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Attachments are a type of Content that any System Setup Administrative User will be able to add to the system. Attachments are used to add documents to the system that can either be viewed or downloaded by a user during their Onboarding onboarding process.
They are often PDF documents or Pictures (PNG, JPEG) files that can be used as a supporting information.
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| Used With | Notes | Example | Can look like this! |
|---|---|---|---|
| Smart Forms | These are Policies policies or Forms forms that appear in the candidateNew Hire's process flow. Usually they host text and or data entry fields. Attachments can be liked with these Forms or Policy documents as additional supporting material. | Employee Handbook There can be an activity with an acknowledgement text, expecting the Candidate New Hire to electronically acknowledge reading the handbook and of course abiding by it. Now the actual Employee Handbook is going to be 60-100 pages, so it can be attached (PDF) to this policy. | |
These are used when we wish to present a list of things/reminders/To-do tasks. Attachments can be a part of one (or all) task items in a checklist to provide additional information. | For example, a New Hire might have an activity that presents a Day-1 Checklist - a list of things they must be aware of or a list of tasks they must do on the Day-1. One task might be "Use this temporary parking permit and park only on the designated spot". A parking permit and a parking map can be attached to this task, so they can be downloaded by the New Hire. |
Why do we need to modify
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Attachments?
Attachments may need to be modified if a new version of the document has become available, or changes have been made to a policy or benefit, for example.
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Attachments are added through a Content Revision. This action can be performed by any System Setup Administrative User.
Click on the Menu Icon, and then click Add/Update Revision under Manage Revisions.
| Menu Dropdown |
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Select Click Add a New Value.
| Create Revision (Add/Update Revision) Page |
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Next to As of Date, click on the box and input or select a date that you want the attachment Attachment to be activated and able to use. Typically this would be the current date in order to immediately be able to use it.
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Next to Description, put a title or description of the attachment Attachment for your own future reference (in order to more easily find it and distinguish it from other attachments Attachments and content).
| Manage Revision Page |
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Next to Business Process ID, click on the box and select the Organizationorganization's Onboarding onboarding for which you want the attachment Attachment to be used.
| Manage Revision Page |
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Select Click Reserve.
| Manage Revision Page |
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Select Click Configure.
| Manage Revision Page |
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Select Click Add under Attachments.
| Manage Content Revision Page |
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Add a Description, similar to before.
Select an attachment category Attachment Category that would fit the attachment Attachment you want to upload.
| Attachment Page |
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Select Click Upload.
| Attachment Page |
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Choose an Attachment File, and then click Upload.
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You can click on View to see how the attachment Attachment will look like and if it will work. Click on Save.
| Attachment Page |
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Click on Apply.
| Manage Revision Page |
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How do you
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modify an existing Attachment?
Click on the Menu Icon, then Add/Update Revision.
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There are two different options for modifying an existing attachmentAttachment: Adding a New Value or Modifying modifying an In Progress Revision revision (by searching for it).
| Create Revision Page |
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Adding a New Value:
Select Content for Type, a date for when you want the modification to activatebecome effective, a Description, and the Business it is underBusiness Process ID.
Click on Reserve.
| Manage Revision Page |
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Click on Configure.
| Manage Revision Page |
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In Progress Revision:
Click on View/Edit.
| Manage Revision Page |
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Both Adding a New Value and coming from or modifying an In Progress revision lead to this page.
Click on Review/Update.
| Manage Content Revision Page |
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A search page with existing Attachments opens up. Use the quick search feature to type the name of the attachment Attachment you wish to modify.
Click on the attachmentAttachment's Content Name.
| Attachments Page |
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You can modify the descriptionDescription, attachment categoryAttachment Category, or delete the file and upload a new file.
| Attachment Page |
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After modifying what you wantyour changes are complete, click on Save.
| Attachment Page |
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Underneath, the Search Results will appear and list all of the existing attachmentsAttachments.
| Define Attachment Page |
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