There are two ways to allow/require an exhibitor to upload a file to their entry. One way is to create a custom file upload at (probably) the fair level of the hierarchy, and the other way is to create a file upload within the Animal Type. This is probably the most common for animals that require photos--horses, for instance.
What's the difference? Can you use these two file upload options interchangeably? Perhaps. But each comes with slightly different parameters.
Custom File Uploads--These can either be created at the Fair level (asked once per exhibitor as they create their first invoice) or at a lower level (asked once per ENTRY in that portion of the hierarchy). Which one is right depends on what kind of information you are asking for. A Code of Conduct, for example, would be at the Fair Level, because each exhibitor only needs to upload that once. A picture of the refinished dresser (for instance) would be at a lower level.
Animal File Uploads--These are created as part of the Animal Type creation. They will be asked/required for each animal that is created. Registration papers, animal photos... those are the most common uploads.
If document/photo upload is specific to one animal, it normally would be part of the Animal Type files. If it is specific to the exhibitor or to a non-animal class entry, it would be a Custom File upload. EXCEPTION: If a photo of an animal is to be used in an Online Auction, it must be a Custom File Upload, not an Animal File Upload.
How are these different within the program?
View:
- Animal File Uploads can be viewed as part of the entry, showing up as thumbnails on the entry and check-in screens. Clicking on one of them brings up a larger on-screen view.
- Custom File Uploads (set at dept/div/class) are visible on the entry, but not on the check-in screen. Clicking on the image will open a new browser window with the image--not a preview screen.
- Custom File Uploads (set at the Fair level) are visible on the Exhibitor screen.
- If you are going to do an online auction, CUSTOM File Uploads will be the picture displayed in the online auction, not the Animal File Upload.
Print:
- To print the Animal File Uploads, you would click/download each image and then print.
- Custom File Uploads can also be printed one at a time, by clicking/downloading the image and printing.
- If you need to print every single one of an upload, that can only be done with Custom Files. On the Report Menu, there is a Custom Files Download tab. On that screen, each Custom File is listed with a Download button beside it.
- The download is sent as a self-extracting ZIP file to the email address of the staff person who is currently logged in.
- The file can be opened/viewed/printed as needed. Each file is named with the Exhibitor Name and the name of the upload.