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.

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:

1. If Workflow Properties is not open, select the Action menu, then select Workflow Properties and display the Attachments tab.
2. Enter a name for the new attachment.
3. If the attachment represents a collection of documents, select the Array check box.
4. 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.

     Also, note that the document title or filename of the attachment target cannot contain the pipe symbol (|) because this character is used as a delimiter for the Attachment object.

     If you use a URL or UNC, note that the database field that holds the attachment target ID is 256 characters long. If the address 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.
5. 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.
6. 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.