View an Attachment

If you have the appropriate permissions, you can view existing attachments on accounts. This article will help you use lists, filtering (including custom filter defaults), and version history to view attachments. If you experience issues opening TIF files, you may need to assign a specific program for them.

Before you can view an account's attachments, you must locate the account and access the Attachments area.

Attachments List

Once you have accessed an account's Attachments page, a list of existing attachments displays below the search bar. The attachments that display by default depend on your organization's attachment configuration. One of the following link labels displays in the header:

• Show All Documents: By default, only attachments with the Mark as an Important Policy Document checkbox selected display. Click the Show All Documents link label to display all attachments (up to 10,000 added within the last six months).
• Show Only Important Policy Documents: By default, all attachments display in the list (up to 10,000 added within the last six months). Click the Show Only Important Policy Documents link label to display only attachments with the Mark as an Important Policy Document checkbox selected.

Note: Your view filters and search criteria apply only to the attachments that display based on your link label selection. To ensure that you are filtering or searching all attachments, make sure to select Show All Documents first.

If your system is configured to display all documents by default, the list displays up to 10,000 attachments added within the last six months, including any system-generated attachments (e.g. proofs, carrier submissions, and vehicle/driver schedules). You can use the System Generated search filter to exclude or view only system-generated attachments in the list if necessary. You can also set Filter Defaults per entity type (e.g. for all clients or all brokers) to change the attachments that populate the list automatically.

View Filters

If more than 10,000 attachments exist for the selected search criteria, only the first 10,000 display in the list. A count of the attachments currently loaded displays in the lower right corner of the list. When your search returns more than 10,000 results, this count indicates how many results exist beyond the first 10,000 (e.g., Viewing Newest 10,000 of 12,000 Attachments). In this situation, specify additional search criteria to narrow your search to 10,000 results or fewer.

1. To change the way the attachments display in the list, click the word Attachments in the header, then select a display option.
   
   All displays all attachments for the selected entity (if fewer than 10,000) or the 10,000 most recent attachments.
   The Search view defaults blank until you save a Filter Default. After you create a filter default, the Search view populates with up to 10,000 attachments that meet your saved search criteria each time you access the Attachments list.
2. Use the search bar to display attachments that meet specific criteria.

Apply a Single Filter

You can use the search bar to apply a single filter to narrow the attachments that display. If you enter search criteria, you must click the Clear Filter link label before beginning a new search. Otherwise, your new search will use the original criteria plus your new criteria. The search bar displays in blue when filters are applied and in gray when filters are cleared.

1. Select an option from the first dropdown menu.
2. The choices available in the second dropdown menu vary, depending on your selection in the first dropdown menu:
• Equals: Enter the search criterion (e.g., the full description) in the field to the right, or select a date from the dropdown calendar (if applicable).

• Contains: Enter at least one character of the search criterion (e.g., part of the description or folder name) in the field to the right.

• Within Range: Search between two calendar dates. Click the down arrow to the right of each field to choose dates from the dropdown calendars.

• Yes/No: Opt to include or exclude attachments when you have selected Client Accessible, Do Not Purge, or Important Policy Document in the first dropdown menu.

• Exclude/Only/Include: Select to exclude or include items that meet the criterion selected in the dropdown, or to display only items that meet that criterion.

3. Click Find to apply the filter. Hover over the Search where text to see the filter that is currently applied to the list.

Apply Multiple Filters

You can use multiple criteria in the search bar to help you find one or more attachments. If you select multiple criteria, the system performs and "and" search (for example, Client Accessible attachments with a specific Attached Date). If you make multiple selections for the same criterion, however, the system performs an "or" search for that criterion (for example, attachments associated to either of two Types of Business). You can make up to eight selections for the Type of Business criterion.

1. Click the Edit Filter button to open the Edit Filter pop-up window.
2. Click the Add button to add filters.
3. Select and/or enter the search criteria using the dropdown menus and fields. Click the Add button again to apply additional filters. Enter additional search criteria as needed.
   Click the Delete button to remove a filter from the list, if necessary.
4. Click Finish when you have applied all of the filters you want. Hover over the Search where text to see the filters that are currently applied.
   
   To clear the currently applied filters (for the current session only) and start over, click the Clear Filter link label.

Create Filter Defaults

To save time, you can created a customized search filter to apply as the default for all accounts of the same entity type. You cannot apply filter defaults on a per-account basis, however, or on an Attachments list opened from the Access menu (because Access > Attachments already provides a filtered view). Your filter default is unique to your user code and does not affect other users' saved defaults. Even if you create a filter default, you can still clear it an apply different filters whenever you need to.

1. Select the options you want to use as your filter defaults by doing any of the following:
• Click the word Attachments in the header and select an option.
• In the search bar, select a single filter or multiple filters to use.
2. Click the Filter Defaults link label and select the Use as default checkbox on the Filter Defaults screen to save your selected filters as the default for all accounts of the same entity type.
3. Click OK to apply the filter default.
   To clear a filter default, click the Clear Filter link label, click the Filter Defaults link label, select the checkbox(es) to clear in the Filter Defaults window, and click OK.

View Attachment Version History

To review an attachment's version history, select the attachment in the list and click Access > Version History in the menubar or options bar. The version history displays, including the number of times the attachment has been changed, who made the change(s), and when. Click on any attachment version listed to open the document.

Attachment Preview

The first two pages of the selected attachment display in the Attachment Preview pane for the following file types:

• DOC

• DOCX

• GIF

• GIFF

• JPE

• JPEG

• JPG

• MSG

• PDF

• PNG

• PPT

• PPTX

• TXT

• XLSM

• XLSX

Attachment Preview only displays if you are using Applied Epic Browser and your organization does not have Active Directory Authentication enabled (that is, if you are prompted for a username and password when signing in to Epic). Previews only display for attachments added within the last 18 months.

To toggle the pane on or off, click the Display/Hide Preview Pane link label in the Attachments header.

Select a Program to Open TIF Files

Most attachments open automatically in their native program. However, TIF files are not as common and may not have a default program associated. If a TIF file does not open automatically, follow these steps to associate the TIF file type to a specific program:
Note: Before selecting a program, ensure that the program can open TIF files.

1. Locate a TIF file on you local drive (not in Applied Epic).
2. Right-click on the file and select Properties.
3. A pop-up window displays Click the Change button.
4. Windows Picture and Fax Viewer defaults selected, but you can select a different program if you prefer.
5. Click OK.
   When you return to Epic and access the TIF file, it opens in the selected program.