The Attachments Utility is available only to organisations that have received a notification email from Donorfy. It allows you to review missing attachments, such as files removed in error, and either reinstate them in bulk or resolve them manually.
Open the Attachments Utility
Navigate to Data Management, and click Attachments.
Review the list of files that were removed.
Use the Include Actioned toggle:
Yes: show all files.
No: show only items that still require action.
Each row displays either:
An Action button (items that still need to be resolved).
A Closed icon (items already actioned and no longer editable).
Closed items cannot be reopened.
Review File Details
Each row includes useful information to help you decide how to resolve the missing file.
Filename
Clicking the filename downloads the attachment so you can review its contents.
📌 Note:
If the filename appears without a link, the file no longer exists at its last known upload location and cannot be reinstated in bulk.
Latest Connection
Shows where the most recently uploaded version of the file is stored.
This version is used for bulk reinstatement.
Constituents Affected
Displays the number of constituents who had this file attached.
Click the number to view their details and download the file.
Activities
Lists Activity Types affected and the number of activities for each.
You can:
Open each activity.
Download the file.
Mark the item as Actioned.
GADs
Shows the number of Gift Aid Declarations linked to the filename.
You can open the GAD, download the file, or mark the item as Actioned.
Major Donor Prospects
Shows constituents who previously had this file in the Prospect Attachments panel.
Opportunities
Shows Opportunities associated with this filename.
You can open each Opportunity and view all relevant details.
Use the Action Button
Each row has an Action button with two options:
Mark as Actioned
Indicates no further action is needed.
This applies whether you have reattached the file or not.
Reinstate
Reattaches the file to all items on the row that are not already marked as Actioned.
Once an action is performed, the row becomes Closed and cannot be reopened.
📌 Note:
After resolving a row, its position in the list may change. Sort by a static column, such as Filename, to avoid losing track.
Decide How to Resolve Each File
Every missing file will fall into one of two categories:
Category 1: Same content for all constituents
Examples:
“Spring Events.pdf”.
“Newsletter July 2023.doc”.
For these files:
Resolve any items that need individual attention first.
Click Action, then select Reinstate to reattach the file to all remaining items in bulk.
⚠️ Important: Reinstatement cannot be undone.
Category 2: File content differs for each constituent
Examples:
“Inbound letter.pdf”.
“GAD.jpg”.
“Volunteer application form.pdf”.
These items must be resolved manually.
Find and Reattach the File
Locate the correct original file in your internal systems.
Re-scan if necessary.
Upload the file to each appropriate item:
Activity.
Gift Aid Declaration.
Opportunity.
Prospect Attachment.
🤓Tip:
Use unique filenames, e.g., “GAD-12654-Oct2023.pdf”—to avoid future conflicts.
If the File Cannot Be Found
Mark the item as Actioned so you can continue resolving the rest of the list.
Mark Items Individually
You can action items one by one:
Click the number in the relevant column (Activities, GADs, Opportunities, Prospects).
Open the item’s form to add the attachment.
Click Mark as Actioned for that individual item.
Gift Aid Declaration Attachments
If you cannot locate a missing Gift Aid Declaration:
Check whether the constituent has other valid Gift Aid Declarations covering that period.
If needed, obtain a new declaration:
Written.
Online (via Donorfy Forms).
HMRC have some helpful guidance and a process for recovering GADs.