Understanding Files & Attachments

Concept Article – Learn why JGID stores files against Notes and Field Notes, and how this approach creates a complete, searchable history instead of a collection of disconnected documents.

Where Are My Files?

If you're new to JGID, one of the first things you may notice is that there isn't a dedicated Files section within a project.

This is intentional.

Rather than storing documents in a separate list, JGID stores files against Notes and Field Notes.

This means every attachment becomes part of the project's history, with clear context about why it was uploaded and what it relates to.

Why Doesn't JGID Have a Files Tab?

Many systems store documents in one large list.

Over time this often becomes difficult to manage.

Questions quickly arise such as:

What does this file relate to?
Who uploaded it?
When was it added?
Is it still relevant?
Was it uploaded before or after the issue was resolved?

Without context, files become increasingly difficult to understand.

By attaching files to Notes and Field Notes, every document automatically gains its own history.

Every File Has Context

When a file is attached to a Note or Field Note, it automatically becomes associated with:

The project
The author
The date and time
The related discussion or activity
The record it belongs to

For example, instead of simply seeing:

Anchor_Certificate.pdf

you might see:

12 July 2026

Andre Quin

Annual anchor certification completed.

Anchor 17 replaced following inspection.

Attachment

Anchor_Certificate.pdf

Months or even years later, anyone reviewing the project immediately understands why the document was uploaded.

Files Can Be Attached Anywhere Notes Exist

Because Notes and Field Notes are available throughout JGID, files can also be attached throughout the system.

For example:

Client Notes
Contact Notes
Location Notes
Opportunity Notes
Quote Version Notes
Job Notes
Invoice Notes

This allows documents to be stored where they provide the greatest long-term value.

For example, an annual anchor certification report is often best stored against the Location, where it remains available regardless of which future project is being worked on.

Files Become Part of the Project History

Rather than existing as isolated documents, every attachment becomes part of the story of the project.

As Notes accumulate over time, they create a chronological history showing:

What happened
When it happened
Who recorded it
Which files were associated with that activity

This makes projects much easier to understand than simply browsing through folders of documents.

Notes Don't Always Need Text

Sometimes the attachment itself contains all the necessary information.

In these cases, you can create a Note or Field Note that contains no written text and simply upload one or more files.

Once at least one Note or Field Note has been created for a record, the Add Files button becomes available, allowing attachments to be added whenever required.

Downloading Files

JGID provides several ways to retrieve attachments.

You can download:

An individual file
All files attached to a particular Note or Field Note
Every attachment across all Notes and Field Notes for that record

This makes it easy to retrieve exactly the information you need, whether you're looking for a single document or exporting the complete document history.

Best Practice

Store files against the record where they will provide the greatest long-term value.

Use Notes or Field Notes to provide context whenever it will help future users understand why the document was uploaded.

If the attachment speaks for itself, simply upload the file without additional text.

Remember that future team members will often rely on these attachments years after they were originally uploaded.

Frequently Asked Questions

Why isn't there a Files section?

Because JGID organises documents around the history of the project rather than storing them as disconnected files.

This provides far more context and makes documents easier to understand in the future.

Can I upload files without writing a Note?

Yes.

A Note or Field Note can contain attachments without any written text.

The Note simply provides the context and timestamp for those files.

Why do I need to create a Note before I can upload files?

Files are always attached to a Note or Field Note.

Once at least one Note or Field Note has been created for the record, the Add Files button becomes available.

This ensures every attachment has a place within the project's history.

Can I download all files from a project?

Yes.

You can download individual files, all files attached to a specific Note or Field Note, or every attachment associated with that record.

Where should permanent documents be stored?

Store documents where they will be most useful in the future.

For example, recurring inspection certificates or site information are often best attached to the Location, while project-specific documents should be attached to the relevant Opportunity, Quote Version or Job.

Summary

JGID stores files differently from many traditional systems.

Instead of placing documents into a generic file list, every attachment is linked to a Note or Field Note, providing valuable context about who uploaded it, when it was uploaded and why.

This creates a chronological, searchable history that preserves not only the documents themselves, but also the knowledge surrounding them.