Overview

In Tracker, there are 2 types of attachments, Global file attachments and record attachments. global file attachments are file attachments that can be accessed by anyone, including unregistered users who do not have the ability to login to the workgroup. Global attachments are not associated with one particular record. Record attachments are file or URL attachments that are associated with one particular record. Record file attachments can only be accessed by a user with a Tracker user account who is actively logged into the workgroup.

Topics Covered In This Section

• Global File Attachments - topics list for global file attachments.
• Record Attachments - introduction to record attachments.

Global File Attachments Topics

• Global File Attachments List - how to access the list of global attachments.
• Searching for Global File Attachments - how to search for global file attachments.
• Adding a Global File Attachment - how to add a global file attachment.
• Viewing a Global File Attachment - how to view a global file attachment.
• Downloading a Global File Attachment - how to download a global file attachment.
• Editing a Global File Attachment - how to edit a global file attachment.
• Deleting a Global File Attachment - how to delete a global file attachment.

Global File Attachments List

A complete list of global file attachments is available in the Admin section. Actions on global file attachments can be done using the buttons and links for the attachment entry. A link to the Record Attachments list is also available in the upper right corner of this page.

To view the Global File Attachments List:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the Global File Attachments link

The list shows all global file attachments for the entire workgroup. The list can be sorted by clicking on one of the column headings. The first click on a column heading will sort the list in ascending order. The second click on the same column heading will sort the list in descending order.

Attachment Description - A description of the file attachment. The text displayed here is entered when the global file attachment is created. It can be edited at any time.

File Name - The actual name of the file that was attached.

Unique File ID - An alphanumeric string that uniquely identifies the file that was attached. This is set at the time the file is attached.

Return to Global File Attachments Topics

Searching for Global File Attachments

You can search for attachment(s) using the Search section at the top of the Global File Attachment List.

To search:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the Global File Attachments link
4. Type in a key word(s) or phrase into the Search text box
5. If desired, click on the dropdown icon to select in which fields you wish to search. Selecting "<All>" will search all fields for the key word(s) or phrase entered (this is the default selection). Or, you can search in "Description", "File Name" or "Unique File ID". You can select multiple fields by holding down the Ctrl button on your keyboard as you make your selections.
6. Click on the Search icon to run the search. Any matches will be displayed.

You can click on the remove icon to remove the search criteria and reset to the defaults (no key word(s) or phrase in Search text box and "<All>" selected). This will also display the full list of global file attachments.

Return to Global File Attachments Topics

Adding a Global File Attachment

Global file attachments can only be created by a user with the Admin privilege.

To add a global file attachment:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the Global File Attachments link
4. Click on the Add Attachment button
5. Enter a meaningful description of this attachment in the Attachment Description field
6. Click on the Browse button to select the file you wish to attach
7. Select the file and click on the Open button
8. Click on the OK button to save the global file attachment

Return to Global File Attachments Topics

Viewing a Global File Attachment

A global file attachment can either be viewed from the Global File Attachments List or it can be viewed using a direct URL which can be accessed by any user (including those who do not have a Tracker user account).

To view a global file attachment from the Global File Attachments List:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the Global File Attachments link
4. Click on the link in the Attachment Description column

To view a global file attachment using a direct URL which can be accessed by any user (including those who do not have a Tracker user account), use the following URL:

http://servername/workgroupname/viewattachment.asp?id=<Unique File ID>

where servername is the TCP/IP host name of the machine where Tracker is installed and workgroupname is the name of the workgroup where the attachment is located and Unique File ID is the Unique File ID of the global file attachment you are trying to access. For example, using the first global file attachment listed in the sample image of the File Attachments List and assuming the TCP/IP host name of the Tracker is "MYSERVER" and the workgroup name is "myworkgroup", the direct URL to view this attachment would be:

http://myserver/myworkgroup/viewattachment.asp?id=A037C6B2-A6E0-4845-840B-5DFA8FB42751.pdf

Return to Global File Attachments Topics

Downloading a Global File Attachment

To download a global file attachment, click on the download icon to the right of the attachment. Click on the Save button to save the file. You will be prompted to select the location where you wish to save the file.

Return to Global File Attachments Topics

Editing a Global File Attachment

The Attachment Description for a global file attachment can be edited at any time.

To edit the attachment description of a global file attachment:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the Global File Attachments link
4. Click on the Edit button to the left of the attachment you wish to edit
5. Make any desired changes to the Attachment Description and click OK

Return to Global File Attachments Topics

Deleting a Global File Attachment

You may wish to delete a global file attachment.

To delete a global file attachment:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the Global File Attachments link
4. Click on the Delete button to the left of the attachment you wish to delete
5. Click OK to confirm

Return to Global File Attachments Topics

Record attachments are file or URL attachments that are associated with one particular record. Record file attachments can only be accessed by a user with a Tracker user account who is actively logged into the workgroup. The only exception is when the Knowledge Base feature is enabled. In that case, any record file attachments that are associated with a record that is published in the Knowledge Base can be accessed by any user, including unregistered users who do not have a Tracker user account.

• Record Attachments List - explains how to view a list of all record attachments and describes general properties.
• Searching for Record Attachments - how to search for record attachments.
• Viewing a Record Attachment - how to view a record attachment.
• Downloading a Record Attachment - how to download a record attachment.
• Editing a Record Attachment - how to edit a record attachment.
• Deleting a Record Attachments - how to delete a record attachment.

Record Attachments List

A complete list of record attachments is available in the Admin section. Actions such as viewing and downloading record attachments can be done using the buttons and links for the attachment entry. Record attachments can only be added, edited and deleted from the Edit Attachments section within a particular record. Those actions are described in the Record Attachments section of the User Guide. A link to the Global File Attachments list is also available in the upper right corner of this page.

To view the Record Attachments List:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the Global File Attachments link
4. Click on the Record Attachments link in the upper right corner of the page

The list shows all record attachments for the entire workgroup. The list can be sorted by clicking on one of the column headings. The first click on a column heading will sort the list in ascending order. The second click on the same column heading will sort the list in descending order.

PRN - The record number to which the attachment belongs. To go to the View Page of the associated record, click on the PRN.

Attachment Description - A description of the file attachment. The text displayed here is entered when the attachment is created. It can be edited at any time via the Edit Attachments page.

File Name/URL - If Type is "File", the File Name/URL is the actual name of the file that was attached to the record. If Type is "URL", the File Name/URL is the actual URL that was attached to the record. For URL attachments, the URL can be edited at any time via the Edit Attachments page.

Unique File ID - An alphanumeric string that uniquely identifies the file that was attached. This is set at the time the file is attached. A unique file ID is not created for URL attachments.

Type - This notes the kind of attachment: File or URL.

Return to Record Attachments Topics

Searching for Record Attachments

You can search for attachment(s) using the Search section at the top of the Record Attachment List.

To search:

1. Login to the workgroup as Admin
2. Click on the Admin icon
3. Click on the Global File Attachments link
4. Click on the Record AttachmentsType in a key word(s) or phrase into the Search text box
5. If desired, click on the dropdown icon to select in which fields you wish to search. Selecting "<All>" will search all fields for the key word(s) or phrase entered (this is the default selection). Or, you can search in "PRN", "Description", "File Name/URL" or "Unique File ID". You can select multiple fields by holding down the Ctrl button on your keyboard as you make your selections.

   When searching in the PRN field, the short name of a form cannot be used as part of the search criteria. Therefore, if you are searching for KB22, enter the number "22". However, this will return similar matches in other forms (e.g. SUP22, DEV22) and will also return other records with a similar PRN like KB122, KB222, KB322, etc.

6. Click on the Search icon to run the search. Any matches will be displayed.

You can click on the remove icon to remove the search criteria and reset to the defaults (no key word(s) or phrase in Search text box and "<All>" selected). This will also display the full list of record attachments.

Return to Record Attachments Topics

Viewing a Record Attachment

To view a record attachment, click on the link in the Attachment Description column.

Return to Record Attachments Topics

Downloading a Record Attachment

To download a file attachment, click on the download icon to the right of the attachment. Click on the Save button to save the file. You will be prompted to select the location where you wish to save the file.

Return to Record Attachments Topics

Editing a Record Attachment

The Attachment Description for a record attachment can be edited at any time via the Edit Attachments page.

Return to Record Attachments Topics

Deleting a Record Attachment

A record attachment can be deleted via the Edit Attachments page.

Return to Record Attachments Topics

Return to Topics List