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Creating Processes > Designing Human-Centric Processes > Configuring task functionality in Workspace ES > Configuring attachments and notes

Configuring attachments and notes

The default setting is to not initialize the Assign Task operation to use notes or attachments. You must configure the Assign Task operation for a user to use attachments and notes. You can also configure the Assign Task operation to display an attachment area to the user in Workspace ES, to handle attachments and notes in a particular way, and to store attachments and notes in a variable.

Each attachment and note is stored in a document variable, which is a variable of the document data type. You can access multiple attachments and notes in a list document variable, which is a variable of the list data type and a sub-type of document. Before you can configure the Assign Task operation to store attachments, you need to create a list document variable.

When you use attachments or notes in a process, you should consider whether they are important to the process and how much storage space they will require.

Tip:   Attachments and notes within subprocesses are not directly available to the main process; however you can make them available with an output variable of type list and a sub-type of document.

To configure attachments and notes:

1. Select the Assign Task operation in the process diagram and, in the Properties view, click the Attachments And Notes category.
2. To show the attachment window in Workspace ES, select Show Attachment Window For This Task.
3. Select one of the following options:
   • If the user assigned to a task does not need any notes or attachments to complete the task, select Do Not Initialize This Action With Any Notes Or Attachments.
   • If the user assigned to a task needs notes or attachments to complete the task, select Copy All Notes and Attachments From Previous Task.

   Note:   It is recommended that you choose the above option only when the previous task was the one that invoked the process.

   • If you want to store the attachments in a list variable, select Copy All Notes And Attachments From A List Of Documents. For example, you may want to store a PDF form that has been digitally signed and attached.
4. In the Output Attachments list, select either XPath Expression or Variable:
   • If you select XPath Expression, perform these steps to specify that the list of document values will be stored to an XPath expression:
     • Under Output Attachments, click the ellipsis button .
     • In the XPath Builder dialog box, build the expression to the list variable that will be used to store the list of document values.
   • If you select Variable, select the process variable that will be used to store the list of attachments and notes.

   Note:   New items will be appended to the end of the list if items exist in the list variable. To replace a list, you must specify the index of the first item in the list. For example, you would specify the XPath expression /process_data/listVar[1].

See also

Configuring task functionality in Workspace ES

Creating variables for processes that involve users

Involving users in processes

Assign Task

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