An attachment links to information a participant will use to complete a step, such as a document
or a URL. Define attachments as part of the workflow definition, then indicate which attachments
will be used at each step. See About attachments for general
information.
To define a new attachment
If the Workflow Properties dialog is not open, select Workflow
Properties from the Process Designer
toolbar and display the Attachments tab.
Enter a name for the new attachment. See Naming
conventions for information regarding valid names.
If the attachment represents a collection of documents, select the Array checkbox.
In the Value field, do one of the following:
Specify a target. If the target is a file or folder in an object store or library,
double-click in the Value field, then locate the file or folder in the object store or library.
With the document or folder selected, click Select.
To specify a file on a network drive or specify an Internet URL, double-click
in the Value field, then click Other to browse the network
drive or enter the URL. Note that the object store or library,
network drive, or URL must be available to participants when the workflow is running.
Leave the Value field blank, allowing the actual
target to be assigned by either the launch user or by a participant during processing.
To specify that the document used to launch the workflow will be assigned to the selected
attachment, click the Initiating attachment button at the top
of the Attachment tab. A workflow definition can have only one initiating
attachment.
The initiating attachment is automatically added to the launch step as
a read/write parameter.
NOTE If
you subsequently remove the initiating attachment designation from the attachment, the attachment
parameter will not be removed from the launch step.
In the Description field, you can optionally enter authoring-related
information for future reference.
To specify the steps in the workflow where the selected attachment will be
used
Click the Field Usage button, then select
the appropriate steps. See Field Usage for additional information.
To modify or delete an attachment
To rename the selected attachment, select the attachment name and edit it.
To copy the selected attachment, click the Copy button.
To delete the selected attachment, click the Delete
button.
NOTE If
you delete an attachment or change its name, the change is updated in all steps where the attachment
is used as a parameter. However, the change is not reflected in expressions where the attachment
is used.
TIP To
allow participants at a step to add documents to an attachment, specify
that the attachment is an array, and specify Read/Write access to the
attachment in the appropriate step.
TIP Assign
a specific document if the same document will be used every time the workflow
runs. Do not assign a specific document if a different document will be
used each time the workflow runs.
TIP In
FileNet Web Services ClientClient
and Open Client,
when you browse a library to locate a document for an attachment, the list displays
only the first 250 items in a folder. Click Show more
to add the next 250 items to the display.