Configuring Attachments in O4

Users can configure attachment categories, colors, and rules in O4 to allow for organization within the Attachments tab of an entity or transaction.

• Categories are used to label attachments by the type of information they contain 
• Colors are used to label attachments with a color
• Rules are used to code attachments based on configured source, test, and action criteria

This article will explain how to configure attachment categories, colors, and rules.

CAUTION: deleting or renaming attachment configurations will automatically update any attachments that are assigned to it. It is recommended that new configurations be added only.

 

Locating the Attachment Configuration screen

1. Click the icon.

2. Select Configuration from the drop-down list.

3. Click Software.

4. The Software page will appear.

5. Click the Attachments Configuration tab.

 

Creating Attachment Categories

1. Click the Categories subtab.

2. Click to create a new category. A new line will appear.

3. Enter a Category Name into the new line.

4. Click .

 

Creating Attachment Colors

1. Click the Colors subtab.

2. Click to create a new color. A new line will appear.

3. Enter a name into the new line.

4. Click the color to customize it. 

5. Click .

 

Creating Attachment Rules

1. Click the Rules subtab.

2. Click to create a new rule. A new page will appear.

3. Enter a name into the Name field.

4. Select a source from the Source drop-down field. The source will indicate the type of attachment required to initiate the rule's test and action. For example, "AttachFile" will be triggered when a file is attached, "Checkpoint" will be triggered when a Checkpoint is created, etc.

Tests

Tests further define the criteria required to trigger the attachment rule. 

5. Click to create a test.

6. Select a test from the drop-down field.

• FileNameLike- define a file name pattern (e.g. "Agreement") in which the file name must contain the respective word(s). Note: users can use asterisks "*" to identify the rule by whether the file name ends or begins with certain words. For example, "*OASIS" indicates that the file must end with the word "OASIS", where "OASIS*" indicates that the file must begin with the word "OASIS."
• Is CSR- define the rule by whether the signed in user has the CSR role assigned.
• Is Quoter- define the rule by whether the signed in user has the Quoter role assigned.
• Is Sales- define the rule by whether the signed in user has the Sales role assigned.
• MatchAny- an open ended rule that matches anything. This test is used when additional criteria is not required for the action to execute.
• User- define the rule by whether the signed in user matches the User ID identified below.

7. If the FileNameLike test is selected, click to access the field to enter the pattern. 

 

8. If the User test is selected, click the blank field and select the user from the drop-down list.

 

 

Actions

Actions indicate the result of the attachment configuration when the source and test criteria are met.

9. Click to create an action.

10. Select an action from the drop-down field.

• ChangeDescription- change the file's description 
• ChangeFileName- change the file's name 
• ChangeNote- change the file's note 
• SetCategory- set the attachment to a configured category
• SetColor- set the attachment to a configured color

11. If the ChangeDescription, ChangeFileName, or ChangeNote action is selected, enter the desired text in the field below. Users can also use the following coded inserts within the action's text:

• %initials%- insert the user's initials
• %userid%- insert the signed in user's login ID
• %filename%- insert the original file's name (without file extension)
• %ext%- insert the file's extension
• %description%- insert the file's description
• %original%- insert the file's original text with respect to the action 

12. If the SetCategory or SetColor action is selected, select a configured option from the drop-down list.

12. Once the attachment rule is configured, click .