Adding notes and attachments

It is best practice is to capture notes and attachments with your data.

You can add notes or attachments from the Preview Panel of the entity you are viewing.

You can run the following extract reports to view the notes and attachments:

Notes Extract: This report extracts all notes recorded against a meter, account, location, group or organization for the selected location, group, and organization. It also extracts all notes recorded against programs, action plans, and actions in the Programs module.
Notes Extract for Reports: This report extracts all notes recorded against account records.
Attachment Summary: This report provides a list of attachments across the organization from organization, group, location, account and meter levels. This report must be scheduled or emailed. It also includes attachments associated with Programs, Action Plans and Actions in the Sustainability Program Tracking module.
Account Items Attachment Summary: This report provides a list of account items, that is, record attachments across the organization. The selected date period relates to either the period over which the account item is valid, or the date when the attachment was uploaded. This report must be scheduled or emailed.

Finding attachments

You can locate an attachment for a record by opening the Preview Panel. Expand the Attachment section to see a list of attachments. You can also download an attachment from the Preview Panel.

Removing attachments

To remove an attachment, find the attachment in the Preview Panel, select the attachment, and click the delete button.

Uploading attachments in bulk

Typically, attachments are manually uploaded to records stored within accounts. However, if there are a large number of attachments that you need to upload, you can use the attachment service in IBM® ESG Suite.

The process involves renaming the files to a pattern that can be read and processed by the attachment processing service, and then either emailing the attachments to a specific email address or uploading them to an sFTP server, if available.

Note:

The email method is recommended if few or small attachments are being uploaded. The maximum size is 20 MB per email. For larger attachments, the sFTP method is recommended.

When a file is received, the Attachment service looks at the file filename and add the attachment to the corresponding record in Envizi ESG Suite.

For a file to be attached to a record, the filename must match the following pattern:
<Organization Name>~Item~<Record Reference>, where:

Organization name: Your organization name exactly as it appears in Envizi ESG Suite.
Item: Instructs the process to attach the file to a record.
Record reference: Must match the value of an existing record in Envizi ESG Suite.

Note: If more than one record exists with the same reference, the file is attached to the record that was most recently updated.

When the following file is uploaded, the PDF file is attached to an account or record with a reference of attachment123456 in the organization that is named Envizi:
Envizi~Item~attachment123456.pdf

Additional file name details can be added after the end of the reference details by adding another “~” symbol at the end, for example, Envizi~Item~attachment123456~Invoice Record 10-10-23.pdf