What are Attachments?

Attachments are a type of content that any Administrative User can 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 process.

They are often PDF documents or pictures (PNG, JPEG) that can be used as supporting information. 

Where can you use Attachments?

Used WithNotesExampleCan look like this
Smart Forms

These are policies or forms that appear in the New Hire's process flow. Usually they contain text and or data entry fields.

Attachments can be included with these Forms or Policy documents as additional supporting material.

Employee Handbook

There can be an activity with an acknowledgement text, expecting the New Hire to electronically acknowledge having read the handbook and agreeing to abide by its contents.

The actual Employee Handbook can be attached (PDF) to this policy.

Smart Checklists

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 you need to modify 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.

How do you add an Attachment?

Attachments are added through a Content Revision. This action can be performed by any Administrative User.  

Click on the Menu Icon, and then click Add/Update Revision under Manage Revisions.

Menu Dropdown

 

 

Click Add a New Value.

Create Revision (Add/Update Revision) Page

 

 

Click on the box next to Type.

Manage Revision Page

 

 

Select Content.

Manage Revision Page

 

 

Next to Revision Date, click on the box and input or select a date that you want the Attachment to be activated and able to use. Typically this would be the current date in order to immediately be able to use it.

Manage Revision Page

 

 

Next to Description, put a title or description of the Attachment for your own future reference (in order to more easily find it and distinguish it from other Attachments and content).

Manage Revision Page

 

 

Next to Business Process ID, click on the box and select the organization's onboarding for which you want the Attachment to be used.

Manage Revision Page

 

 

Click Reserve.

Manage Revision Page

 

 

Click Configure.

Manage Revision Page

 

 

 

Click Add under Attachments.

Manage Content Revision Page

 

 

Add a Description, similar to before.

Select an Attachment Category that would fit the Attachment you want to upload.

Attachment Page

 

 

 

Click Upload.

Attachment Page

 

 

Choose an Attachment File.

File Attachment Box

 

 

After choosing the file click Upload.

 

 

 

You can click on View to see how the Attachment will look. Click on Save.

Attachment Page

 

 

Click on Return to Manage Revision.

Manage Content Revision Page

 

 

Click on Apply.

Manage Revision Page

 

How do you modify an existing Attachment?

Click on the Menu Icon, then Add/Update Revision.

Menu Dropdown

 

 

There are two different options for modifying an existing Attachment: Adding a New Value or modifying an In Progress revision (by searching for it).

Create Revision Page

 


Adding a New Value:

Select Content for Type, a Revision Date for when you want the modification to become effective, a Description, and the Business Process ID.

Click on Reserve.

Manage Revision Page

 

 

Click on Configure.

Manage Revision Page

 

 

If you are modifying an In Progress content revision, click on View\Edit.

Manage Revision Page

 

 

Adding a New Value or modifying an In Progress revision leads to this page.

Click on Review/Update.

Manage Content Revision Page

 

 

A search page with existing Attachments opens up. Use the quick search feature to type the name of the Attachment you wish to modify.

Click on the Attachment's Content Name.

Attachments Page

 

 

You can modify the Attachment Title, Description, Output File Name, Attachment Category, or upload a new file.

Attachment Page

 

 

After your changes are complete, click on Save.

Attachment Page

 

 

Click on Return.

Attachment Page

 

 

On the bottom of the page, there is a summary of all of the changes that you have just done.

Manage Content Revision Page

 

 

Click on Return to Manage Revision.

Manage Content Revision Page

 

 

Click on Apply.

Manage Revision Page

 

 

How do you view all of the current Attachments in the system?

Click on the Menu Icon.

Click on Review Content, under Current Setup.

Menu Dropdown

 

 

Click on View in the Attachments section.

Review Content/Master Content Page

 

 

Click Search.

Define Attachment Page

 

 

Underneath, the search results with the list of all existing attachments will appear.

Define Attachment Page