Working with Form Documents, File Attachments, and Markups

You can attach files to be routed with a business process (BP) form. These attachments can include documents that must be reviewed and approved as part of a BP. The required documents are listed in the Form Documents group. These attachments can also include supporting documents, which are listed in the Published Documents or Unpublished Documents group. You can also include attachments to the Comments section of the BP.

Unifier Viewer supports a wide range of document file types. The Native viewer lets you view most file formats in the application in which you created or regularly view them. If your Company Administrator enabled Office 365 integration, you can also use Microsoft 365 (the Open in Office for the web option) to view and update documents, including working on attachments for BPs. For more information regarding settings, see Choosing a Viewer Option. For more information on working with documents, see Creating and Managing Documents.

By default, files attached to BPs are placed in the Unpublished Documents group in the Document Manager. A Publish Path data element can be designed in BPs to specify the automatic publishing of documents to a specified path and override the default. For details about automatic publishing of documents, see Publishing of Documents Automatically.

Drawing files attached to Document-type BPs may be accompanied by multiple reference files, which may need to be resolved when attaching a drawing file.

Note:

  • Before sending a workflow BP to the next step or submitting a non-workflow BP, you can rename an attachment. If you change the name of an attachment, make sure that you do not change the file extension, which can render the file inaccessible in Unifier Viewer. For example, do not change an extension from .txt to .docx.
  • You cannot upload and attach two documents with the same name to a BP record.
  • For security, the Company Administrators can use the Security tab on the Company Settings node to specify the types and size of files that can be uploaded to the system by users and per company policy. Contact your Company Administrator for more information.

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
  • Web service 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.

    For 2D files, the file is displayed if it passes the virus scan. Otherwise, a corresponding error message is displayed if the file fails the virus scan, or the virus scan is pending. However, although the virus scan is pending, you can view an unscanned file.

  • 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. Only individual files can be rescanned. To rescan the individual file, select Yes in the alert message. In addition to the channels listed above, you can also rescan a file from the following channels: Emails, Notifications, and Attachments.
  • If multiple files are selected for download, only the uninfected files are downloaded.

    Note:

    If you are using an Oracle Cloud-based Unifier deployment, see Updating Company Settings on the Security Tab for more information about configuring the environment to allow the display of messages regarding Scan Pending states.