Attach and work with files

You can add a wide variety of file attachments to a personnel record, such as images, PDF files, Word documents, spreadsheets, and so forth. You can also change the description for attachments, download them, and if necessary, delete them.

Note: You must have the full version of PM to attach files to a person's record.

For information on upgrading to the full version of PM, go to https://www.eso.com/pm-demo/ and fill out the fields to request a demonstration and speak with a sales representative.

  1. Which version of the module opens depends on whether your agency or department has purchased the PM Basic or full version of the PM module.

    1. Do one of the following.

      • (If you are already working in the ESO Suite) Click the Home icon in the upper left corner of the screen.

        1. In a web browser, go to https://www.esosuite.net/EsoSuite.

          The ESO Suite login screen appears.

        2. Enter your user name, password, and agency name, then click Let's Go.

          If MFA is enabled, the Multi-factor authentication dialog box appears, displaying one or more methods you can use to verify your login credentials. The number of methods that appear in the dialog box depends on what MFA methods your ESO Suite administrators enabled in the Admin module.

          Click graphics
          to open them.

          Information on enabling MFA and specific MFA methods is available in the Admin module online help, in Configure multiple-factor authentication.

          Note: If your ESO Suite administrators have disabled MFA ("opted-out"), this dialog does not appear.

        3. (If the Multi-factor authentication dialog box appears) Depending on which buttons appear in the dialog box, verify your login in one of the following ways.

          1. Click MFA verification via authenticator app.

            The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to the authenticator application installed on your device.

          2. Open your authenticator application and note the authentication code currently displayed.

          3. Enter the authentication code displayed in the authenticator application.

          4. Click Log In.

          SMS

          1. Click MFA verification via SMS.

            The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to the phone number recorded in your PM records and identified with MFA codes.

          2. Enter the authentication code sent to your MFA-registered phone number.

          3. Click Log In.

          1. Click MFA verification via email.

            The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to your agency or department email address, recorded in your PM records.

          2. Enter the authentication code sent to your agency or department email address.

          3. Click Log In.

      The ESO Suite landing screen appears.

      Click graphics
      to open them.

      Note: If MFA is enabled, you can access and manage your MFA options through the PM module, on the Settings > Account page, as described in Manage a user account. If your agency or department has enabled MFA but has not purchased the full-featured version of the PM module, you can access your own MFA settings by clicking Change my Multi-Factor Authentication settings on the landing screen, then using the Settings > Account page that appears. If your agency has not enabled MFA, the Change my Multi-Factor Authentication settings link does not appear on the landing screen.

    2. On the top side of the home screen, click PM.

      Tip: If your screen or browser window is too narrow to display all your agency's ESO Suite module icons, an options icon appears on the right side of the icon bar. If you click the options icon, a menu appears containing additional module icons.

      A list of all the personnel in the PM module appears, displayed in a grid format.

      PM (full version) PM Basic

      Note: If you can access the full-featured PM module, you can view all your own information in it. The amount of information you can edit in the PM module depends on what roles and permissions your ESO Suite administrator assigned to your user account.

      Information on user accounts, roles, and permissions is available in Manage a user account.

  2. (If you have not done so already) Open the record of the person you want to work with, as described in Display, filter, and export personnel lists.

    The personnel record opens and displays the page relevant to the list you were working with.

  3. Click the Attachments bookmark.

    The contents of the Attachments page appear, displaying any attachments that have already been added.

  4. Do any of the following.

    1. On the right side of the page, click Add.

      The Add Attachment dialog box appears.

    2. For File, click the paperclip () icon on the right side of the field, then use the file browser that appears to find and select the file you want to attach to the person's record.

    3. In Description, type a short description of the contents of the file you are attaching.

    4. Click OK.

      The PM module attaches the file to the personnel record, and a listing of the file appears on the Attachments page. If the attachment is an image file, a thumbnail image appears on the left side of the attachment listing. If the attachment is not an image, a simple file icon appears instead.

          

    Note: You can preview image and PDFs files. To view other types of files, such as Word or Excel documents, download the file first, then open it from your download location.

    1. Click the attachment's listing on the Attachments tab.

      The attachments viewer opens. If the attachment is an image or PDF file, the image or PDF appears; if the file is of some other type, a message that this type of file can not be previewed appears.

      Tip: (Optional, if there are multiple attachments) In the upper left corner of the attachment viewer, in the attachments counter, click the left- and right-pointing arrows to scroll through and view the attached files.

    2. In the upper right corner of the viewer, click the close (X) icon.

    1. Click the attachment's listing on the Attachments tab.

      The attachments viewer opens. If the attachment is an image or PDF file, the image or PDF appears; if the file is of some other type, a message that this type of file can not be previewed appears.

      Tip: (Optional, if there are multiple attachments) In the upper left corner of the attachment viewer, in the attachments counter, click the left- and right-pointing arrows to scroll through and view the attached files.

    2. In the upper right corner of the viewer, click the information icon (an i in a circle), then read the information in the menu that appears.

    3. In the upper right corner of the viewer, click the close (X) icon.

    1. Click the attachment's listing on the Attachments tab.

      The attachments viewer opens. If the attachment is an image or PDF file, the image or PDF appears; if the file is of some other type, a message that this type of file can not be previewed appears.

      Tip: (Optional, if there are multiple attachments) In the upper left corner of the attachment viewer, in the attachments counter, click the left- and right-pointing arrows to scroll through and view the attached files.

    2. In the upper right corner of the viewer, click the three-dot menu icon, then choose Edit Description.

      The Edit Description dialog box appears.

    3. In Description, edit the text describing the attachment as needed.

    4. Click OK.

      The attachment's description updates in the center of the attachment viewer's top black bar and on the Attachments tab.

    5. In the upper right corner of the viewer, click the close (X) icon.

    1. Click the attachment's listing on the Attachments tab.

      The attachments viewer opens. If the attachment is an image or PDF file, the image or PDF appears; if the file is of some other type, a message that this type of file can not be previewed appears.

      Tip: (Optional, if there are multiple attachments) In the upper left corner of the attachment viewer, in the attachments counter, click the left- and right-pointing arrows to scroll through and view the attached files.

    2. In the upper right corner of the viewer, click the three-dot menu icon, then choose Download.

      The file downloads to the default download location on your computer.

    3. In the upper right corner of the viewer, click the close (X) icon.

    1. Click the attachment's listing on the Attachments tab.

      The attachments viewer opens. If the attachment is an image or PDF file, the image or PDF appears; if the file is of some other type, a message that this type of file can not be previewed appears.

      Tip: (Optional, if there are multiple attachments) In the upper left corner of the attachment viewer, in the attachments counter, click the left- and right-pointing arrows to scroll through and view the attached files.

    2. In the upper right corner of the viewer, click the three-dot menu icon, then choose Print.

      A new browser tab appears, displaying the standard Windows browser printing capabilities.

    3. Continue with the print process in the new browser tab.

    4. In the upper right corner of the viewer, click the close (X) icon.

    1. Click the attachment's listing on the Attachments tab.

      The attachments viewer opens. If the attachment is an image or PDF file, the image or PDF appears; if the file is of some other type, a message that this type of file can not be previewed appears.

      Tip: (Optional, if there are multiple attachments) In the upper left corner of the attachment viewer, in the attachments counter, click the left- and right-pointing arrows to scroll through and view the attached files.

    2. In the upper right corner of the viewer, click the three-dot menu icon, then choose Delete.

      The Delete Confirmation dialog box appears.

    3. Click Yes.

      The module deletes the file and closes the viewer, and returns you to the Attachments page.