File Attachment Rules in the System
Daftra allows you to attach one or more files to most forms in the system — such as invoices, journal entries, clients, suppliers, expenses, and others — to save an electronic copy of the documents related to the transaction within the form itself. This guide explains the steps to attach a file, the formats and maximum size allowed for each record type, the validation rules related to uploading, and frequently asked questions about this feature.
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Note: the formats and maximum size allowed for the attachment vary depending on the type of form you’re attaching the file from, as detailed in the “Formats and Size Allowed per Record” table below.
How to Attach a File
- Open the required form (invoice, journal entry, client, supplier, expense, etc.) in add or edit mode.
- Go to the attachments or documents section/tab within the screen.
- Click the attach file button, then select the file from your device or drag and drop it; on some screens you can also search for a previously uploaded document in the system to attach it directly instead of uploading a new file.
- Wait for the upload to complete, then save the form to lock in the attachment.
How the System Works
The system relies on more than one internal path for uploading files depending on the screen type, which is why there’s no single unified rule that applies to every screen; each group of forms has its own formats and size, as shown in the table below. Regardless of each screen’s rule, every file you upload is also subject to the overall storage space cap tied to your subscription plan: if the total size of files stored in your account would exceed the plan’s cap when uploading the new file, the upload is rejected even if the file’s own size is below the limit allowed for that screen specifically.
Formats and Size Allowed per Record
| Form | Maximum Size | Allowed Formats |
|---|---|---|
| Journal entries, expenses and income, purchase requests and supplier quotation requests, assets, transfers between treasuries, stock requisition/addition requests and inventory movements and requests, payroll slips, attendance/departure vouchers, the attachment field on the client and supplier, general HR requests, local email templates | 50 MB | pdf, doc, docx, xls, xlsx, csv, jpg, jpeg, png, gif, zip, txt |
| Attachments tab on the sales invoice, attachments tab on the purchase order, rental contracts and contract installments, rental bookings, rental unit types | No dedicated field-level limit (subject only to the plan’s storage cap) | pdf, doc, docx, xls, xlsx, csv, jpg, jpeg, png, gif, zip, txt |
| Work/manufacturing orders | No dedicated field-level limit (subject only to the plan’s storage cap) | pdf, xls, xlsx, doc, docx, txt, csv, png, jpeg, jpg, zip, plus the kit and bin formats specific to manufacturing files |
| Leave requests | 5 MB | No format restriction |
| Employee documents (ID, passport, residency, driver’s license, qualification, medical certificate, personal photo) | 25 MB | Any file format except executable/runnable script formats (such as exe, msi, com, cmd, js, sh, bat, ps1, php, phtml, phar, dll, jar) and macro-enabled Office formats (docm, xlsm, pptm) |
| Sales invoice payments and purchase order payments | Per the “Attachments” limit in the subscription plan (default 10 MB) | pdf, doc, docx, jpg, png, gif, tif, zip, rar, tar, gz |
| General document library, email templates | Per the “Documents” limit in the subscription plan (default 5 MB) | pdf, doc, docx, jpg, jpeg, png, gif, zip, rar, ppt, pptx, xlsx, xls, csv, tiff, bmp |
| Sent email log | Per the “Attachments” limit in the plan (default 10 MB) | pdf, doc, docx, xls, xlsx, csv, jpg, png, gif, zip |
| Product image and client personal photo | 20 MB | jpg/jpeg, png, gif only (images only) |
Validation Rules
Below are the main cases in which the system may reject an attachment upload. The exact error message text varies by screen and hasn’t been verified literally against the live interface, so the table describes the expected behavior rather than quoting the message text:
| Case | Result |
|---|---|
| File size exceeds the limit allowed for this form | Upload rejected |
| File extension isn’t within the allowed list for this form (on forms that specify certain formats) | Upload rejected |
| File extension is within the security-blocked formats list (such as exe, js, php) on the employee documents tab | Upload rejected regardless of size |
| Total storage space used in the account would exceed the subscription plan’s cap when adding this file | Upload rejected even if the file’s own size is within the limit allowed for this specific form |
Important Notes
- The subscription plan’s overall storage cap always applies in addition to each screen’s individual rule, not as a substitute for it.
- There’s no instant browser-side check of file type or size on most modern screens; the format or size error may not appear until you actually attempt the upload.
- The product image and client personal photo may go through an older, parallel upload path with different rules than the rest of the system’s screens, so any discrepancy in accepted formats for these two fields specifically isn’t considered an error.
Frequently Asked Questions
- What’s the maximum size for a journal entry attachment? 50 MB, in pdf, doc, docx, xls, xlsx, csv, jpg, jpeg, png, gif, zip, txt formats.
- Is there a limit on the size of sales invoice or purchase order attachments? There’s currently no dedicated field-level limit for the documents tab on these two screens, and uploading is subject only to the subscription plan’s overall storage cap.
- Why was a file upload rejected even though it’s within the size allowed for this screen? Most likely because the total storage space used in your account exceeded your plan’s cap, which is a separate restriction applied alongside each screen’s individual limit.
- Can any file type be uploaded to the employee documents tab? Yes, almost any, except for executable or runnable script formats (such as exe, js, php) and macro-enabled Office files, with a maximum of 25 MB.