Attaching Form Documents

The Document Picker controls how specific documents are uploaded, managed, and reviewed for workflow and non-workflow business processes (BPs). Using this feature, you can provide documents that must be reviewed and approved as part of a BP instead of uploading them separately to the Attachments tab. For example, if you prepare a Pre-Award Checklist BP record, you might require a vendor to submit a set of required documents for review.

If the BP setup supports the Document Picker, you can upload a specific document from your local system directly into a designated field on the upper form. (It does not support adding the document from the Document Manager.) As a creator of a BP record, you can open, download, clear, or review the document after uploading it. After the record is submitted, the Attachments tab lists these documents in a Form Documents group, which is separate from the other documents listed in Published Attachments and Unpublished Attachments. The document is also published to the Document Manager. If you need to revise the existing file, you must remove the current one and upload a new one.

Note:

You cannot use the gear menu ("") on the Attachments tab to revise, remove, or rename Form Documents.

Additional Information About Form Documents and the Document Picker

  • The picker is currently supported with Line Item, Cost, Simple, and Project/Shell Creation BPs.
  • Depending on the design, the BP supports up to 10 Document Picker fields per BP form. You must select one document at a time. You cannot select multiple files for simultaneous upload.
  • The picker fields might be set as Required, Editable, or Read Only. Additionally, the fields might be marked as Reset if the BP is used in a copy or autocreation process.
  • Again, depending on the design, the documents can be included as attachments in workflow notifications.
  • The sizes and types of documents that you can upload must comply with the company-level file size and extension restrictions.
  • If the picker is editable and you have permissions to edit the form, files can be uploaded regardless of the BP design's attachment-related properties.
  • If the picker is visible on a form and you have permissions to view the form, attached files can be viewed regardless of BP restrictions related to viewing and downloading attachments.
  • All actions, including uploading and removing files, are recorded in audit logs.
  • Security settings and restrictions for email notifications and download permissions are enforced.
  • If the attachment count is used in the design, the picker files are included in the count.
  • If a Publish Path location is used in the design, documents are archived to the specified location.
  • Saving, Sending, or Submitting a BP record:
    • For Workflow BPs, all documents selected by using the Document Picker are committed to the record only after you send or submit it to the next step in the workflow. For example, if you select a document but close the form without saving it, the document is saved in your Task Draft, but it is not committed to the record. If you select Undo Accept Task, the picker value and associated document are cleared and not committed to the record.
    • For a Non-workflow BP, all documents selected by using the Document Picker are immediately committed to the record, prior to saving or submitting the record.
  • The picker does not support:
    • Duplicate files between the Document Picker and standard attachments.
    • Integration with Microsoft Excel or REST services.
    • Use with eSignatures and advanced formulas.

To add Form Documents to a BP record during the creation process:

  1. In the Create New <BP NAME> window, locate the Required Documentation section.
  2. To upload a document file, complete one of the following steps:
    • Select a required field. In the Open dialog box, locate and select the applicable file, and select Open.
    • From your local file system, drag and drop the applicable file to the corresponding required field.

    The uploaded files are listed in the Form Documents group on the Attachments tab in the right pane.

  3. If you uploaded the wrong document in any of the fields, select the x in the applicable field to remove the document, and upload the correct document.

    The system removes the original document from the Form Documents group and adds the new one.

  4. Continue completing the new record.