers in the Collaborate section, sorted alphabetically.

Edit a label

  1. Hover over a message or attachment.

  2. Click the ⋮ (more options) menu.

  3. Select Labels.

  4. Hover next to the label and select edit.

  5. Apply changes and click Save.

Delete a label

  1. Hover over a message or attachment.

  2. Click the ⋮ (more options) menu.

  3. Select Labels.

  4. Hover next to the label and select edit.

  5. Click Delete.

Apply labels to a message or attachment

  1. Hover over a message or attachment.

  2. Click Labels.

  3. Tick the box of each label to apply.

  4. Click anywhere on the white background to save.

📝Note

  • Once labels are applied, clicking the label header in the Collaborate section displays all related messages and attachments.

Messages

Add a message

Messages are added and formatted at the bottom of the Collaborate page. The following options are available:

  • Text formatting: Bold, italic, underline, bulleted lists, numbered lists.

  • @Mentions: Tag team members to direct a message to them.

  • Signatures: Include digital signatures for approvals, proof of delivery, or similar.

  • Attachments: Upload files in common formats (HEIC, PDF, JPEG, PNG, GIF, TIFF, Word, and Excel).

  • Emojis: Insert emojis to personalise the message.

  • Send: Click Send to post the message and share it with the team.

📝Note

  • Mentioned team members receive a notification. Clicking the notification opens the Collaborate tab where they were mentioned.

Edit a message

  1. Hover over a message.

  2. Click the ⋮ (more options) menu.

  3. Select Edit.

  4. Make changes in the Add a message field.

  5. Press Enter or click Send to save.

📝Note

  • Administrators can edit messages posted by other team members.

Delete a message

  1. Hover over a message.

  2. Click the ⋮ (more options) menu.

  3. Select Delete.

📝Note

  • Administrators can delete messages posted by other team members.

Attachments

Attachments shared in Collaborate can be downloaded by any user with access to the record. Supported file formats (HEIC, PDF, JPEG, PNG, GIF, TIFF, Word, and Excel).

Add an attachment

Two methods are available:

Via the paperclip icon:

  1. Click the paperclip icon.

  2. Locate and select the file in File Explorer or Finder.

  3. Double-click the file or select Open to attach it.

  4. Press Enter or click Send.

Via drag and drop:

  1. Open File Explorer or Finder.

  2. Drag the file into the Add a message field.

  3. Press Enter or click Send.

📝Note

  • The maximum upload file size is 20 MB.

Download an attachment

  1. Hover over an attachment.

  2. Click the ⋮ (more options) menu.

  3. Select Download.

Delete an attachment

  1. Hover over an attachment.

  2. Click the ⋮ (more options) menu.

  3. Select Delete.

📝Note

  • Administrators can delete attachments uploaded by other team members.

Auto-attach to new orders

Files added in the Collaborate tab of a customer, product, or supplier can be automatically attached to new orders involving that record. This saves having to manually re-attach the same files each time an order is created.

  1. Hover over the attachment.

  2. Click the ⋮ (more options) menu.

  3. Select Auto-attach to new orders.

  4. Toggle on the destinations where the attachment should auto-attach:

    • For customers: Sales Orders only.

    • For suppliers: Purchase Orders only.

    • For products: Sales Orders, Purchase Orders, or both.

Related Articles
Purchase History
Checklists (Purchase Orders)
Previewing, Printing, and Emailing a Quote or Proforma Invoice
Emailing an Order Confirmation
Printing and Emailing a Purchase Order or Bill
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