Attachment Management

Attachment Management

Introduction

Almost every record in iPassport allows for attachments from the ‘Attach’ tab.

This provides an extremely useful tool for adding documents to a given record. These are not controlled by iPassport as say, a controlled document, but access can be restricted and they are backed up along with everything else.

Permissions

Attachments are governed by permissions, those that relate to attachments are:

  • Attachments: Delete Attachment Types
  • Attachments: Add Attachments
  • Attachments: Add/Delete Authorised
  • Attachments: Delete Attachments

Adding a New Attachment

The process covered here uses a controlled document as an example, the reason for this is that attachments can be opened and locked against specific versions.

However, the general process is the same wherever an ‘Attach’ tab is available.

From within the record click the ‘Attach’ tab.

Showing the Attach tab in a controlled document (SOP)

The screen opens on the ‘Active’ view filter; this means the attachment is active at the present time. The only difference between active and archived is that an archived attachment is not automatically shown; it is essentially a historical record.

Manage Attachment Types

The ‘Manage Attachment Types’ allows the user to categorise their attachments. This makes searching for an attachment easier if there are a lot of attachments within a record.

To add a new attachment type, click the ‘Manage Attachment Types’ option. Then click the ‘Add Attachment Type’ option, enter the ‘Name’ of the new type and click ‘Create Attachment Type’. This is now available for use.

There is no requirement to use attachment types when adding an attachment. However, iPassport does not search text within attachments so this can be useful for locating information quickly.

  • To add a new attachment, click the ‘Add Attachment’ option. This opens the new attachment screen.

New attachment screen

  • It is only possible to upload one document/ attachment at a time; this is done via the ‘Upload File’ area and ‘Choose file’ option. If the user has selected the wrong document here just use the ‘Choose file’ option to search for the correct one. Once selected the file name is visible in the ‘Upload File’ area. There are no restrictions on the type of file that can be uploaded.

It is important to note that attachments cannot be previewed within iPassport. In order to open the file the user would require the relevant software installed on their computer. For example, in order to open a .pdf attachment the user would need to have Adobe Acrobat installed.

  • The ‘Attachment Type’ can then be selected.

  • A brief ‘Description’ is required. Think of this as a title for the attachment; something to explain what the attachment is in case it is not obvious from the file name. This is added into the ‘Description’ field and is a free text area.

Visibility set to Protected, the Open on update option will appear

  • The visibility is then set via the ‘Set Visibility’ area. There are three types of visibility available for selection.

    • Of the three options the ‘Open’ visibility provides the greatest degree of flexibility. The open option allows anyone with access to the document to remove or archive the attachment whenever they choose. This mean that anybody with access to the document can also remove the attachment.

    • A more secure way of allowing attachments to be available to anyone with access to the controlled document is to use ‘Protected’ visibility. The ‘Protected’ option prevents anyone changing the attachment. Only the user that added and protected the attachment can delete or replace it.

    • When either the ‘Protected’ option or the ‘Private’ option are selected, another field becomes visible, this is the ‘Open on update’ field.

  • The ‘Open on update’ option is important here as this effectively unlocks the attachment when a new version of the controlled document is published. When a ‘protected’ attachment is uploaded using the ‘Open on update’ option it is locked while the controlled document is the current live version but becomes available for others to delete and archive it once the document is superseded. To be specific, the version of the attachments copied to the draft document becomes unlocked. Private, or Protected attachment stay that way on the superseded version.

It is also important to note this option only applies to controlled documents as other areas and records do not have version controls.

Visibility set to Private, Share with users and Share with Distribution Lists options appear.

  • To add a private attachment, select the ‘Private’ option; this opens up the additional options regarding sharing. The ‘Open on update’ option performs the same function as above. However, if the attachment is private (hidden), the user may not wish to open this to everyone upon the creation of a new version.

    • The user can select other staff members that can see the attachment. This is done either on a staff member by staff member basis using the ‘Share with users’ list or via a distribution list using the ‘Share with Distribution Lists’ option. It is possible to use a combination of the two lists.

When all of the required fields have been populated, click the ‘Add Attachment’ button.

Editing Attachments

An attachment can be edited once it has been added to iPassport, this is based on access restrictions imposed on the attachment when it was added. These access restrictions can be edited using the edit icon.

This is done from the ‘Attach’ tab and the pencil edit icon for the attachment.

Showing the Attachment screen, a folder, bin and pencil icon can be seen.

The edit option opens the attachment management screen allowing the user to make the required adjustments that is either opening it up to greater access levels or restricting access. The attachment can also be replaced using this edit method by choosing a different document to upload.

Archiving Attachments

Should an attachment no longer be required but needs to still be associated to the record it can be archived instead of deleted. This allows the document to still be accessed if needed but hidden behind the Archive view filter ensuring it is not used by accident.

This is completed using the folder option against the attachment, clicking this opens a confirmation box and once confirmed the attachment is moved to the ‘Archived’ view filter.

Any attachment that has been archived can be moved back to the ‘Active’ view filter (and thus be made visible without searching) by clicking the return arrow against the attachment.