Chapter 10
Media and Document Management
Quasar’s media system lets you attach files — documents, images, contracts, certificates, scanned invoices — to any master record. Every master screen (items, customers, vendors, employees, invoices, and more) has access to the Linked Media dialog through the File → Linked Media menu.
How Media Works
The media system has three components:
| Component | Purpose |
|---|---|
| Media Types | Categories that organize your files. Each type defines a name and a subdirectory on the server where files are stored. |
| Media Records | Database records that link a file to a specific object (e.g., an item, a customer, an invoice). Each record tracks the file name, extension, media type, and the parent object’s internal ID. |
| Media Files | The actual files stored on the Quasar server under
/media/{subdirectory}/. Files are fetched on demand
when a user clicks Show Media. |
Universal Attachment
Because the Linked Media feature is built into the base
DataWindow class, it is available on every master screen
automatically. You don’t need to configure anything to start
attaching files — just create your Media Types and go.
Setting Up Media Types
Before attaching files, define at least one Media Type. Open the Media Type Master from Setup → Media Types.
Media Type Fields
| Field | Purpose |
|---|---|
| Number | Short identifier (up to 5 characters) |
| Name | Display name (e.g., “Product Photo”, “Contract”, “Safety Data Sheet”) |
| Description | Longer description of the type’s purpose |
| Subdirectory | Server folder where files of this type are stored (e.g., “photos”, “contracts”, “sds”) |
| Is E-Invoice | Check this if the media type is used for electronic invoice documents (government certification files) |
Suggested Media Types
Here are some common media types to get started:
| Name | Subdirectory | Use Case |
|---|---|---|
| Product Photo | photos | Item images for inventory and web |
| Contract | contracts | Customer and vendor agreements |
| Safety Data Sheet | sds | WHMIS/SDS documents for regulated products |
| Scanned Invoice | invoices | Scanned vendor invoices attached to Receive records |
| Certificate | certificates | Business licences, insurance certificates |
| E-Invoice | einvoices | Government certification XML files (check “Is E-Invoice”) |
Attaching Media to a Record
You can attach files to any record on any master screen:
- Save the record first — the record must be saved before you can attach media (it needs an internal ID)
- Go to File → Linked Media (or use the menu bar)
- The Linked Media dialog opens, showing all files currently attached to this record
- Click New Media to open the Add Media dialog
- Click Select File to browse for a file on your computer
- Choose the Media Type from the dropdown
- Click Save
The file is uploaded to the server and stored under
/media/{subdirectory}/ with a unique timestamped filename
to prevent collisions.
File Naming
When you upload a file, Quasar automatically appends a timestamp to the
filename (e.g.,
invoice_20260504_143022.pdf). This ensures
uniqueness even if multiple users upload files with the same name.
Viewing and Managing Media
Viewing Attached Files
From the Linked Media dialog, select a file and click Show Media (or double-click the file). Quasar fetches the file from the server and:
- Text files are displayed in a built-in text viewer
- All other files (PDFs, images, spreadsheets) are opened with your system’s default application
Deleting Media
Select a file in the Linked Media dialog and click Delete Media. Quasar asks for confirmation, then removes the database record. The file remains on the server for archival purposes.
Common Uses
Because every master screen supports Linked Media, the possibilities are broad. Here are real-world examples organized by record type:
| Record Type | What to Attach |
|---|---|
| Items | Product photos, nutritional labels, safety data sheets (SDS/WHMIS), manufacturer spec sheets, assembly instructions, warranty documents, catalogue pages |
| Customers | Credit applications, signed contracts, collection letters, proof of insurance, resale certificates, tax-exempt certificates, purchase order blankets, signed terms of sale |
| Vendors | Vendor quotes and price lists, supply agreements, W-9 or tax forms, product catalogues, import/export permits, quality certifications |
| Employees | Employment agreements, government ID copies, training records, certifications and licences, performance reviews, signed company policy acknowledgements |
| Customer Invoices | Signed delivery receipts, proof of delivery photos, customer purchase orders that authorized the sale, signed packing slips, dispute correspondence |
| Vendor Invoices (Receives) | Scanned paper invoices from the vendor, bills of lading, freight manifests, customs declarations, inspection reports, receiving exception notes |
| Purchase Orders | Vendor quotations that led to the order, email confirmations, approved requisition forms, freight estimates, landed cost worksheets |
| Customer Quotes | Supporting documents for the quote: drawings, specifications, site photos, competitor comparisons, signed quote acceptances |
| Cheques | Scanned cheque images (front and back), payment authorization memos, remittance advice from the payee |
| Customer Returns | Photos of damaged goods, return authorization forms, carrier damage claims, customer complaint letters |
| Accounts (GL) | Bank statements, reconciliation worksheets, audit work papers, bank signature cards |
| Stores | Lease agreements, floor plans, business licences, fire inspection certificates, insurance policies |
| Fixed Assets | Purchase receipts, appraisal reports, photos of the asset, maintenance logs, disposal documentation |
Build a Paper Trail
Think of Linked Media as a digital filing cabinet for each record.
Whenever you would normally file a paper document in a folder labelled
with a customer, vendor, or transaction number, attach it to the
matching Quasar record instead. This keeps everything searchable and
accessible from any workstation.
Server Storage
All media files are stored on the Quasar server, not in the database.
The database only stores the metadata (filename, type, and the link to
the parent object). Ensure your server has adequate storage for the
volume of documents you plan to attach.
Media Setup Checklist
- Plan your Media Types — decide what categories of documents you need
- Create the types in the Media Type Master
- Choose clear, short subdirectory names for server organization
- Mark the Is E-Invoice flag for any type used in government certification workflows
- Start attaching files via File → Linked Media on any master screen
What’s Next?
- Chapter 11 — Assets and Depreciation