1. Scheduled Processes for SCM
  2. Import Attachments

Import Attachments

Use the Import Attachments scheduled process to streamline and optimize the bulk attachment upload process and to ensure efficient and reliable attachment handling.

This approach first uploads attachment data into the interface table and then, based on the Load Request ID, ensures that attachments are systematically uploaded in an automated manner, eliminating manual intervention, and ensuring data consistency across records.

When to Use

Use the Import Attachments scheduled process in these scenarios.

  • When a large volume of attachments must be uploaded efficiently, without manual intervention.
  • When attachments must be linked to system records systematically, ensuring precise and complete data processing.

By optimizing performance and maintaining data integrity across the system, this scheduled process is particularly useful for implementations that require batch processing of attachments.

Privileges Required

  • Import Attachments (RCS_IMPORT_ATTACHMENT)

Specifications

Review these specifications before setting up this scheduled process:

Specification Description
Job Type Ad hoc job. Run at any time.
Frequency No constraints.
Time of Day Run it when your system isn't processing a lot of transactions.
Duration Not applicable.
Compatibility No incompatibilities.

Parameters

Parameter Optional or Required Description Parameter Value Special Combinations Required Notes
Batch ID Optional If records are created in batches in the system, you can:
  • Pass the same batch ID used in data files while loading attachment data.
  • Use the batch ID to process the required batch of records.
 - - NA
Load Request ID Required The load request ID through which records are loaded to the interface table. - - NA

Entities that this Scheduled Process Supports

The Import Attachments scheduled process supports up to five user keys: USER_KEY1, USER_KEY2, USER_KEY3, USER_KEY4, and USER_KEY5. These keys provide unique records when attachments are uploaded.

Product Entity Code User Keys
WIS WORK_DEFINITION USER_KEY1: Organization Code

USER_KEY2: Item Number

USER_KEY3: Work Definition Code
WORK_DEFINITION_OPERATION USER_KEY1: Organization Code

USER_KEY2: Item Number

USER_KEY3: Work Definition Code

USER_KEY4: Version Number

USER_KEY5: Operation Sequence Number
CSE ASSET USER_KEY1: Asset Number
MNT MAINTENANCE_PROGRAM USER_KEY1: Organization Code

USER_KEY2: Program Code
WIE WORK_ORDER USER_KEY1: Organization Code

USER_KEY2: Work Order Number
WORK_ORDER_OPERATION USER_KEY1: Organization Code

USER_KEY2: Work Order Number

USER_KEY3: Operation Sequence Number
WORK_ORDER_OPERATION_MATERIAL USER_KEY1: Organization Code

USER_KEY2: Work Order Number

USER_KEY3: Operation Sequence Number

USER_KEY4: Material Sequence Number
WORK_ORDER_OPERATION_RESOURCE USER_KEY1: Organization Code

USER_KEY2: Work Order Number

USER_KEY3: Operation Sequence Number

USER_KEY4: Material Resource Number
POR POR_REQUISITION_HEADERS USER_KEY1: Requisition Number

USER_KEY2: BU Name
POR_REQUISITION_LINES USER_KEY1: Requisition Number

USER_KEY2: BU Name

USER_KEY3: Line Number
POZ POZ_SUPPLIERS USER_KEY1: Segment1
POZ_SUPPLIER_SITES_ALL_M USER_KEY1: Segment1

USER_KEY2: BU Name

USER_KEY3: Vendor Site Code
PO PO_HEADERS USER_KEY1: Segment1

USER_KEY2: Name
PO_LINES USER_KEY1: Segment1

USER_KEY2: Name

USER_KEY3: Line Number
PO_LINE_LOCATIONS USER_KEY1: Segment1

USER_KEY2: Name

USER_KEY3: Line Number

USER_KEY4: Shipment Number
PO_PA_HEADERS USER_KEY1: Segment1

USER_KEY2: BU Name
PO_PA_LINES USER_KEY1: Segment1

USER_KEY2: BU Name

USER_KEY3: Line Number
PO_PA_PRICE_BREAKS USER_KEY1: Segment1

USER_KEY2: BU Name

USER_KEY3: Line Number

USER_KEY4: Shipment Number

Troubleshooting Information

  • Navigate to Scheduled Processes > Import Attachments Job and review the log files for error messages. Also look for missing or incorrect parameter values.
  • Ensure that ATTACHMENT_TYPE, ATTACHMENT_NAME, ATTACHMENT_TITLE, ENTITY_NAME, CATEGORY_NAME, ATTACHMENT_ZIP or DOCUMENT_ID, and at least one USER_KEY1 are provided. If any required parameter is missing, update the job submission and run again.
  • If using an ATTACHMENT_ZIP compressed file, ensure that the file is correctly uploaded to Oracle Universal Content Management (UCM).
  • If providing a DOCUMENT_ID, verify that it exists and corresponds to the file uploaded to UCM. Also confirm that it contains valid attachment formats.
  • Validate that the entity record associated with the attachment exists in the system.
  • Use the correct USER_KEY1-USER_KEY5 values to fetch the record.
  • If using BATCH_ID, ensure the batch was successfully created and that records are available for attachment processing.
  • Ensure attachment names exactly match the ATTACHMENT_NAME parameter.
  • Large, compressed files or a high number of records might slow processing. Consider breaking the attachments into smaller batches and run the job again.
  • Attachment uploads might fail if the UCM repository is full. Check UCM storage and clear unused files if necessary.
  • Verify that the user has attachment view access for the specific entity.

Other Things You Need to Know

When you populate FBDI templates

  • Ensure the respective product’s import process has been successfully completed before you try to import attachments. If the data isn't imported, an error will occur when you try to import an attachment.
  • Download the Microsoft Excel AttachmentsImportTemplate.xlsm file from your source and enter the required metadata. Click Generate CSV to generate a compressed file that contains the comma-separated values (CSV) file that holds the metadata about the attachments. This compressed file is the data file.
  • The USER KEYS (columns K to O) used in the AttachmentsImportTemplate.xlsm template must exactly match an existing key for the record or be a new record.
  • ATTACHMENT_TYPE is required and will identify the type of attachment in the interface table. You must select FILE, TEXT, or URL from the drop-down list.
  • When populating the AttachmentsImportTemplate.xlsm template, these fields are required:
    Note: The fields associate attachments with the respective record.
    • ATTACHMENT_TYPE
    • ATTACHMENT_NAME
    • ATTACHMENT_ZIP (if the attachment type is FILE)
    • DOCUMENT_ID (if the attachment type is FILE)
    • ENTITY_NAME
    • CATEGORY_NAME
    • At least one USER_KEY1
  • If DOCUMENT_ID isn't passed, ATTACHMENT_ZIP will be used to find the file. If multiple compressed files with the same are found, the upload will be skipped.
  • BATCH_ID: If records are created in batches, this identifies the batch for which attachments need to be uploaded.
  • For TEXT attachments: The ATTACHMENT_NAME column accepts only single-line text. It doesn't support multiline text or formatting.
  • For URL attachments: The ATTACHMENT_NAME column should be the direct URL link.
  • For FILE attachments:
    • Create a compressed (ZIP) file that contains all the attachment files. You must upload this compressed file to the UCM account: /scm/common/import.
    • The ATTACHMENT_NAME column identifies the file name in the attachment compressed file.
    • The ATTACHMENT_ZIP column is the name of the compressed file that contains the attachments.
    Note: Once you successfully import the attachments, it's recommended that you delete the compressed file to avoid potential conflicts with duplicate file names.

Related Topics