Working with the Attachments Page

When this option is selected, a new XTRAC Viewer window is launched for each image document you open. This lets you have multiple documents open at the same time.

This option must be unchecked for the Attachment List drop-down to display in the viewer.

Even if the Allow Multiple Windows checkbox is not selected, if the work item has multiple attachments, multiple XTRAC Viewer windows are opened.

Add Attachment — Lets you add document attachments to the work item from your hard drive or from the document repository.

IMPORTANT: You can attach a document to a work item and to its other open family members at the same time. This allows others working on the project to have easy access to the attachment.

When you attach a document to other family members, the document is attached to all open work items in the same family. This means the Add Attachment dialog will open for each work item in the family.

The document is attached to the other family work items regardless of whether they are locked or if you have access to them. The attachment is NOT attached to resolved work items, even if the user selects the Attach to all family members checkbox on the first page of the Add Attachment wizard.

When you choose not to attach the document to all other family items, the document is only attached to the current work item.

When you are not presented with the options to attach the document to all other family items, the document is only attached to the current work item. The Attach to all family members checkbox only shows for split work items.

Open — Opens the selected document attachment.

If the document is an image, the attachment is opened in the XTRAC Viewer.

If the document is not an image, you are prompted to do one of the following:

• Save the file to your hard drive
• Open the document in your browser (if the browser is configured properly)
• Open the document in its native application

IMPORTANT: You cannot annotate or reorder the pages in a currently checked out image so that any changes you make aren't invalidated when the image is checked in by another user. When an image is checked out, a check mark is added to the document icon in the Search Documents, Work Item Attachments, or Document/Attachment Summary views to let other operators know that the attachment is currently checked out. If you open a checked out image in the XTRAC Viewer, the Annotation tool bar and the Save, Reset, and ReorderImage buttons are disabled.

Download Documents — Downloads the selected document to your hard drive. You can only select and download one document at a time.

Note: This can be an image or other type of document.: The download process saves image files containing annotations as .TIF files regardless of what type of image files they are before they were checked out. The process also gives the file a new name. For example, a file named W4.jpg could be renamed to something like 0_e9c5a558004.tif.

Edit — Lets you edit the document's metadata. You can only select and edit the metadata for one document at a time. The metadata includes information such as document title, document type, owner last name, and account number. The metadata fields displayed here are configurable by your XTRAC administrator.

IMPORTANT: Field character limits in the Edit Metadata dialog are based on standard ASCII characters. You can use special characters in the text box fields, but special characters use more than one standard ASCII character in the field. If your field entry includes special characters and reaches the maximum visible field character length, you will get an error. To fix the error, remove the special characters from the field, or shorten the entry length so the combination of special and standard characters does not exceed the limit.

Metadata supports all Unicode characters. There is a limit on special characters for folder names; You can’t use the first 32 Code Point characters (i.e. non printable characters) AND you can’t use a forward slash (‘/’).

Note: Whether you enter metadata with lower-case or mixed-case characters, all metadata values are stored in upper-case in FileNet. All data can still be found in a search regardless of case. You will see the metadata in upper-case values when it is displayed in the Attachment list or in the Edit Metadata dialog.

Check Out Document — Lets you check out the selected document. A check mark is placed on the document icon (  ) to indicate to other users that the document has been checked out. You can check out multiple documents, however, you can only select one document at a time with each check out.

You can make modifications and changes to a checked out document without overwriting the information in the original document. Any changes you make to the checked out copy are saved as a new version of the original document.

Note: Annotations and page reordering is not available on checked out images.

IMPORTANT: You are prevented from checking out an image that has been annotated so that the annotations aren't invalidated when a replacement image is checked in. The user interface does not provide a visual indication that the document cannot be checked out. You will only find that out when you try to check it out.

IMPORTANT: You cannot annotate or reorder the pages in a currently checked out image so that any changes you make aren't invalidated when the image is checked in by another user. When an image is checked out, a check mark is added to the document icon in the Search Documents, Work Item Attachments, or Document/Attachment Summary views to let other operators know that the attachment is currently checked out. If you open a checked out image in the XTRAC Viewer, the Annotation tool bar and the Save, Reset, and Reorder Pages buttons do not display.

Check In Document — Checks in a document that is currently checked out to the document repository. The document is checked in as a new version of the originally checked out document. No changes are made to the original version of the document.

You can check in multiple documents, however, you can only select one document at a time with each check in.

The browser prompts you to open the image file in an image viewer, or to save it to your hard drive. If you save the file to your hard drive, all annotations, including notes and redactions, are saved with the file. The changes you make do not overwrite the original document when it is checked in.

Document History — Displays the Document History dialog for the selected document. You can only select and view the history dialog for one document at a time. This dialog displays the creation date and the document creator for the various versions of the selected document.

IMPORTANT: You are prevented from seeing any versions of an image without its annotations (including redactions) so that sensitive information is protected. If an annotated image has previous versions, when you view the image’s history using the Attachments page, you are unable to view previous versions of the image. The previous versions are presented, but the View function is only available on the latest version. When an unannotated image has previous versions, when you choose to view the image’s history using the Work Item Attachments page, you are allowed to view previous versions of the image.

Delete Documents — Deletes the selected document. You can only select and delete one document at a time.

Note: Once a document is deleted, it cannot be recovered because it is removed from the repository.

Merge Documents — Lets you merge two or more selected TIF image documents into one multi-page document.

Note: Individual TIF documents remain attached to the work item unless they are deleted.