Attachments
You can attach files to any of the following document types:
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Template
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Requisition
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Pro-Forma Order
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Purchase Order
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Request for Quote (RFQ)
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AP Invoice
When an attachment is uploaded, it is saved to a specified location.
See details for attachment storage:
The Storage Type (Provider) which is used to store attachments in ARM is defined in the Attachment Storage Type setting, in Global Settings in the Attachment Type Setting Group. See Global Settings.
When you copy an existing requisition, the attachments are included, provided the Include Attachments setting is set. (This setting is maintained in Global Settings in the Requisition Copy Options Group.)
| If you delete an attachment from a copied requisition, the attachment is not removed from the original requisition. Likewise, if you delete an attachment from a requisition, this will not be removed from any copies of the requisition. |
What types of files can you attach?
The types of files that can be uploaded to ARM are defined (by file extension) in the Attachment Upload File Filter setting, in Global Settings in the System Administrator Group. See Global Settings. The list is maintained by your System Administrator.
Common examples of permissible file types are: txt,docx,pdf,jpg.
What size file can you upload?
The maximum file size is defined in the setting Attachments Maximum File Size in Global Settings in the Defaults Group. See Global Settings. This setting is maintained by your System Administrator.
Typically, the maximum file size that can be loaded as an attachment is around 10,000 Megabytes.
What you can do with attachments:
Depending on your permissions, you can do the following:
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Open an attachment
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Remove an attachment
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Attach a new file
| Opening an attachment of a certain file type assumes that an appropriate application or viewer is installed for that file type. For example, to view PDF documents, a PDF viewer is required. |
Permissions for attachments:
There are five permissions that relate to attachments:
- View Attachments
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The user can open/view attachments from the Attached files list.
- Maintain Attachments
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The user can add attachments to the Attached files list, or remove them.
- Search Attachments
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The user can open the Search Attachments menu button, to search for attachments.
- Can Delete Own Attachment
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The user can delete an attachment file that they uploaded.
- Can Delete Any Attachment
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The user can delete any attachment file.
Attachment Process Flows
Attachments flow through the stages of the requisition process.
Attachments can be attached to the requisition header and to the requisition lines items. Where the attachments are stored against the header, they are relevant to all line items and vendors associated with the line items on that requisition.
The following examples illustrate how ARM manages attachments at the header level.
Example 1: A requisition is created from a template
In this scenario, a requisition is created from a template.
The attachments that have been added to the template are transferred to the new requisition.
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Example 2: A requisition to a single Pro-Forma Order and then a single Purchase Order
A requisition is created using items from a single vendor. One Pro-Forma Order is created from the requisition and one Purchase Order is created from the Pro-Forma Order.
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Note the following:
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Attachment 3 was added at the Pro-Forma Order stage. It flows through to the Purchase Order.
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Attachment 4 was added at the Purchase Order stage.
Example 3: A requisition to two Pro-Forma Orders and then to two Purchase Orders
A requisition is created using items from multiple (two) vendors. This results in a Pro-Forma Order being created for each vendor and a Purchase Order being created for each Pro-Forma Order.
The Attachments added to the requisition are copied to both Pro-Forma Orders because the attachments are attached to the requisition at header level, not line level.
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Note: the following points:
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Attachment 3 was added at the Pro-Forma Order stage for Vendor 1. It flows through to the Purchase Order for Vendor 1.
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Attachment 4 was added at the Purchase Order stage for Vendor 1.
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Attachments 3 and 4 do not affect the Pro-Forma Order for Vendor 2, or the Purchase Order for Vendor 2.
Example 4: Another requisition is consolidated with the existing Pro-Forma Order
This example is the same as Example 3, above, but now another requisition is consolidated to the existing Pro-Forma Order for Vendor 2.
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The following points should be noted:
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Since Attachment 1 already exists on the existing Pro-Forma Order, it is not duplicated.
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Attachment 5 does not exist on the existing Pro-Forma Order, so it is added.
Mandatory Attachments
The Attachment is mandatory validation rule dictates which companies require attachments, for specified document types.
Currently, only the requisition document can be selected as a document type requiring an attachment.
If the validation is in place for a company, then requisitions in that company must have an attachment on the requisition header before they can be submitted for approval.
The Attachment is Mandatory for non-catalogue items validation rule dictates which companies require attachments, for specified document types, for non-catalogue items.
See Validation Rules.
PO Attachment Integration
Purchase Order attachments can be integrated from ARM into Kinetic. PO Attachment integration is supported for both header and line attachments.
The Company Setting Document Type for Purchase Order allows for the integration of Purchase Order attachments from ARM into Kinetic. See Company General Settings.
The setting value in ARM is a pre-defined Document Type in Kinetic (System Management > Document Management > Document Type Maintenance).
AP Invoice Attachment Integration
Invoice attachments are integrated between ARM and Kinetic.
To implement this:
Step 1: Create a Document Type in Kinetic.
| Currently the only supported Storage Type is File System Document. |
Step 2: Map the Document Type to ARM. Enter the Type ID in the Value field for the Document Type for AP Invoice Company Setting. See Company General Settings.
Searching for Attachments
You can search for attachments on the Search Attachments page. See Search Attachments.
You can link to an attachment or the document it relates to from the search results list.
Line Level Attachments
Attachments are supported at the line level within:
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Requisitions
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Templates
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Pro Forma Orders
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Purchase Orders.
The ‘View Attachments’ permission is required to see this functionality.
When copying requisitions or templates, you will have the option to include or exclude attachments.