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.
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.
Inherited symbol indicates items inherited from a base workflow.
You can change the value of an inherited attachment, but you cannot
delete the attachment.
Overridden symbol indicates inherited items that
have been modified in the current workflow definition. See Workflow Preferences - Workflow to hide
inherited items.
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.
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.
To
define a new attachment:
- If Workflow Properties is not open, select the Action menu, then select Workflow Properties and display the Attachments tab.
- Enter a name for the new attachment.
- 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.
- 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.