What are Attachments?

Attachments are a type of Content that any 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 process.

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

Where do we use this feature?

Note: There may be also few system defined option that use attachments. These however are system defined and can't be controlled by the users.

Why do we need to modify attachments?

Use Case 1: Employee Handbook got revised.

• Employee Handbook 2016.pdf
• Leave Policy (page 132 to 145) got completely revised. 
• Per-Diem Policy (page 221 and 223) has been modified. 
• New Handbook is already available as "Employee Handbook 2017.pdf"

How do you add an Attachment?

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

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

Select Add a New Value.

Click on the box next to Type.

Select Content.

Next to As of 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.

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).

Next to Business Process ID, click on the box and select the Organization's Onboarding for which you want the attachment to be used.

Select Reserve.

Select Configure.

Select Add under Attachments.

Add a Description, similar to before.

Select an attachment category that would fit the attachment you want to upload.

Select Upload.

Choose an Attachment File, and then click Upload.

You can click on View to see how the attachment will look like and if it will work. Click on Save.

Click on Return to Manage Revision.

Click on Apply.

How do you Modify an existing Attachment?

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

There are two different options for modifying an existing attachment: Adding a New Value or Modifying an In Progress Revision (by searching for).

Adding a New Value:

Select Content for Type, a date for when you want the modification to activate, a Description, and the Business it is under.

Click on Reserve.

Click on Configure.

In Progress Revision:

Click on View/Edit.

Both Adding a New Value and coming from an In Progress lead to this.

Click on Review/Update.

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.

You can modify the description, attachment category, or delete the file and upload a new file.

After modifying what you want, click on Save.

Click on Return.

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

Click on Return to Manage Revision.

Click on Apply.

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

Click on the Menu Icon.

Click on Review Content, under Current Setup.

Click on View in the Attachments section.

Click on Search.

Underneath, the Search Results will appear and list all of the existing attachments.