One frequently asked question we receive is: How does Teamstudio Export handle attachments when creating PDF archives? In this post, we’ll walk you through how attachments are managed by default, what options are available, and the limitations you should be aware of when working with embedded files in modern browsers.
Default Handling of Attachments
By default, attachments in documents are created as separate files within the PDF output folder. In this setup, relative links are added to the corresponding documents, allowing users to access the attachments via those links. This configuration is especially effective when the full archive folder is made accessible through a web browser from a file server or web server. Most modern browsers with built-in PDF viewers, such as Google Chrome or Microsoft Edge, support this setup seamlessly.
The settings panel for Teamstudio Export is shown, providing options for handling PDF attachments. Users can select between "Linked" and "Embedded" options, depending on their archiving preferences.
Embedded Attachments: An Alternative Option
For users who prefer to distribute standalone PDFs with all attachments included, Teamstudio Export offers an Embedded Attachments option. With this setting, attachments are inserted directly into the PDF itself. This can be particularly useful when individual PDFs are shared with users who need a complete document without additional external files. When choosing to embed attachments versus using links, you can save on space by deleting the 'attachments' folder from the PDF archive. This folder only needs to remain in place if you plan on using relative links to access attachments from within the PDFs.
A PDF document displayed in Adobe Acrobat Reader with an embedded attachment visible in the attachments side panel. The side panel shows a clear list of attachments, making it easy to access the embedded file directly within the PDF.
Modern browsers have come a long way in rendering PDFs, although their built-in viewers often lack support for advanced features like embedded file attachments. If your workflow involves embedded files, we recommend using Adobe Acrobat Reader for the best experience. Tools like Acrobat are specifically designed to handle the full range of PDF functionality, including embedded content, while standard browsers remain limited to basic viewing features.
Additional Attachment Support in Teamstudio Export 5.0
In addition to handling standard attachments, Teamstudio Export 5.0 introduced advanced capabilities for managing various embedded elements. The following features enhance your ability to export and organize Notes data and attachments:
Attachments, OLE Objects, and Embedded Images: These can be exported individually or alongside your application data as needed.
Target Folder Grouping: Attachments are extracted and organized by their parent Note ID, ensuring a logical and accessible structure when archived.
These additional features build upon the attachment handling within PDF archives, allowing you to extract additional elements as needed.
The Export Data configuration tab is shown, highlighting options to include attachments, OLE Objects, and embedded images in the export within specific source documents via selection Formula.
For a deeper dive into how Teamstudio Export manages attachments and other features, check out the Teamstudio Export 5.0 documentation. Whether you’re archiving Notes databases, preserving attachments, or exporting OLE objects, Teamstudio Export can help.
Attachments are a critical part of any document archive, and Teamstudio Export provides flexible, powerful tools to ensure they’re preserved effectively.