Introduction
Attaching files to a submission is supported for workflows. In this article, you’ll learn how to configure and manage attached files.
Before you start
Here are prerequisites and basic details you need before you begin:
- 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 download attachments only on a saved plan.
This role is only available for the Advanced Workflow. |
Configuration
1. Create a folder to store attachments. It can be a shared folder within your corporate network, or a local drive on the Kepion Web Server machine.
Note: For a production environment, we recommend using a shared folder from a server that's always on, instead of a local machine drive. A shared folder is optimal as it can support more than one instance of the Kepion Web Server.
2. Right-click the folder and select Give access to > Specific people...
3. Add the target user.
4. Select Read/Write for their Permission Level.
5. Select Share.
6. Open Kepion and go to System > File Storage.
9. Enter a valid folder directory (\\SERVER\Folder) Workflow Path and File Store Path.
6. Select Save and refresh the browser.
Attach files
Now that you’ve configured the folder to save the attachment files. It’s time to test it out.
1. Go to Apps and start a new plan or open an existing plan.
2. Select the action menu (≡) > Workflow Attachment.
3. Select Add to attach files.
4. Select one or multiple files of any type to add as a workflow attachment.
5. Review the attached files and select Close to exit the window.
Remove files
Select the file and then Remove.
Note: If a submission is discarded, the associated attachments will be removed from the Workflow Path folder.
Download files
Select the file and then Download. You can download attachments to any folder for your convenience.
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 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.