Attaching documents to a shipment

A shipment and its purchase order are the same record in StockBold. Files you attach are held against the purchase order, so that is where you attach and view them.

Attach a file

1. Open Shipments from the top menu.
2. Find the shipment you want.
3. Click the entry in its PO Number column to open the purchase order behind the shipment.
4. Scroll to the Documents card. The number in brackets beside the heading shows how many files are already attached.
5. Click Upload.
6. Choose your file.

You can also drag a file anywhere onto the page and release it when the Drop file to upload message appears. Once the upload finishes, the file appears at the top of the list. The newest file is always first.

You can attach PDFs, images (JPG, PNG, GIF, WEBP), Word documents, Excel spreadsheets and CSV files. Other file types are refused. The maximum size for one file depends on your plan and is shown in the Max …MB line beside Upload.

Upload and access restrictions

Upload appears if you hold the Manage Documents permission, on a computer and on a phone alike. If you cannot view documents, the card shows a padlock and You don't have permission to view documents instead of the file list. In either case, your administrator can change your permissions.

If the supplier on the purchase order has been deleted, Upload is not shown and dragging a file onto the page does nothing.

When your organisation has used up the storage included in its plan, Upload is greyed out and the card shows an upgrade invitation. Deleting files you no longer need frees space.

Open or delete a file

To open a file, use the view control beside its name in the Documents card, not the file name itself. The file opens in a preview window with Download and Open in new tab.

To remove a file, use the delete control beside it and confirm in the Delete Document dialog.

Deleting from the Documents page gives you a few seconds to undo before the file is removed. Deleting from the purchase order happens as soon as you confirm the dialog.

Once a year is locked, files cannot be attached to or deleted from purchase orders dated in that year. The delete control no longer appears on the order's Documents card. A delete from the Documents page is refused with a message saying how many files could not be deleted and why.

Search inside files

Document text search is included in the Starter plan and above, with a monthly allowance of scanned pages. When the owner has switched on Document OCR Search in Settings, then Documents, StockBold reads the words in each PDF and image you attach, making the contents searchable.

This runs in the background after upload: the file appears in the list straight away, and its text may become searchable a short time later. Word, Excel and CSV files are stored but not read.

1. Open Catalog, then Documents. This page shows every file in your organisation, including those attached to shipments.
2. Type what you are looking for into the search box.
3. Tick Also search inside PDFs and images to search the words inside files rather than their names.

Content search matches your words as one continuous phrase, exactly as typed. Search for one distinctive run of characters, such as a container number or an invoice number, rather than several words whose order you are guessing.

Filter documents

On the Documents page, the All Documents, Purchase Orders and Products cards at the top decide which kind of file you see. Choose Purchase Orders to see only files attached to orders.

In the Filters panel, Supplier, Type, and the From and To dates work on those files. Category and Product do not: choosing either hides every purchase order document because those fields only exist on product documents.

If your account is restricted to certain departments, the Documents page only shows files belonging to the purchase orders, products and suppliers you can already see.