Relating Files to Activities

Professional Version Only


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With MemberTies Professional, you can link one or more files on your PC to an activity. This is convenient for things like activity ledgers, notes, maps, or any other file stored on your PC.

Note: Any file stored on your computer can be associated with the activity record.  The file is either stored as a link to the physical file, or stored in the database, depending on the File & Photo Storage database preference.  If you are storing files and photos in the database, be sure to keep file sizes as small as possible to avoid dramatically increasing the database size.

Note: If you are creating a new activity record, the activity must be saved first (click Apply) before you can access this tab.

Relating a File

1Choose File > Workspace > Activity List.
2When the Activity List appears, either click the Add or Open toolbar button to either create or open an activity. See Working with Activities if you haven't created an activity yet.
3Choose the Related Files tab.
4Click Add
5The New Related File window will open, and a browsing dialog will open at the same time to enable you to find the file you want to relate to the activity.  Choose the desired file and click Open; the path to the file will appear on the New Related File window.
6The following fields are available:

 Select the File to Relate - This field cannot be edited directly. Click the browse icon to reopen the browsing window if you need to choose a different file.

 Brief Description - This is a freeform text field for additional details about the file.  Something more readable like, "Activity Budget" will make the entry in the list of files more meaningful.

7When you are finished, click OK.
8When the Related Files tab is active again, you can select any listed file and click "Open File" to tell your computer to open the file using the appropriate program.        

Changing Related File Details

1Choose File > Workspace > Activity List.
2When the Activity List appears, select an activity, then click Open. This will open the Details window for the record.
3Choose the Related Files tab.
4Select the entry you want to change, then click Open.
5Make your changes, then click OK.

Delete a Related File

1Choose File > Workspace > Activity List.
2When the Activity List appears, select an activity, then click Open. This will open the Details window for the record.
3Choose the Related Files tab.
4When deleting a related file entry, you have two options:
To delete only the relationship, leaving the physical file on your computer, click the delete icon
To delete the relationship and the physical (or stored) file, removing the file itself forever, click the delete file icon.

 Note: If files are stored in the database, deleting the relationship always deletes the stored file as well. Otherwise, the orphaned file would sit in the database forever.

5Confirm the deletion.