Attachments

Securely store and manage all contract-related documents in one centralized location.

The Attachments feature allows you to upload and access important contract documents such as signed agreements, amendments, invoices, and supporting materials. All files are stored in an encrypted, secure vault with restricted access.

Overview

Contract attachments provide a centralized repository for all documents related to a specific contract. Common attachment types include:

Contract Documents: Signed agreements, purchase orders, amendments, change orders

Financial Documents: Invoices, payment receipts, rate cards, pricing schedules

Legal and Compliance: NDAs, insurance certificates, compliance certifications

Supporting Materials: SOWs, SLAs, technical specifications, correspondence

Adding Attachments

You can add attachments in two ways: during contract creation/editing or from the contract's Attachments tab.

Method 1: Via Contract Form

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When creating or editing a contract:

1. Scroll down to the Attachments section (shown with arrow marker)

2. Either drag and drop PDF files into the area or click browse to select files

3. Files upload immediately and are associated with the contract

4. Complete the contract form and click Create or Update

When to use: Upload supporting documents while creating/editing the contract to handle everything in one step.

Method 2: Via Attachments Tab

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From the contract detail page:

1. Click the Attachments tab (marker 1)

2. Click + Add Attachment button (marker 2)

3. Select and upload your PDF files via drag-and-drop or browse

4. Attachments appear in the table below

When to use: Add documents at any time after contract creation, such as invoices or amendments as they become available.

Note: You cannot add more attachments once the 10-file limit is reached. Delete existing attachments first if you need to upload new files.

Viewing and Managing Attachments

The Attachments tab displays all uploaded documents in a table with:

Document Name: Click to download/view the file

Format: File type (PDF)

Created Date: When the file was uploaded

Actions: Download, delete, or view the attachment

View Attachments

You can view attachments in two ways:

1. In contracts list click on View Attachments in the Actions column. To read the document,you should download it.

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2. In contract view page, Click the View action in the Actions column.This option allows you to read the document directly without downloading it.

Downloading Attachments

1. Navigate to the contract's Attachments tab

2. Click the Document Name or use the Download action

3. The file downloads to your computer

Deleting Attachments

1. Navigate to the Attachments tab

2. Click the delete action in the Actions column

3. Confirm deletion (this is permanent and cannot be undone)

Tip: Deleting an attachment frees up space toward the 10-file limit, allowing you to upload new files.

Security and Storage

Secure Vault:

• All attachments are stored in a dedicated Jira space (Previously called Jira Project)

Note: The default name of the Jira space dedicated for storing attachments is: VCM_CREATED_PROJECT_DO_NOT_DELETE but can be modified from the setting > Attachment Storage Settings

• Access is restricted to authorized users only

• Files can only be viewed through the VCM application

Access Control:

• Vendor Administrators: Full access to all attachments

• Other Users: No access to the attachments unless added as “Vendor Administrator“. For more details about user management, you can check this page

Configuration: View or modify storage settings at Settings > Attachment Storage (requires Vendor Administrator role).

Best Practices

File Preparation

• Convert to PDF: Ensure all documents are in PDF format before uploading

• Compress large PDFs: If a file exceeds 100 MB, use compression tools to reduce size

• Combine related documents: Consider merging multiple pages into a single PDF to stay within the 10-file limit

Troubleshooting

Upload Failures:

• "File format not supported": Ensure the file is in PDF format

• "File size too large": Compress the PDF to under 100 MB using compression tools

• "Maximum attachments reached": You've reached the 10-file limit; delete existing files to upload new ones

• Network issues: Ensure stable internet connection for large file uploads

• Browser issues: Try clearing browser cache or using a different browser

Cannot View/Download:

• Check browser download settings

• Ensure you have PDF reader software installed

• Contact administrator if vault connection issues exist

Missing Attachments:

• Verify you're viewing the correct contract

• Check contract History tab for changes

By maintaining organized, secure contract documentation, you ensure all stakeholders have access to the information they need while maintaining appropriate security and compliance controls.