Adding Attachments

Attachments contain files attached to the overall reconciliation, comments or transactions on the reconciliation.

The Attachments drawer is reserved for the Preparer role. Only the Preparer can use the Attachment drawer, and the current Preparer that is working on the reconciliation with the status of Open with Preparer has full access to add or delete any of the attachments in the Attachment drawer, whether they added them or not.

Preparers can add attachments to the overall reconciliation in the Attachments section of the Summary, and to reconciliation comments or transactions. Reviewers and Commentators can only add attachments to their comments.

You can:

  • View who added the attachments and the date and time it was added.
  • Carry forward an attachment on a reconciliation to the next period the reconciliation is created.
  • Edit the description of an attachment up until the workflow on the reconciliation has been completed.
  • Expand the list of Transaction Attachments and set as default expanded view.
  • Add one attachment to multiple reconciliations at one time.

  • Add one or more attachments by using drag and drop from the Add Attachments dialog box. You can also drag and drop more than one attachment and then upload the multiple attachments at one time.

Permissions Based on Role and Status

Here's a table that describes the tasks you can perform based on the status of the reconciliation and your role:

Table 4-1 Attachments

Role Status: Open with Preparer Status: Open with Reviewer Status: Closed
Preparer Can add or delete attachments whether or not they added the attachment Can view attachments Can view attachments
Reviewer Can view attachments Can view attachments Can view attachments
Commentator Can view attachments Can view attachments Can view attachments
Administrator Can view attachments Can view attachments Can view attachments
Power User Can view attachments Can view attachments Can view attachments

Adding an External Document or Web Page Link

To add an external document or web page link to the Attachment sections, perform these steps:

  1. From Home, click Reconciliations and then select and open the reconciliation to work on.
  2. On the Reconciliation Summary dialog box, click the Attachments tab (paper clip icon) on the right. The Attachments list displays.
    Attachments tab
  3. Click the Attachment or File Link icon.attachment paper clip icon and link icon
    • For attachments, select Choose File to select and attach the file and click OK.
      • Then enter a descriptive Name.
      • Select the Carry Forward checkbox if you want this attachment to be included on this reconciliation for the next period.
    • For links, enter the URL(for example: Oracle, http://www.oracle.com), then enter the URL name and then click OK
      • Then enter a descriptive Name.
      • Select the Carry Forward checkbox if you want this attachment to be included on this reconciliation for the next period.

    If you selected Carry Forward, you will see a Carry Forward icon next to the file attachment or web link.

Note:

Once a preparer has added a link, a user who clicks on the link will open it based on the user's browser settings.

Editing or Deleting Attachments

You can Edit or Delete attachments by accessing the Edit or Delete action on the right.
Edit action

On the Edit Attachment dialog, you can edit the name and also change the Carry Forward checkbox.
Edit Attachment dialog

Note:

You can edit the name description up until the time the workflow for the reconciliation has been completed.

Carry Forward Attachments

There may be times when you want an attachment to a reconciliation to be carried forward into a future period for that reconciliation. You can use the Carry Forward checkbox on the Add Attachments dialog or on the Edit Attachment dialog to indicate that this same attachment will be included with the reconciliation when it is created for the next period.

Expanding All Transaction Attachments

You can click the Expand All icon next to Transaction Attachments to see a full list of transaction attachments. The icon will either be Expand All or Collapse All. The setting defaults to the last setting used in a session.
Expand All icon

This is an example of the expanded list.
Transaction attachments expanded to show full list

Adding a File or URL to Multiple Reconciliations or Transactions at One Time

To add a reference file or URL to multiple reconciliations or transactions at one time:

  1. From Home, click Reconciliations or Transactions.

  2. You can multi-select the reconciliations or transactions (either highlight more than one row or select more than one using the SHIFT key), and then click Actions, then Add Reference, then File or URL.

Adding One or More Attachments Using Drag and Drop

You can also add one or more attachments by using drag and drop functionality available from the Add Attachments dialog box. You can rename the attachment in the Name field, if desired. If you drag and drop multiple attachments, you can upload them at one time.

Note:

You must access the Add Attachments dialog box to properly drag and drop attachments. If you try to drag and drop from the Summary, you may experience problems.

Size Considerations for Reconciliation and Comment Attachments

Be aware that most client storage is taken up by reconciliation and comment attachments. Here are some helpful tips to help manage attachment size.

  • Clients can subscribe to Oracle Cloud Object Storage and after creating a storage bucket, configure Account Reconciliation to store attachments in Object Storage. This substantially reduces the size of the Account Reconciliation database. See Using Oracle Cloud Object Storage to Hold Attachments in Setting Up and Configuring Account Reconciliation

  • Clients can store their attachments in their own document repository and link to it from the reconciliation. Adding a link is easier than uploading a file attachment and drastically cuts down on storage space.

  • Clients can also archive old periods by either offloading storage or bring up on an archive service.

  • Client should examine the contents of their larger attachments to ensure that users are uploading the data in an efficient manner. For example, Word docs that contain high quality screenshots pasted are very storage intensive.