Overview

When you link images to an item by right-clicking the item image field, the selected image isn't attached to the inventory record directly, it is only linked.

This means that if someone has selected an image that is saved to a location you don't have access to, for example their own computer, you won't have access to that image, and it will show as invalid.

All images should be in a public location, ideally a central folder on your server that holds your key images, and one that’s accessible to anyone running Accentis Enterprise.

If you notice any invalid images, it is a good idea to:

• Check the save locations of current item images, and move them to shared locations.
• Make sure your processes for attaching item images allow for them to be accessed by anyone.

Checking image files in your database

Using report SA1704 - Listing with image files (Inventory > Report > Item > Listing with image files), you can check the save location of every item image without needing to open the item records individually.

In the Full item image path column, because the default main drive for Windows computers is the C: drive, you know that any addresses that start with "C:\" (especially those that start with "C:\Users\")  is likely pointing to a location on someone's PC and should be changed to a shared location.

Making sure images you attach are accessible by everyone

If you want to make sure your images can be accessed to everyone, then you need to make sure they are saved to a shared location that everyone can access. There are two ways to do this.

Selecting a file already saved to a shared location

When you right-click the item image field to link an image, make sure you are selecting an image that is saved in a shared location and not directly to your computer.

Moving or copying the image to managed documents

If you copy or move an image to an item's managed documents, the image is saved into the shared Managed documents root folder for your database.

When you're attaching the image to the managed documents, if you include the word "photo" in the document name, that file will be used as the item image automatically.

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Last edit: 01/09/2026