.Attachments v1.6
- al.g (Unlicensed)
- 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. | |
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. |
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. Click Create Revision under Revisions.
| Menu |
|---|
Click Add a New Value.
| Create Revision Page |
|---|
From the drop down list Type 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 available for use.
| Manage Revision Page |
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Next to Description, enter a description of the Attachment for 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 onboarding process in which you want the Attachment to be used.
| Manage Revision Page |
|---|
Click Reserve.
| Manage Revision Page |
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Click Configure.
| Manage Revision Page |
|---|
On the Content Revision Page, click Add for the content type Attachments under Content Metrics.
| Content Revision Page |
|---|
Add Attachment 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 |
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After choosing the file click Upload.
You can click on View to see how the Attachment will look. Click Save.
| Attachment Page |
|---|
Click Return to Manage Revision.
| Content Revision Page |
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Click Apply.
| Manage Revision Page |
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How do you modify an existing Attachment?
Click the Menu icon, then click Create Revision under Revisions.
| Menu |
|---|
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 Configure.
| Manage Revision Page |
|---|
If you are modifying an In Progress content revision, click on View\Edit.
| Manage Revision Page |
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Adding a New Value or modifying an In Progress revision leads to this page.
Click on Review/Update.
| 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 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 Save.
| Attachment Page |
|---|
Click on Return.
| Attachment Page |
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On the Content Revision page, there is a summary of all of the changes that you have made in the revision.
| Content Revision Page |
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Click Return to Manage Revision.
| Content Revision Page |
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Click Apply.
| Manage Revision Page |
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How do you view all of the current Attachments in the system?
Click the Menu icon.
Click on Review Content Revision under Revisions.
| Menu |
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Click on View for the content type Attachments.
| Review Content/Master Content Page |
|---|
Click Search.
| Attachment Page |
|---|
The search results list all existing attachments.
| Attachment Page |
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