Working with document (file) attachments

You can augment many forms by attaching documents (files) that are related to the specific form, properties on the form, or records in a collection. You can also import documents into the database or link documents from file servers or FTP/SFTP servers.  The documents can then be attached by other users to forms, properties, or records. Query and Note forms cannot have attachments.

Authorized portal users can also use the appropriate portal to submit their own documents for attachment.

Portal users who are authorized to submit documents for attachment through a portal must first belong to groups with appropriate permissions. These permissions are set up so that portal users  can access and view only those documents for which they have expressly been granted permission. After a document is submitted for attachment, it must be approved before it can again be accessed and viewed. Once approved, the document is also not available for further editing.

Document types

Before documents can be imported into the system and attached to forms, properties, or records, an authorized system administrator must use the Document Types form to specify information about the types of documents that can be attached, and where each type of document will be stored. Documents can be stored  in the application database or in a linked server or FTP/SFTP location.

Document types can have specific groups assigned to them to control who has permission to access and view the documents of that type. Multiple group assignments can be used to allow individuals from more than one group to access a given document

When a document is imported or attached, a document type is assigned to the document. Documents can be filtered based on document type.

When a document type is created, a default file extension is assigned to it. This file extension is overwritten if the document you import actually has a different file extension.

Documents submitted by customers through the portal automatically are assigned a document type associated with a group authorized to access the document through the Service Portal.

Linked documents

You can import documents and store them in the database, or you can store the documents on a linked file server or FTP/SFTP server. Linking the document can be useful if you want to maintain the documents in a hierarchical structure on the server.

The system administrator must set up information on the File Servers form about the file servers from which documents can be linked.

Importing and attaching documents

Only authorized users can import documents and attach them to records. Authorized users can import, export, view, or delete documents with the Documents form. In forms that allow document attachments, they can click the Display Documents icon on the tool bar to open the Attached Documents form in a linked window. In the Attached Documents form, they can import a new document, or they can link to a document that has already been imported into the application.  

Authorized portal users can submit and view documents. See the documentation for the portal.

Approving documents

Documents submitted by users through a portal or assigned a status of Pending must be approved by a system administrator or other individual authorized to approve document attachments. The document remains inaccessible while the status is Pending and becomes accessible for viewing when the status is changed to Approved.

After a document has been approved, either by the person who submitted it or by another authorized approver, it is then available for viewing by other individuals who are authorized to view these documents. It is also available to other users for reuse or reattachment to other records. This means that a single document can be attached in multiple areas.

Availability of attached documents for viewing and reuse

To view a list of and access all imported documents, use the Documents form. To view a list of and access documents attached to a specific form, property, or record, select Actions > Documents for Current to open the Attached Documents form linked to that object.  

Any document attached to a record on a form that is accessible through the portal  is potentially accessible and viewable by anyone who has access to those records through the portal. Therefore, if you do not want an attached document to be accessible and viewable through the portal, you must tag the document in the system as being Internal.

Using the Application Event System to attach and manipulate documents

You can use an application event and event handler to attach documents to records. There are two ways to do this:

  • Include documents attached to records when initiating those records for processing with the application event system.
  • Use the application event system to attach, link, or detach documents during processing in the application event system.

Attaching documents in emails on a form

Click the Send Email for the Current Object tool bar icon on a form to set up an email with attached documents that are linked to the parent form or object.

You can set up email templates that are linked to a form. The templates can include variables that are filled in with form-specific information, as well as a set of attached documents.