Workflow properties - attachments
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.
The Attachments table in Workflow Properties displays all attachments in the workflow definition—attachments inherited from a base workflow and attachments created in the current workflow.
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Inherited symbol indicates items inherited from a base workflow. You can change the value of an inherited attachment, but you cannot delete the attachment. |
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Overridden symbol indicates inherited items that have been modified in the current workflow definition. See Workflow Preferences - Workflow to hide inherited items. |
To define a new attachment
- If the Workflow Properties dialog box is not open, select the Action menu, then select Workflow Properties
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 check box.
- 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 Value, 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 Value, 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.
NOTES
- The filename of the attachment target must not contain the pipe symbol (|) since this character is used as a delimiter for the Attachment object.
- The
database field that holds the attachment target ID is 256 characters long. If the URL or UNC
is longer than 256 characters, the ID data will be truncated.
- 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 Initiating attachment at the top of the Attachment
tab.
NOTES
- A workflow definition can have only one initiating attachment.
- The attachment cannot be an array.
- The initiating attachment is automatically added to the launch step as a
read/write parameter.
- 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 Attachment Usage, and 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 Copy.
- To delete the selected attachment, click Delete.
NOTES
- 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.
- You cannot rename or delete an inherited attachment.
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