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The ‘attachments‘ ☍ feature allows you to add documents or graphics to an entry to help users better understand a given term or concept. Attachments can be added to the language-independent level (LIL) or the language level (LL).
On this page, you will find out how to:
- Search for an existing attachment
- Add a new attachment
- Modify/delete an attachment
- Start a batch operation
Read more on user groups and access rights.
SEARCH FOR AN EXISTING ATTACHMENT
You can search for and preview existing attachments from:
- full entry view by opening the LIL or LL for editing; or
- the ‘Attachments‘ tab in the ‘Management’ menu
.
You can search by:
- attachment name or attachment reference (searches by partial string);
- creation date range; or
- modification date range.
ADD A NEW ATTACHMENT
To add a new attachment:
- Go to the ‘Management‘ menu,
- click on the ‘Attachments‘ tab,
- drag and drop the relevant file into the upload area or click on the upload area and browse for the file.
 File extensions supported: – document formats: .doc, .docx, .xls, .xlsx, .ppt, .pptx, .pdf, .rtf – image formats: .bmp, .jpg, .jpeg, .gif, .tif, .tiff, .png The maximum size for attachments is 5 MB per file. All uploaded images must be free of copyright. |
Once you have chosen the attachment to be uploaded, you will have to fill in the following fields:
- Attachment reference: every attachment added to IATE must include a valid reference, written according to the instructions provided by the attachment’s owner.
- Attachment confidentiality: you can mark a specific attachment and its reference as confidential so that they are not displayed to non-authenticated users.
Files already uploaded to other entries are stored in an attachments database and can be reused and attached to other entries as needed.
 Attachment references are mandatory, which means that you will not be able to create a new attachment without including a reference. Remember to use only copyright-free content and correctly list the sources in the attachment reference field. Read more about intellectual property rights. |
| Graphics and photographs are subject to the same copyright restrictions as text. Therefore, make sure that any attachment you add to IATE is either in the public domain or available under a Creative Commons licence or a similar licence. Always read the associated licence to verify this. |
| If you need to upload documents that are internal to your institution, please be aware that they will be stored on an external cloud platform, so ensure you are complying with all your institution’s information security rules. Also consider that, even when marked as ‘Confidential’, an attachment will be visible to any internal authenticated user. |
MODIFY/DELETE AN ATTACHMENT
To modify an attachment:
- go to the ‘Attachments‘ tab in the ‘Management’ menu,
- run a search for the attachment to be modified,
- click on the ‘Edit’ button,
- modify the filename or the reference, and confirm the change.
Only Administrators can delete attachments.
START A BATCH OPERATION (*)
You can link an existing attachment (after search and retrieval) to a batch of entries or LLs:
- go to the ‘Attachments‘ tab in the ‘Managment’ menu,
- click on ‘Start batch operation’,
- search for attachments and select them with the
icon, - insert the entry numbers in the ‘Selected entries’ field,
- select the operation level: LIL or LL. If you select LL, all languages are selected by default. Only keep the language(s) to which the attachment should be added selected,
- click on ‘OK’.
| To avoid overloading the system, batch-linking is limited to 100 entries or LLs per operation. |
You can also batch-unlink attachments from entries following a similar procedure:
- search for the attachment in question, and select it with the icon,
- inspect the entries linked to it and insert the IDs of the entries to be unlinked in the ‘Selected entries’ field,
- select the operation level and the language, if relevant, and click on ‘OK’.
(*) USER GROUPS AND ACCESS RIGHTS
In the table below you can see which operations are available to the different IATE user groups:
| User group | Add new attachments | Modify attachments | Delete attachments | Start batch operation |
|---|---|---|---|---|
| NON-LOGGED-IN USER | No | No | No | No |
| EXTERNAL LOGGED-IN USER | No | No | No | No |
| TRANSLATOR | Yes | Yes | No | Yes |
| TERMINOLOGIST | Yes | Yes | No | Yes |
| ADMINISTRATOR | Yes | Yes | Yes | Yes |