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Attachments Tab
The Attachment tab contains a list of attached documents
that are related to the current document. Using the Attachments tab, you can link the current document to:
- Files that have been uploaded to Proliance from your computer.
- Files stored in a Sharepoint document repository.
- Other Proliance documents.
Within the Attachments tab, there are two distinct sections: Attached Proliance Documents and Attached Files and Links.
Attached Proliance Documents
Use the Attached Proliance Documents section to link to other Proliance documents. If a particular user has a role that does not allow either
the attachment or removal of Proliance document links, then the appropriate
Add Lines and Remove Lines buttons will not
be displayed.
The following information is shown for each Proliance document
in the Attached Proliance Documents grid:
- Number:
The string of characters that uniquely identifies the related document.
- Title:The user-defined title for the related document.
- Document Type:The document
type of the related document.
To
attach a Proliance Document
- While
in Edit mode, click Add Line to display
the Select Documents dialog.
- Use the
Select a List drop-down to restrict the documents
displayed to the type you are interested in attaching.
- Use Add to select one or more Proliance
documents, and then click OK
to attach these to the document you are working on.
The selected documents are displayed in the
Attached Proliance Documents grid.
To
delete an attached Proliance Document
- While
in Edit mode, select the check
box next to the attached document(s) you wish to delete.
- Click
Remove Lines(s) to delete
the selected attachments.
Use the Attached Files and Links section to:
- Upload a file copy to Proliance from your local hard drive or network location.
- Upload a file copy to Proliance from a document repository such as Sharepoint.
- Link to a file at a URL location or a document repository such as Sharepoint.
When you attach
a file link without uploading the file to Proliance, the file is not actually stored in
Proliance. Rather, that file remains in its current location and is simply
referenced by Proliance. Changes to the name or location of that file
may result in broken links within Proliance.
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Note:
- Attaching
a link to a file (Only available for Sharepoint held files) means that
Proliance will have access to this file as it currently exists within
Sharepoint, which can be useful for maintaining files that are often updated.
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The following information is shown for each link document
in the tab:
- Type:A iconic graphical indicator of the type of attachment.
- File Name / Link:The full name of the attached file, link or URL.
- Size:The size of the attachment if it is a file.
- Note / Description:A user definable text field that can be used to enter 2000 characters
of information regarding the attachment.
- View / Edit:Clicking on the View / Edit icon invokes a text editor / viewer that
allows you to enter text into the Note / Description field as well as
viewing text that is too large to be displayed completely in that field.
To
attach a File or Link
- While
in Edit mode, click Add Line to display
the Choose a File to Link or Add dialog box.
- Using
the adjacent radio buttons, select
one of the three options:
- Attach a copy of a local or network file
- Attach a copy
of a Sharepoint file
- Attach a Link to a Sharepoint file or a URL
- You may
either enter the full location of the file or link you wish to attach
or use the Browse functionality
available for all three options.
- To attach
a copy or link of a file residing in a Sharepoint
Portal, you must have defined this Portal in the Content
Management area of the Work Area you are currently working in.
If you use the Browse
functionality for the second and third file or link attachment options
a dialog will be invoked that will allow you to navigate through folders
and files within the Sharepoint Portal(s)
that have been defined for your current work area.
- Once
you have selected the file or link you wish to attach, click Add
to complete the process and the file or link will be displayed
in the Attached File and Links
grid.
To download attachments as a zip file
- Click the Attachments tab.
- To select all files attached to the document, click the first checkbox located on the first column. Or click the checkbox next to each file to be downloaded.
- Click Batch Download. Note that only Files will be downloaded, selected Links will be ignored.
- Save the downloaded files as needed.
To
enter a Note / Description for a File or Link
- While in Edit
mode, click the View / Edit icon
next to the file or link that you wish to enter the note about.
The View or Edit Notes / Description dialog appears.
- Enter the text
(up to 2000 characters) , and click OK when complete.
To
open an attached File or Link
- While you are NOT
in Edit mode, click the file name
of the file or link that you wish to open, and it will be opened using
an appropriate application.
To
delete an attached File or Link
- While in Edit mode, select the check box next
to the attached file(s) or link(s) you wish to delete.
- Click Remove Line(s), and the selected attachments will be deleted.