From the Attachments page, you can perform various actions on different types of attachments based on your role on the business object.

For a specified business object, view attachments from the Attachments tab. You can choose to sort the list by Attachment Category.

The following information, where applicable, is listed for each attachment.

• Name: The name of the file, folder, URL, or text attached to the object. You can click an attachment name to view the attachment. See: To view the contents of an attachment.

• Description: The description of the file entered in the repository. If no description is entered in the repository, then this field is blank.

• Version: Version of the file.

  This field is blank if versions are not supported for this type of attachment. For example, folders do not have versions. The following types of values can appear in this column:

  • the version value, for example: A, B, or C.

  • the latest version value, for example: latest (C). This indicates that the latest version (version C) is attached.

  • no value. This type of attachment does not have a version. For example, a folder.

• Attachment Category: Attachment categories are defined at the Oracle E-Business Suite level, but their implementation is product-specific. Therefore, the attachment categories that are available to you depend on how the product you are using has implemented them. See: Defining Item Attachment Categories, Oracle Product Hub Implementation Guide.

• Last Modified By

• Last Modified Date

• Status: Indicates the current status of the file. A file can have a status of Draft, Submitted for Review, Reviewed, Submitted for Approval, Approved, or Rejected. The same status is reflected everywhere the file is attached.

• Version Control: Indicates whether the file is checked in or out. Click the icon to initiate the checkin or checkout process. See: To check files in and out of the repository.

• Repository: The abbreviated name (shortname) of the attachment's repository. Note that EBS refers to the native E-Business Suite repository.

• Details: Click on the Details icon to view details on the attachment.

• Detach: A paperclip icon which you can click to detach an attachment. See: To detach attachments from an object.

File, URL, and Text Attachment Actions

• View the attachment

• Search for attachments

• Request approval (for item attachments only)

• Request review (for item attachments only)

• Change the attached version (files only)

• Check files in and out

• Access the attachment details page to:

  • View all file versions (Version History tab)

  • See a list of all objects where the attachment is attached (Where Attached tab)

  • View the approval, review, and change order status of the file (item attachments only in the Approvals, Reviews, and Changes tabs)

• Detach from the object

• Create a change order (see: Creating Change Orders)

Folder Attachment Actions

• Access the attachment details page to:

  • Grant users access to the folder (Membership tab)

  • See a list of all objects where the folder is attached (Where Attached tab)

  • View the change orders created for the folder (Changes tab)

• Detach from the object

• Create a change order (see: Creating Change Orders)

   To view the contents of an attachment:

The Attachments page lists all attachments for the object. You can use the View region to narrow the list of attachments by category, name, description, last modified by, last modified date, attachment status, and repository.

1. From the Attachments page, click the name of the attachment you want to view.

   If the attachment is a file, then depending on your browser plug-ins and the type of the file, the attachment either opens in the browser or you are given the option to open or download it.

   If the attachment is a folder, then the Browse: (folder name) page opens. You can perform the following actions on an attached folder:

   • Browse the folder by expanding subfolders and by using search criteria to search for files within the folder and subfolders

   • Upload desktop files to a selected folder

   • Add a subfolder to a selected folder

   • Copy a file or folder to another folder location

   • Move a file or folder to another folder location

   • Delete a file or folder

   To search for an attachment:

When you navigate to the Attachments page from an object, all of the object's attachments are listed in the page. If the list is long, you can narrow the list by specifying certain search criteria.

1. In the Attachments page, View region, select a category if you know the category of the attachment you are searching for.

2. In the View region of the Attachments page, click Show More Search Criteria.

3. Enter one or more of the following search criteria:

   • Name - the attachment name

   • Description - the attachment description

   • Last Modified By - the user name of the last person to modify the attachment.

   • Last Modified Date

   • Status - the status of files, URLs, or text

   • Repository

4. Click Go.

To use Advanced Search for an attachment

If you need to narrow your search even further, use the Advanced Search button.

5. In the Attachments page, View region, click Advanced Search.

6. In the Advanced Search page, select the search criteria you want to use.

   The system provides attributes that you can search on and you have the option to add more attributes using the Add 5 Rows button.

   Suggestion: Use the attribute Contains to search the contents of files.

7. Enter the operator and value of any search criteria attributes selected.

   For more information about defining search criteria, see: Managing Search Criteria.

8. Click Search.

   To change the attached version of a file:

1. In the Attachments page, select the file whose version you want to change.

2. In the Select Attachments field dropdown list, select Change Attached Version and click Go.

3. In the Attach Repository Files Version page, enter the new version in the To Version field.

   Enter one of the following three options:

   • the latest version

   • an older version

   • no version. If you do not specify a version, the system automatically ensures that the latest version is always attached.

4. Click Apply.

   To check files in and out of the repository:

Only one user can check out a file at any given time. You can only check out the latest version of the file, even if you have an older version attached to an object. During checkout, you have the option to download the latest version of the file.

When you check in the file, you must upload the modified content from your desktop. If no changes have been made and there is no need to upload a file from your desktop, you can cancel the checkout.

The system maintains a version history, displaying a list of all previous versions of the file as well as indicating the attached version. You can open an earlier version to access discarded information or use the earlier version as a basis for creating a new version. See: To manage all file versions (version history)

1. In the Attachments page, click the Check Out icon in the Version Control column in the row of the attachment you want to check out.

   A message appears, informing you of the version and file that you are checking out.

   Suggestion: Alternatively, you can check in and out a file from the Details page. From the Attachments page, click the Attachment Details icon in the Details column for a particular attachment. Click Check Out. After you have checked out the attachment, you can check it back in from the same page.

2. Optional. In the Information page, click Download to download the latest version of the file.

   A file download box appears, giving you the option to either open the file or save it to your desktop.

3. Click Done to end the check out process and return to the Attachments page.

To check a file in

4. In the Attachments page, click the Check In icon in the Version Control column in the row of the attachment you want to check in.

5. In the Document Checkin page, enter the following:

   • Upload File - Required field. Use the Browse button to located the file to upload on your desktop.

   • Version - Required field. Enter an alphanumeric version.

     The latest version number checked out is displayed below the fields on this page.

   • Description - Optional field.

6. Click Apply.

   The system returns you to the Attachments page.

   To detach attachments from an object:

When you detach an attachment, you remove the association between an object and an attachment. Attachments residing in a UCM repository continue to exist in the file system, but E-Business Suite attachments are deleted.

1. In the Attachments page, click the Detach icon in the Detach column for a file, folder, URL, or text.

   The ability to detach an attachment depends on:

   • how the application product you are using implements the current attachment category

   • the review or approval status of the attachment

2. In the Warning page, confirm whether or not you want to detach the attachment.

   The system returns you to the Attachment page.

   To update attachment attributes:

You can update the following attachment attributes:

• Name

• Description

• Attachment category

1. From the Attachments page, click the Attachment Details icon in the Details column for a particular attachment.

2. From the Details page, click Update.

3. Change the following fields as needed:

   • Name

   • Description

   • Attachment category

   Note: You can update one additional field for attached folders in this page. Check the Set As Default box if you want to use this folder as the repository's default folder.

4. Click Apply.

   To access UCM:

1. From the Attachments page, click the Attachment Details icon in the Details column for a particular attachment.

2. Click on the Folder Location link.

   UCM opens in a new page at the particular folder location.

   To manage all file versions (version history):

1. In the Attachments page, click the Attachment Details icon in the Details column for a particular attachment.

   The Details page appears.

2. In the Details page, Version History tab, all versions of the attachment are shown.

   The Attached Version icon in the Attached column indicates which version is attached to the object. If no Attached Version icon appears, then the latest version is always attached to the object.

   The Status column indicates the status of each particular version. If you sent out a particular version for review or approval, The review or approval status displays here.

To change the attached version

3. Select the version of the file that you want to attach.

4. Click Attach.

To attach the latest version of the file

5. Click Latest Version Attached.

   The Attached Version icon in the Attached column no longer appears next to any version. This implies that the attachment always refers to the latest version.

To view the content of a file version

6. Click on the name of a version to view it.

To update the version descriptor or file version description

7. Click Update.

8. In the Update Version Details page, you have the option to enter the following:

   • Version - a new version descriptor

   • Description

   To view all objects associated with the attachment:

From the Attachments page, you can navigate to the Where Attached tab, which lists every object that the attachment is attached to.

1. From the Attachments page, click the Attachment Details icon for a particular attachment.

2. In the Details page, click the Where Attached tab.

   You can view all objects where the attachment is attached.

   To grant access to an attached folder in UCM:

Users are granted access to folders in UCM in one or more of the following ways:

• directly, in UCM

• by inheriting access from a parent folder in UCM

• by mapping the user's role on the business object to the attached folder in the Details page, Membership tab (for more information about roles, see: Managing and Viewing Roles)

• by granting the user access to the attached folder in the Details page, Membership tab

Navigate from the Attachments page to the Details page, Membership tab, to manually grant access to users directly or to manually grant access to users and groups of users based on the attached business object's role.

1. From the Attachments page, click the Attachment Details icon in the Details column for a particular folder.

   This opens the Details page.

2. Click the Membership tab.

   This tab lists the names of each user or group with access to the folder and the type of access, such as Author or Administrator.

3. Click Update Membership.

   From Update Membership, you can update the members' current folder access level, add members, remove members, or update role access.

To update folder access

This task enables you to change the access level of a user or group for a particular folder. For example, you can change the access of a user from Reviewer to Approver.

4. In the Folder Access field for a particular user or group, select the appropriate access level from the pull-down list.

To remove members

5. Select the particular names you want to remove in the Select column.

6. Click Remove.

To add one user or group at a time

7. Click Add Another Row.

   The system adds one row to the end of the membership list.

8. Enter a new user or group name in the new row and select the appropriate folder access from the dropdown list.

To add multiple users or groups at the same time

9. Click Add Members, then search for the users. From the search results, select one or more users or groups for which to give access to the folder.

10. Enter a new user or group name and select the appropriate folder access from the dropdown list in each row.

To update role access

To quickly grant all users of the business object access to the folder, use the Update Role Access functionality. Update Role Access enables you to give a role on the business object access to the folder. All users with the specific role are granted folder access.

11. Click Update Role Access.

12. In the Folder Access column for the business object roles, select a new folder access.

    When you click apply, all users with those roles on the business object are granted the specified folder access.

   To view the review, approval, or change status of an attachment:

You can request a review or approval of an item attachment or create a change order for an item attachment. View the status of the attachment in the Attachment Details page Reviews, Approvals, or Changes tabs. For more information, see: Managing Item Attachments.

Other Sources

• Setting Up Content Management Repositories, Oracle Product Hub Implementation Guide

  Setting Up E-Business Suite Attachments, Oracle Product Hub Implementation Guide

• Defining Item Attachment Categories, Oracle Product Hub User's Guide