About Document Pickers

The Document Picker data definition (DD) enables precise control over how specific documents are uploaded, managed, and reviewed within workflow and non-workflow business processes (BPs). This feature lets you add Document Picker data elements (DEs) to the upper form of BP designs, so users can upload Form Documents (that is, documents required for the BP) directly to designated fields, rather than to the Attachments tab. You can configure whether users are allowed to open or clear a document after uploading it to a BP record. After a record is submitted, these documents appear in a separate Form Documents group within the Attachments tab, distinct from Published Attachments and Unpublished Attachments, and are also published to the Document Manager.

Review the following additional guidelines and limitations for the Document Picker and associated documents:

  • The picker is currently supported with Line Item, Cost, Simple, and Project/Shell Creation BPs.
  • You can add up to 10 Document Picker fields per BP form.
  • You can set as the fields as Required, Editable, or Read Only. Additionally, you can mark the fields as Reset to clear the field in cases where the BP is used in a copy or autocreation process.
  • You can specify whether the documents can be included as attachments in workflow notifications.
  • If the attachment count DE (uuu_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.
  • The picker only supports the uploading of a document from a local system. It does not support adding the document from the Document Manager.
  • If the pickers are editable and the user has permissions to edit the form, files can be uploaded regardless of the BP design's attachment-related properties.
  • If the pickers are visible on a form and the user has permissions to view the form, attached files can be viewed regardless of BP restrictions related to viewing and downloading attachments.
  • The picker does not support duplicate files between the Document Picker and standard attachments.
  • The picker does not support integration with Microsoft Excel or REST services.
  • The picker does not support use with eSignatures and advanced formulas.