Attaching an external document to an Activity Registration in 3.1
Problem
Is there a way to attach a flyer for a specific activity when someone registers for it?
Solution
If your goal is to give the customer an external document, such as .doc or a .pdf, or etc... as a byproduct of registering for a specific activity, then you might try the Receipt Documents feature. In the standard VSI screen design, this is located in Section Management/Update > Miscellaneous Settings group. Use the 'i' help icon for a field description, if needed.
This field is populated one section at a time, but if you want to include the same flyer with registration to multiple sections, you can use the Bulk Update program to do that after you set up the first one.
Setup is Two-step Process
1. Link the external doc to a Document Code in Document Management (Management Ribbon > System Management > Comment/Document/Letter Management group on the Standard VSI Design).
- Click Add
- Enter a Code and a Description.
- Click the Windows File Explorer icon and browse to the file you want to link. Select it.
- In the Print Settings group on the right-hand side of the screen, click the Combo Box icon and select Transaction Type(s) for which you want to print the doc. If you want to include only for Registrations, then pick 'Purchase' only.
- Use the 'i' and '?' Help icons as needed.
2. Link the Document Code to the Section for which you want it to print.
- Go to Section Management, highlight/select the Section in question and click Change. You will continue to the Activity Section Update screen.
- Expand the Misc Settings group.
- Click the Windows File Explorer icon on the Receipt Documents field and select the Document Code you created in Step 1.
- Save your changes. Changes take effect at the next registration into that program
Printing Receipt Documents
RecTrac
- Receipt Documents will print along with receipt when queued to a printer.
- Receipt Documents will be included as an attachment when opting to email receipts from RecTrac.
- Receipt Documents are always sent to the Document Center and can be printed from there, if needed.
WebTrac - Receipt Documents created from a transaction in WebTrac are attached (along with the receipt) to the confirmation email that gets sent to the patron. Additionally, the WebTrac Confirmation Screen provides a click-able link to the document, so patrons can print it at that time or save it to their computer.
Note: Receipt Documents will NOT preview. If opting to Preview Receipts, the receipt, itself, will preview, but the Receipt Document will not. This is because RecTrac has no way of telling the browser what kind of document is being used (.doc, .docx, .pdf, .txt, etc). So if you opt to Preview Receipts only, then your only recourse for printing them is to go through the Document Center, as noted above. If opting to Preview and Email, or Preview and Print, then the Receipt Document will be emailed and/or printed; it simply will not preview.