Step 5: Attachments

You can optionally add attachments to a workflow. The attachments are added to the triggered form when the workflow is executed. You can add two kinds of attachments:

• File upload field attachment: Select a file upload field from a form. The form can be a single form located in the workspace where you are building the workflow OR a multiform if it is the triggering form.

• Static attachment: A static attachment is an attachment not associated with a dataform. Once you click Apply or Save on a new workflow, an Attachments panel displays. You can browse to any file on your computer and upload it to the workflow. When the workflow executes, it is added to the triggered form along with any file attachments.

• Attachment link: You can also add a link to a site on a triggered form from the workflow Attachments panel. When the workflow executes, it is added to the triggered form along with any file attachments.

Also see Putting It All Together: Workflow Attachments.

To add an attachment:

1. Click Add.

2. To add file upload field attachments, complete the form:

   Dataform	Select the dataform where the file upload field containing the attachment is located. The listed forms are single forms only with exception of the triggering form. If it is a multiform and not a single form, it is also included in the list.
   Field	Select the field upload field containing the attachment you want to add to the triggered form.   Note: If the field is blank when the workflow is executed, no workflow attachment will be added to the triggered form.

3. Repeat step 2 above until all desired file upload field attachments are added.

4. Click Apply or Save.

   If this is a new workflow, the Attachments panel displays.

5. Optionally, you can add a static attachment that is not associated with a dataform from the Attachments panel.

   Follow these steps to add a file attachment:

   1. Click the Attachments panel.

   2. On the Attachments tab, click Add to upload a new file.

      The Upload File window displays.

   3. Click Choose File.
      

   4. Locate the file on your computer and click Open.
      The file name displays in the File field of the Upload File window.

   5. Optionally, you can provide Description, Category, and Tags information

   6. Click Save on the Upload File window.

      The Upload File window closes and the attachment file you just added is listed on the Attachments panel. You can click the file name or click (Edit) next to the attachment file name to view your file.

      Note: You can discard an uploaded file by clicking (Remove) next to the attachment file name.

6. Optionally, you can add an attachment link to a site on the triggered form from the Attachments panel.

   Follow these steps to add a link attachment:

   1. Click the Attachments panel.

   2. Click the Links tab, click Add to add a link.

      The Link File window displays.

   3. Type the URL in the Link field.
      

   4. Optionally, type a link description in the Description field.

   5. Click Save on the Link File window.

      The Link File window closes and the link you just added is listed on the Links tab of the Attachments panel. You can click the link name or click (Edit) next to the link to test the link.

      Note: You can discard a link by clicking (Remove) next to the link name.

Completing the Configuration

You can decide the next action: Back, Continue, or Finish.

To complete the configuration, when ready, you can click Back, Continue, or Finish:

1. Click Back to return to the previous step of the Workflow item.

2. Click Continue and respond to "This Workflow Channel is unpublished. Would you like to publish?" with the options Yes or No. Either selection takes you to the first step of the dependent Workflow item (the next item in the workflow). This allows you to add cascading steps that trigger from the workflow you just created.

   Note: Alternatively, you can click Continue Workflow from Here in the Dependent Workflow panel to add a dependent workflow.

3. Click Finish and respond to "This Workflow Channel is unpublished. Would you like to publish?" with the options Yes or No.

• Yes returns you to the Workflow Channel search list with the new Workflow Channel in a published state.

• No returns you to the Workflow Channel search list with the new Workflow Channel in an unpublished state.

Putting It All Together: Workflow Attachments

• When the workflow executes, any workflow attachments (file upload field attachments, static file attachments, and attachment links) are added to the Workflow Attachments panel located in the Action Center of the triggered form. See the Workflow Attachments section of Workflow Channel Action Items.

• Workflow Attachments links are links to the original URL.

• Workflow Attachments are links to the original source file as it existed when the workflow was executed.

• If a source file is later updated after the workflow has been executed, the link to the version of the file at the time of workflow execution remains intact on the triggered form.

Note: If you no longer want that version of the file associated with the triggered form, you can delete it by clicking (Remove) next to the attachment file name in the Workflow Attachments panel of the triggered form.

• If a source file is deleted by a user, the file cleanup process bypasses deletion of the file if any Workflow Attachments panel file links to that file are found.