One of the most common questions I get from new users is some version of: “I attached a file — but where did it actually go?” Nine times out of ten, the answer traces back to a choice made at the moment of attachment without much thought.
There are three ways to attach a file in Evidentia. Each one is right for a different situation, and knowing the difference before you have hundreds of attachments in your database will save you real time later.
3 Ways to Attach a File in Evidentia at a Glance
| Mode | Who manages the file | Where it lives | Best for |
|---|---|---|---|
| Managed Copy — Local | Evidentia | Your computer | Single-machine researchers |
| Managed Copy — Cloud | Evidentia | Dropbox, OneDrive, or Google Drive | Researchers working across two computers |
| Link Only | You | Wherever you put it | Researchers who run their own file library |
Option 1: Managed Copy — Local Storage
This is the most common choice, and for most researchers working on a single computer, it’s the right one.
When you attach a file in Evidentia using Managed Copy with local storage, Evidentia makes a copy and places it in the Records folder inside your database directory. From that point on, Evidentia knows exactly where the file is. It appears in the Record Library, you can open it with a double-click, and you can safely delete or move the original — Evidentia has its own copy.
There’s a longer-term benefit here too: because Evidentia manages these files, it can move them for you later. If you decide to switch to a custom storage location or add cloud storage down the road, Evidentia handles the migration — copying files to the new location and resyncing the database so every attachment reference stays intact. You don’t have to touch the files manually.
When to use it:
- You work on one computer
- The file is a typical research document — a census scan, a birth certificate image, a photograph
- You want Evidentia to handle the organization so you don’t have to think about it
Option 2: Managed Copy — Cloud Storage
Same idea as Option 1 — but the Records folder lives in the cloud instead of just on your local machine. That means your source files sync between computers automatically, right alongside your database.
To use this, you first need to have a cloud provider configured in Evidentia (File → Settings → Storage). Once you’re there, look for the Sync Media checkbox on the cloud provider configuration screen. This is the setting that tells Evidentia to include your Records folder in the sync. Without it checked, your database syncs but your attachments stay local.
And if you ever want to switch providers later — say from Dropbox to OneDrive — Evidentia’s provider switch tool handles the move for you, copying your database, records, and backups to the new location and resyncing all attachment paths across all your databases.
When to use it:
- You work across more than one computer — desktop at home, laptop at the archives
- You want your source files and your database to stay in sync automatically
- You already have Dropbox, OneDrive, or Google Drive set up in Evidentia
Evidentia supports three cloud providers: Dropbox, OneDrive, and Google Drive. All three integrate directly with Evidentia’s storage settings.
A note on Google Drive
Google Drive is a supported cloud provider in Evidentia, but it does not support offline bypass mode. If you do research in places without reliable internet — archives, rural courthouses, planes — Dropbox or OneDrive will serve you better. Google Drive works fine if you’re always connected.
Option 3: Link Only
This one is for researchers who want to run their own file library outside of Evidentia — their own folder structure, their own naming conventions, their own system. Link Only respects that.
Instead of copying the file, Evidentia stores a reference to wherever the file lives on your machine. The file stays exactly where it is. Evidentia just remembers the path.
Two tradeoffs to know about. First, if you ever move, rename, or delete the original file, the reference in Evidentia breaks. A future post in this series covers the Attachment Audit Tool, which helps you find and repair those broken links — but it’s maintenance that Managed Copy avoids entirely.
Second, because Evidentia doesn’t own linked files, it can’t move them for you. If you later change your storage location or switch cloud providers, linked files stay where they are. You’ll need to move them yourself and re-establish the links.
When to use it:
- You have an existing file organization system you want to keep
- The file is very large and you don’t want to duplicate it (a long video, a multi-hundred-page PDF)
- You’re comfortable maintaining the connection between file and reference yourself
How to Choose
Start here:
- Working on one computer? → Managed Copy, local storage. Done.
- Working across two computers? → Managed Copy, cloud storage. Check the Sync Media box in your cloud settings.
- Already have your own file library and want to keep it? → Link Only. Just know that file moves and storage migrations are on you.
- Not sure yet? → Start with Managed Copy local. You can switch to cloud later and Evidentia will move everything for you.
The Record Library Confirms Your Choice
Once files are attached, the Record Library (File → Record Library) shows you how each one is stored. Files managed through a cloud provider display a small provider badge — Dropbox, OneDrive, or Google Drive — so you can tell at a glance where each file lives. Linked files show their original path. It’s a useful reference when you want to audit what’s in your database.
If you have questions about how to attach a file in Evidentia, I’d love to hear from you on the contact page.
