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 you’re 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 substituted 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).
These files are placed in a folder structure within the 'Default Attached Files Folder'. A 'Not Processed' folder is created when required, and the rejected file is placed in a subfolder (Matching its Related Record Type).
Note that in the event a file of the same name already exists in the 'Not Processed' folder structure the newly rejected file is renamed with a number in brackets i.e. 1234;Scanned PO;PO 1234(1).pdf
These files will need to be manually attended to.
Config.ini
The Config.ini file is optional. If you are attaching files to record types in the standard manner and the file name's first 'field' the area of the file name before the first ; (semicolin) is the normal RelatedRecordID for that file type, then you wont need a Config.ini file.
The Config.ini is a TAB delimited file. However Commas cannot be used in this file, substituted for a pipe ( | ) character if required.
A resonable level of SQL is required to configure the Config.ini file correctly.
The Config.ini file is used to interpret another 'Unique' field on the related record type's table and resolve to the normal RelatedRecordID. For example when attaching files to a Person (People table) record the normal RelatedRecordID is PersonID, however you could use the Config.ini file to allow the PersonID in the file name to be replaced with another unique field from the People table such as Employee Number instead.
To do this example above a line in the Config.ini file would need to look like the following:
Person SELECT People.PersonID FROM People WHERE People.EmployeeNo = '{1}'
To use Employee Number on timesheets instead of PersonID as well, add the following line to the Config.ini file:
Timesheet SELECT People.PersonID FROM People WHERE People.EmployeeNo = '{1}' Null