Configure Workflow Attachment

Author: Serena Wang

Introduction

Attaching files to a submission is now available. It is supported for both the Dashboard and Workbook Workflows. In this article, you’ll learn how to configure and manage attached files.

Here are some things to know before you begin this process.

• File size limit: 20 MB per file
• You can only attach files to a saved plan (i.e., a submission)
• Based on the granted Kepion role, users can attach files (Add), delete attached files (Remove), or download attached files (Download), through a Kepion Dashboard/Workbook

 

Kepion Role	Description
Contributor	Users who create and save the plan (i.e., submission) can Add, Remove, or Download attachments. Two contributors cannot see each other’s attachments, unless one is the Approver or Reviewer of the other one. This role is available for both Basic and Advanced Workflow.
Approver	Users of the Approver role can Add, Remove, or Download attachments once the plan is submitted to them. This role is only available for the Advanced Workflow.
Reviewer	Users of the Reviewer role can only Download attachments on a saved plan. This role is only available for the Advanced Workflow.

 

 

Configuration

To enable this feature, follow these steps:

 

Step 1. Create a folder to store attachments.

This will be the folder to save the attachments. It can be a shared folder within your corporate network, or a local drive on the Kepion Web Server machine.

For a production environment, we recommend using a shared folder from an always-on server, instead of a local machine drive. A shared folder is better as it can support more than one instance of the Kepion Web Server.

 

Step 2. Grant Read/Write permission to the shared folder for the account that is used to configure Kepion, e.g., KepionSI.

 

 

Step 3. Navigate to the Kepion SYSTEM module.

Step 4. Click on the Configuration tab.

Step 5. Enter a valid folder directory for Workflow Path, e.g., \\KEPIONDEMO\KepionShare.

 

 

6. Click Save and refresh the browser after changing the Workflow Path directory.

 

 

Attach Files

Now that you’ve configured the folder to save the attachment files. It’s time to test it out.

On the APPS page, start a new plan, or open an existing saved plan.

 

 

If it's a new plan, go ahead and save it. You can only attach files to a saved plan.

 

 

Once a plan is saved, you can see the attachment icon  in the top-right corner.

 

 

Click the icon to bring up the Attachment window. Click Add  to attach files.

 

 

Select one or multiple files. You can attach a file of any type. Click Open when you’re done.

 

 

Review the attached files on the Attachment window. Click Close to exit the window.

 

 

 

Delete Files

To delete an attachment, check the file and click Remove .

 

 

Please note, if a submission is discarded by the user, the associated attachments will be deleted from the Workflow Path folder.

 

 

Download Files

To view the content of the file or save a copy of the file, check the file and click Download . You can download attachments to any folder for your convenience.

 

 

 

Hide the Attachment Icon

By default, when a Workflow Path is configured, you will see an Attachment icon  on all saved plans. If you do not need this feature for a specific Dashboard or Workbook Workflow, you can disable it by hiding the attachment icon. The Modeler role is required to perform this action.

To hide the attachment icon, follow these steps:

 

Step 1. Navigate to the target Dashboard in the MODELER module.

Step 2. Go to the HEADER tab, and click Edit.

 

 

Step 3. Once you’re in the edit mode, select the Control Menu, and click the settings icon .

Step 4. Check Hide Attachment on the Settings window. Click OK to confirm your changes.

 

 

5. Click Save on the Dashboard to exit the edit mode.

 

 

Maintenance

Access to the Workflow Path folder from File Explorer

• Security of the Workflow Path folder can be managed by the system administrator.
• Users should not be able to access the Workflow Path folder directly, unless explicitly granted permission by the system administrator.

 

Locate the attachment folder for a submission

• Each submission has its own folder to manage attachments, and it is created by [Workflow Path] > [Application Name] > [Authorization Name] > [SubmissionId].

The SubmissionId can be found in the APP URL, and its associated attachments under the Workflow Path folder.