Who is this article for?

System Administrators responsible for configuring document retention and storage settings.

Administration module access is required.

In Q-Pulse, you can configure specific storage options for different Document Types. This setting determines where the physical file attachments for documents of that type are stored, ensuring they are saved to the correct repository or secure file location.

This article describes how to edit a Document Type to modify its attachment storage configuration.

1. Modifying the attachment storage

To change the storage location for a specific document type:

1. Open the Administration module.
2. Navigate to the Customisation tab.
3. Select Managed Lists.
4. Locate Document Type in the list of managed entities.
5. Expand the hierarchy to find the specific document type you want to modify (e.g., Standard Operating Procedures or Test Methods).
6. Select the document type and click Edit.
7. Locate the Attachment Storage section in the properties window.
8. Update the settings to point to the correct storage location or method.
9. Click OK or Save to confirm the changes.

Note: Changes to attachment storage settings will typically apply to new documents added to the system. Existing documents may need to be migrated if the physical path is completely changed.

2. Attachment storage

• What it does: Attachment Storage on a Document Type controls where that type’s files are physically stored (for example, a designated repository or secure file location managed by your organisation).
• What it does not do: It does not provide native, automatic synchronisation with external platforms (e.g., SharePoint) and does not mirror versions or metadata between systems.
• Source of truth: For controlled documents managed in Q‑Pulse, the authoritative copy is the version stored and controlled inside Q‑Pulse.

Tip: If other platforms need visibility (for search or discovery), publish controlled copies or summaries to those platforms using your organisation’s approved processes, keeping Q‑Pulse as the master record.

3. External repositories (FAQ)

• Can Q‑Pulse auto‑sync with SharePoint? No. Automatic two‑way sync, real‑time version matching, or metadata replication are not provided.
• Can I point Attachment Storage directly at a third‑party SaaS library? Attachment Storage is designed to use your approved repository for Q‑Pulse files; it does not turn external platforms into a synchronised Q‑Pulse store.
• How do we support enterprise search tools? Use an approved publish/export process to place read‑only copies or abstracts in the external system. Ensure your internal policy clearly states Q‑Pulse remains the master.

4. Verify your change

1. Create a small test Document Type and set its Attachment Storage as required.
2. Add a new document of that type and attach a file to confirm the file is saved to the intended repository/location.
3. Record the change in your configuration log and (if needed) update any runbook or data‑retention notes.

5. Troubleshooting

• New documents store correctly, old ones don’t move: Storage changes apply to new records; migrating existing files requires a planned move outside this setting.
• Users expect external systems to update automatically: Clarify that Q‑Pulse controls the master; any external visibility requires a publish/export process.
• Audit issues: Capture the reason for the storage change (policy, security, performance) and keep the approval artefacts with your admin documentation.

6. Further reading

• Completing a Document change request