PRING Help

Preview a PDF, then download it or save it to the attachment field

Created: Updated: Estimated time: 2 min

Press a PDF document button on the record screen and the finished PDF appears inside the export dialog. Check it, then choose Download or "Save to attachment field". After you save and close the dialog, the record screen reloads and shows the attachment. After a bulk export, "Save to attachment field" saves each file into its own record.

Steps

  1. 1. Press the PDF document button

    On the record detail screen, press a PDF document button (for example 請求書, invoice). If a field the template uses is not in the app form, "Some fields are not in the app" appears first (see the note below).

  2. 2. Check the preview in the dialog

    After "Generating…", the dialog says "'file name' is ready. Check the contents, then choose to download it or save it to the attachment field." and the PDF is shown in a frame by your browser's built-in PDF viewer. If it does not show, the line under the frame says to download the file to view it. On a narrow screen (640px or less) the dialog fills the screen.

  3. 3. Choose Download or save to the attachment field

    "Download" saves the PDF with the file name your administrator set, and you can press it again. "Save to attachment field" puts the PDF into the record's attachment field. Which buttons appear depends on the administrator's settings; without an attachment destination there is no "Save to attachment field". If the content is wrong, press Close and nothing is kept.

  4. 4. Check the result of saving

    When saving finishes, the button changes to "Saved to the attachment field" and cannot be pressed again, and the message says it was saved to the record's attachment field (field code). You cannot close the dialog while it is saving. When you close it, the record detail screen reloads and shows the attachment.

  5. 5. Press again if it failed

    If you see "Could not save to the attachment field", the PDF was still created. Check that you can edit the record and press "Save to attachment field" again, or press Download to keep a copy. Note the request ID as described in [When an error appears](/en/help/user/errors).

  6. 6. After a bulk export, save to each record

    When a bulk export on the list screen finishes, you see "Bulk export complete" and "Download ZIP". For a template with an attachment destination, "Save to attachment field" also appears. Pressing it puts each file of the ZIP into the attachment field of its own record. Progress reads "Saving to attachment fields n / m", and the end says "Saved to the attachment field of n record(s)". Files that failed to generate are skipped.

Check before export: fields missing from the app

When a field the template uses is not in the app form, you are asked to confirm before export. The record and aggregate dialogs offer Cancel and “Export anyway”; bulk output shows the warning above the input area. Administrators can find the fix in Warning when a template’s field was removed from the app.

What is recorded

If your administrator set up the audit log (File Log app), the preview shows the document ID and SHA-256 with a “Verify in the log” link. Downloads and attachment saves are each recorded. See Approval seals, document links, document reading and the audit log.

Frequently asked questions

What happens to the previous file when I save to the attachment field?

It follows the method your administrator chose for each field. Add keeps the earlier files and adds the new one. Replace removes the earlier files and keeps only the new one. Ask your administrator which one applies.

There is no preview and the file downloads immediately.

Excel and Word output, bulk output from the list and aggregate output have no preview. For PDF too, if the administrator turned off "Show a preview after output" on that template, the file is downloaded (or attached) right away.

The file was not downloaded; it was only attached.

The administrator turned off "Download the file" for that template. The dialog says the template is set to save only to the attachment field. The file is in the record's attachment field.

The "Save to attachment field" button does not appear after a bulk export.

It reads the ZIP in your browser and saves each file to its record, so keep the page where you started the bulk export open. It does not appear after a page reload; download the ZIP and attach the files yourself.

I saw "Some fields are not in the app" before the export.

A field the template uses was deleted from the app form or its field code changed. "Export anyway" produces a document with only those items blank. Cancel and ask your administrator to fix the mapping if you want to be sure. In bulk output, press Start once to see the warning and press Start again to continue.