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OVERVIEW

The 'Default Attached Files Folder' functionality can be used to 'Dump' files in a specified folder structure (as determined by the 'Default Attached Files Folder' control parameter) to be automatically attached to the matching record in Workbench.

SETUP

A Control Parameter called 'Default Attached Files Folder' must be configured. This is the Source location of filed to be attached, not to be confused with the 'File Store Location' which is the destination location. These two folders should be kept separate from on another, that can be located on the same drive (Recommended), but do not put one inside the other.

Once the 'Default Attached Files Folder' control parameter has been set to a valid path (and the 'File Store Location') , open Workbench and click the Paperclip icon on the menu bar.

 

Then close the 'Edit View File Attachments' Screen, opening this screen will trigger the Automated filing and create the necessary folder structure in the 'Default Attached Files Folder'.

Files must be placed in the correct subfolder within this structure. For Example files to be attached to a Purchase Order must be placed in the 'PurchaseOrder' folder within the 'Default Attached Files Folder' .

File Name Rules

Files placed in this structure will need to conform to the following naming conventions for the files to be attached to the correct record in Workbench.

'RelatedRecordID;Attached File Group Name;Description.xxx'

So for example if the destination Record Type is a Purchase Order and your attaching a .pdf file, the file name format would be:

'PONumber;Attached File Group Name;Description.pdf'

i.e: 1234;Scanned PO;PO 1234.pdf

Note that the Attached File Group Name and Description are optional so the following would also work:

1234.pdf

1234;;PO 1234.pdf

1234;Scanned PO.pdf

In addition, if the group name is invalid, the file will still be processed but without a group assigned.

 Rejected Files

Rejected files are files that could not be automatically attached for some reason.

Common causes are:

  • Files placed in the wrong subfolder.
  • Files that failed validation of the RelatedRecordID.
  • Files that have subituted the RelatedRecordID with another field, and that field is not unique for the value being looked up (More on this later in the Config.ini section).

 

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