Attaching Files
This section outlines the rules for attaching files.
Assuming you have the proper permissions, you may attach files (such as Word documents, spreadsheets, drawings, PDFs, and so on) to business process forms, cells (such as a Cost Sheet or Funding Sheet), and Mailbox messages.
- Business Process Forms: If you are creating or participating in a business process workflow, you can add attachments to the form or to a general comment associated with the form. Document type BP forms have special file attachment functionality. You can access the attachments in Workflow task emails under General comments section in the Document type BP.
Note: The Enable response via email option must be selected.
- Cost Sheet, Funding Sheet, Schedule Sheet Cells: You can add a file attachment to a cost sheet, funding sheet, or schedule sheet (or most any Unifier sheet) cells that have not been auto-populated from a business process. Open the cost, funding, or schedule sheet and click a cell. The Cell Detail window opens. In the Cell Detail window, click Attach.
- Mailbox Messages: You can attach a file to a Mailbox message. Open a Mailbox message window and click Attach.
Files can be uploaded and attached from your local system, or they can be attached from documents already uploaded and stored in the Document Manager.
The file attachment procedures are similar across the system. When an Attach Files option or Attachments tab is available in a window, it is associated with the ability to attach a file. When attaching files, you will be presented with two options:
- Browse
- Document Manager
Antivirus scanning of files
If you are using an Oracle Cloud-based deployment, Unifier includes a virus scanner. To prevent virus attacks from infiltrating your system through external files, the system scans each file that is uploaded. Until the scan is completed, the file remains in a Scan Pending state.
At a minimum, the system scans each file that is uploaded, submitted, or attached through the following channels:
- Document Manager
- Business processes (BPs)
- Image pickers
- Cells within forms or sheets
- Custom Templates for use with custom prints and reports
- XML Localization Interchange File Format (XLIFF) files used for translation support
- Custom Help files, such as those provided through a uDesigner object
- Bluebeam sessions
- Webservice Get calls
- Import of comma-separated values (CSV) or Microsoft Excel files
Depending on how your environment is configured, the following actions might occur:
- If the virus scanner detects an issue with a file that a user is uploading, the system sends an email to the user who uploaded the file and the designated company contact. Depending on the location of the infected file, the system might display a bug icon (if the system is configured to display alerts) or an ellipsis icon (if the system is configured to prevent the display of alerts).
- If a user tries to access or download a file that has not yet been scanned and the environment is configured to display alerts, the system displays a Confirmation message that requires a response to continue. If a Confirmation message appears, the user can wait and try to access the file later.
- If the virus scanner detects an issue with a file that a user is trying to view or download, an alert is displayed that indicates the file contains a threat. If multiple files were selected for download, the uninfected files are downloaded.
Note: If you are using an Oracle Cloud-based Unifier deployment, see Edit Company (Security Tab) in the Unifier General Administration Guide for more information about configuring the environment to allow the display of messages regarding Scan Pending states.
Browse Option for File Attachments
If you select the Browse option, a new Upload window is displayed. You can drag and drop files from your computer to the Drag and Drop box or click anywhere in the Drag and Drop box and browse your local system for attachments. In the middle portion of the window, there is a File log that contains the following columns:
- File Name
- File Size
- Document Title
- Revision No
- Issue Date
In the lower portion of the window, you are provided with options that pertain to the uploading process. You can select Revise automatically if file with same name exists. However, unless you have more than one file with the same name, the Revise automatically if file with same name exists check box cannot be selected. You can choose whether to upload the files from your computer, auto-resolve the files from Documents as Dynamic Links, or auto-resolve the files from Documents as Static Links.
After you select files to upload, click the Upload option in the lower-right corner of the window. To close the window, click the Cancel option.
Document Manager Option for File Attachments
Files are uploaded to the Document Manager and stored in a folder system. Access permissions can be applied to individual folders and documents. You can attach documents from the Document Manager if you have at least view permission on the documents.
Click the Attach button. If you select the Document Manager option, a new Select Files window opens. This window displays the folder structure in the project/shell Documents functional node in the Document Manager. Here you can:
- Open folders to view contents.
- Select multiple documents or folders to attach.
Notes:
- All documents within folders and subfolders will be attached in a flat file.
- Documents with duplicate file names will not attach.
You can browse a variety of existing folders from the Document Manager by clicking any of the folders in the Project Documents log. This log contains the following columns:
- Name
- Comments
- Location
- Owner
- Title
- Rev. No.
- Issue Date
- Size
In the top left corner of the window under the locator links, you can select the Search and Find on Page options. With the Search option, a new window is displayed where you can search for a file based on a variety of pre-determined conditions. You can also add conditions as well as match your search with any or all conditions. After you have entered information into the Search bar, you can select the Search option to begin the search process. To go back to the previous window, select Reset.
With the Find on Page option, you can search for a file or folder within the Project Documents log. A new row is created at the top of the log, and this row contains search fields for each column. Upon entering information into the search fields, any matching results are highlighted and displayed in the log. To restore the log to its original state, clear the search fields by deleting the entered information.
Notes:
- Folders cannot be selected and documents with duplicate file names cannot be attached.
- You must have at least view permission to the folders and files within the Document Manager to view and attach them.
After you select the files, click the Select option in the lower-right corner of the window. To close the window, click the Cancel option.
If you are creating or participating in a business process workflow, you can add attachments to a business process form or to a general comment associated with the form. Document-type business process forms have special file attachment functionality. You can add attachments to a general comment by selecting the Attach Files option in the Comments tab of a document-type business process form. The previous Browse and Document Manager options are available.
When attaching files to a business process form, you may be presented with the previous two options as well as an additional option:
- Browse
- Document Manager
- Custom Print
Custom Print Option for File Attachments
If you select the Custom Print option, then a new Print window is displayed. The window contains two sections, Custom Print Template and Template and Format. In the Custom Print Template section, there is a Title heading followed by a text box that displays the specific Custom Print Template data. In the Template and Format section, there is a Name textbox along with Template and Format drop-down lists.
Notes:
- A value must be entered into the Name textbox before proceeding.
- If there are no Custom Print Templates available for the business process, then most of the elements of the window cannot be selected. The exception to this behavior is the Name textbox.
After you select Custom Print Templates to attach, click the Attach option in the lower-right corner of the window. To close the window, click the Cancel option.
Last Published Friday, June 21, 2024