Attachments
- Former user (Deleted)
- SriGowri Aspari
- srigowri.a
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.
Examples are PDF documents or pictures (PNG, JPEG) that can be used as supporting information.
Where can you use Attachments?
| Used With | Notes | Example | Can 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. |
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These are used when you want 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 their first day. 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. |
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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 the menu icon on the top left corner of the page and select "Create Revision" under Revisions from the navigation menu.
| Menu |
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On the Create Revision page, click "Add a New Value".
| Create Revision Page |
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Enter the Content Revision details in the fields and click the "Reserve" button.
| Manage Revision Page |
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Click the "Configure" button to add the Attachment in the Content Revision..
| Manage Revision Page |
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Under Content Metrics, click "Add" for "Attachments".
| Content Revision Page |
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On the Attachment page, enter the details in the given fields. Select an "Attachment Category" that is appropriate to the Attachment you want to upload.
| Attachment Page |
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Click the "Upload" button to add the Attachment.
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Choose the Attachment file.
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Click "Upload" to upload the file Attachment.
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Click "View" to preview the Attachment. Once you're satisfied, click "Save".
| Attachment Page |
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Click the "Return to Manage Revision" button to return to the revision main page.
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Apply the revision.
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How do you modify an existing Attachment?
Click the menu icon on the top left corner of the page, then click "Create Revision" under Revisions from the navigation menu.
| Menu |
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There are two ways to modify an existing Attachment: by creating a new Content Revision or by modifying an in-progress Content Revision.
| Create Revision Page |
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Adding a new Content Revision:
Select "Content" as the Type, then enter the Revision Date for when you want the modification to take effect, along with a Description and the Business Process ID. After entering the details, click "Reserve".
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Click "Configure".
| Manage Revision Page |
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View/Edit a Content Revision:
If you are using an in-progress Content Revision, click the "View\Edit" button.
| Manage Revision Page |
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Adding a new Content Revision or modifying an existing one, will lead to this page.
Under Content metrics, click "Review/Update" for Attachments.
| Content Revision Page |
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A search page displaying existing Attachments will open. Use the quick search feature to type in the name of the Attachment you wish to modify.
Click on the Attachment's Content Name to proceed.
| Attachments Page |
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Make changes to the Attachment as necessary. You can modify the Attachment Title, Description, Output File Name, Attachment Category, or upload a new file.
| Attachment Page |
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After your changes are complete, click the "Save" button.
| Attachment Page |
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Click "Return" to return to the Content Revision page.
| Attachment Page |
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On the Content Revision page, you will notice the summary of all of the changes that you have made in the revision.
| Content Revision Page |
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Click the "Return to Manage Revision" button to return to the revision main page.
| Content Revision Page |
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Apply the revision to see the changes take effect.
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How do you view all of the current Attachments in the system?
Click the menu icon on the top left corner of the page and select "Review Content Revision" under Revisions in the navigation menu.
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Click on the "View" link for Attachments.
| Review Content/Master Content Page |
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Search for the Attachments. Simply, clicking on the "Search" button will display all existing Attachments in the system.
| Attachment Page |
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| Attachment Page |
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