Attachments vs Uploads
Attachments are files linked to a record.
Attachments can be added by team members with permission to add/edit records (admin, stable managers, owners with manage power) and can be viewed by all team members. Examples: documents like Coggins, Health Certificates, other renewal paperwork, receipt for a specific charge, or photos of batch information for health records.
Uploads are files added to a Horse or Contact profile that relate to that Horse or Contact.
They are managed and viewed in the “Uploads” tab. Uploads can be managed by admin and stable managers and viewed by all team members. Examples: contracts, general photos, videos, links to videos.
Horse profile pictures have a max file size of 30MB.
What file types are allowed to be uploaded or attached?
For pictures, StableSecretary supports jpg, jpeg, gif, png, heic, pjpeg, x-png, tiff, and bmp formats.
For documents, StableSecretary supports html, plain text, rtf, and csv formats. This includes word processor files, spreadsheet files, PDFs, zip and compressed files.
For videos, StableSecretary supports mp4, mpeg, quicktime, x-msvideo, 3gpp, 3gpp2, mp2t, and mov formats. For videos that are several minutes in length or UHD/4K and therefore a very large file size, we recommend posting them to a website such as youtube and adding the link to the horse’s profile.
Attachments
Records with attachments have a paper clip icon to indicate an attachment.
Attachments have a max file size of 10MB.
Online
To add an attachment to a record or renewal, edit the record:
- After saving a record, click the link in the green confirmation box to “Add attachment”.
- Find the record on the horse’s profile page or from the Records tab, click the edit icon in the “Actions” column on the right side.
On the Edit screen, add your attachment:
- Click “choose file” for the field “Image Attachment”.
- Find the photo or document to attach, double click to insert the file.
- Click “Save” to process the upload. Keep your file size under the maximum size.
To add an attachment to a note, click the “choose file” button, choose the file, then click “Save”.
To add an attachment to a renewal, navigate to the “Record a Renewal” form on the Horse profile page, Renewals tab. Click the “choose file” button, choose the file, click “Save”.
To edit an attached image: Find the record, click edit, use the “choose file” button to find a different file, double click it, click “Save” to change the file attached to that record.
To delete an attached image: There is no option to just delete the attachment within a record. Delete the whole record then add it back without the attachment.
Video Tutorial
Mobile
Add attachments on the forms for health/service/breeding records, notes, and renewals:
- Select the type of record or note to add, fill in the form.
- Tap “Add attachment” at the bottom.
- Choose where to look for the file to be uploaded. Access permissions must be granted to the app to be able to find any files or take photos.
- Photo library to view the photo gallery on your phone.
- Camera to take a brand new photo.
- Documents to search the files on your phone.
- Tap “Save”. Keep your file under the maximum size.
Video Tutorial
Uploads for Horses online – Forms, Photos, and Video Links
To add uploads to a horse online:
- Go to a horse Profile page. Select the “Uploads” tab, click “Manage Uploads”.
- If choosing “forms, photos, videos”:
- Click “Choose file”, find the file on the computer, double click it, click “Save” to add the upload.
- Very large video files may take a longer period to upload. Please remain on the uploads page until the software says it was successful.
- The vaccination form upload will make a link on the detailed horse information sheet for even easier sharing.
- Want to have a copy of their Coggins? Add it as an attachment to the Coggins renewal record!
- If choosing “video links”:
- Use the “add video” button to add a line or multiple lines for each video’s URL link.
- Give it a title and copy-paste the link.
- Click “Save”.
Video Tutorial
To delete an upload:
- When viewing their profile, select the “Uploads” tab, click “Manage Uploads”.
- Click the trash can icon next to the upload, double confirm to delete it.
Uploads for Horses in the mobile app – Photo, Form, and Link
To add an upload to a horse in the mobile app
- Navigate to a Horse Profile page > Details page > Uploads.
- Tap “new upload”.
- Choose from “photo/video”, “form”, “link”.
- If choosing “photo/video” or “form”:
- Tap the “add upload” button.
- Choose where to look for the file to be uploaded. Access permissions must be granted to the app to be able to find any files or take photos.
- Photo library to view the photo gallery on your phone.
- Camera to take a brand new photo.
- Documents to search the files on your phone.
- Tap “Save”.
- File size maximums do exist. If an attachment fails, it is generally too large a file to be uploaded. Try cropping a photo or splitting a form into 2 smaller files.
- Currently, video files themselves CANNOT be added within the mobile app, only links to videos posted somewhere else.
- If choosing “link”:
- Give the link a title, copy-paste the link.
- Tap “Save”.
Uploads to horses cannot be deleted in mobile. Use the online platform to make any needed changes to uploads.
Video Tutorial
Looking to add uploads to Contacts? View our Attachments and Uploads for Contacts support page.
We are here to help. Please contact us with questions or suggestions.
Email support@stablesecretary.com.
Call or text (617) 564-1241.
Visit Support Page.
Worried about getting all your information put in? Got a little behind on the day-to-day recording? Ask about our data entry services!
