An attachment keeps a file or document with the record it belongs to - a signed form, a letter, a photo, a receipt. Instead of hunting through email or a shared drive, the file lives right where the work happens.
Add an attachment from any record and upload the file. Give it a clear name so teammates know what it is without opening it.
Every attachment has a Person field showing who it belongs to. CoolFocus fills this in automatically based on the record the attachment was added to (a person, a request, a service received record, a contribution, a conversation, or a visit), so attachments stay tied to the right person even when they're uploaded from a related record. You can change the Person field by hand if needed.
Every attachment has an Activity Type field - the same shared classifier used on notes, calls, and tasks. Use it to tag what kind of document this is.
If your organization restricts a particular activity type, only user groups granted access to it can see, upload, or edit attachments tagged with that type. See User Groups and Permissions for how access is granted.
Organizations set up for Love INC: Community Assistance don't see the Activity Type field on attachments at all. The default Activity Type values are geared toward pregnancy center medical contexts and aren't relevant to community assistance work, so CoolFocus hides the field automatically for these organizations rather than showing values that don't apply. No setup is needed on your end; this is based on your organization's configuration.
The Attachments grid and export now include the linked person's contact details as their own columns: Contact First Name, Contact Last Name, Contact Email, and Contact Phone. These are filled in automatically from the attachment's Person field, so you can see or export who a file belongs to without opening the record. They're display-only columns pulled from the linked contact, so they don't appear as fields when importing data.
The Attachments grid can be exported for every client at once instead of one client at a time. Each row includes Contact First Name, Contact Last Name, Contact Email, and Contact Phone columns pulled from the linked Person, so exported attachments are attributable and filterable by client, and searchable by the client's name.
Documents that belong to the record's history (agreements, forms, correspondence).
Files a teammate would need without having to ask you for them.
Photos or receipts tied to a specific interaction.
Use a clear, descriptive file name.
Only attach what belongs on the record; follow your organization's privacy policy for sensitive documents.
Replace outdated versions rather than leaving stale files behind.
