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Process Reference  
Process Designer
Getting Started
Workflow Properties
  General properties
  Advanced properties
  Attachments
    Define an attachment
  Participants
    Assign Trackers
    Define a workflow group
  Data fields
    Define a data field
  Milestones
    Define a milestone
    Milestone usage
  Submaps
    Create and manage submaps
    Submap usage
  Specify field usage in steps
  Select existing fields
  Field merge types
  Expression builder
Steps
Routes
Validate & Launch
   

About attachments

An attachment is a link to information a participant uses to complete a step in a workflow. For example, in a workflow for processing insurance claims, the submitted claim form and associated medical reports could be attachments.

In the workflow definition, the author defines attachments and indicates the steps at which each attachment is used. In the insurance claims processing example, the medical reports are used in the medical review step but not in the policy verification step.

The specific item an attachment links to is referred to in the Process Engine documentation as a target. The most common target is a document stored in a a Content Engine object store, or in a Content Services (CS) or Image Services (IS) library; however, document arrays, stored searches, folders, URLs, or files located on a shared disk can also be targets.

Assigning a target to an attachment

To provide flexibility, the workflow author can either assign a target to an attachment in the workflow definition or allow the target to be assigned when the workflow is launched or in progress. The following scenarios illustrate each case:

  • The workflow author assigns a target to an attachment when the same target will be used every time the workflow runs.

    For example, in a workflow for approving travel requests, the policy manual on travel reimbursement could be included as reference material. Since the same policy applies to all employees, the workflow author creates an attachment named TravelPolicyManual and assigns the actual policy document to that attachment in the workflow definition.

  • The workflow author defines an attachment in a workflow definition but does not assign a target. This option is appropriate when a different target will be used each time the workflow runs.

    For example, in defining a workflow that circulates press releases for approval, the workflow author defines an attachment named PressRel. The author does not assign a target to the PressRel attachment; instead, the author indicates that the person who launches the workflow will assign the target.

Specifying the participant's access to an attachment

For each step in a workflow, the workflow author specifies the following:

  • Which attachments will be available to the participant at that step when the workflow is running.
  • Whether the participant can assign a different target to the attachment.

Note the difference between access to an attachment and access to a target. The participant's access privileges for the target determine the operations he or she can perform on the target (such as opening or modifying). Access privileges on the target are not part of the workflow definition; if the target is a document in an object store or library, for example, the user's access to that document is specified in object store or library.