You can augment records for many forms by attaching documents (files) that are related to specific records. You can also import documents that can then be attached by other users to records. Authorized customers and vendors can also use the Customer Portal and Vendor Portal to submit their own documents for attachment to records.
Customers and vendors who are authorized to submit documents for attachment by means of a portal must first belong to groups with appropriate permissions. These permissions are set up so that customers and vendors can use the portal to access and view only those documents for which they have expressly been granted permission. After a document is submitted for attachment, it must be approved before it can again be accessed and viewed. Once approved, the document is also not available for further editing.
Before a document can be imported into the system and attached to a record, an authorized system administrator must first create one or more document types, if they do not already exist. The Document Types form is used to create document types, which can also have specific groups assigned to them to control who has permission to access and view the documents of that type. Multiple group assignments can be used to allow individuals from more than one group to access a given document For more information, see the Document Group Management form.
When a document is then imported or attached, the document type is assigned to the document. Because documents can be filtered based on document type, we recommend that you plan carefully when you set up your document types. Do not make your types too generic--"Text files," for example. Rather, cast your types according to the intended use for the document type--"Customer POs," for example.
When a document type is created, a default file extension is assigned to it. This file extension is overwritten if the document you import actually has a different file extension.
Documents submitted by customers or vendors through the portals automatically are assigned a document type associated with a group authorized to access the document through the Customer Portal or Vendor Portal, respectively.
Only authorized users, vendors, and customers can import documents and attach them to records. Authorized users can import, export, view, or delete documents with the Documents form. Within a form that allows document attachments, they can also click the Display Docs icon on the toolbar, which opens the Attached Documents form in a linked window. From within this form, they can import a new document, or they can link to a document that has already been imported into the system. For more information, see the "How To" related topics.
Authorized customers and vendors can use the portal to submit and view documents. For more information, see the documentation for the portal.
Documents submitted by customers or vendors through a portal or assigned a status of Pending must be approved by a system administrator or other individual authorized to approve document attachments. The document remains inaccessible while the status is Pending and becomes accessible for viewing when the status is changed to Approved.
Once a document has been approved, either by the person who submitted it or by another authorized approver, it is then available for viewing by other individuals who are authorized to view these documents. It is also available to other users for reuse or reattachment to other records. This means that a single document can be attached to multiple records.
To view a list of and access all imported documents you are authorized to view, use the Documents form. To view a list of and access documents attached to specific records within a collection, use the Actions > Documents for Current menu item to open the Attached Documents form populated for that record.
Any document attached to a record on a form that is accessible through the portal is potentially accessible and viewable by anyone who has access to those records through the portal. Therefore, if you do not want an attached document to be accessible and viewable through the portal, you must tag the document in the system as being Internal.
Another option for attaching documents to records is to use an application event and event handler. There are two ways to do this:
For more information and sample scenarios, see Using the Application Event System for Document (File) Attachments and the Guide to the Application Event System.
If SyteLine is integrated with Infor PCM Configuration and/or Document Automation, you can use the Configure and/or Generate Document buttons (and action menu option) on some forms to generate configurable documents, which are automatically attached to the appropriate records. For more information, see Attaching Infor PCM Documents to SyteLine Records.
Attaching Documents (Files) to Records