Viewing Document Attachments

The XTRAC Viewer lets you open and view image attachments (for example, .TIF and .JPG files) and to open other types of document attachments (such as .DOC, .XLS, .TXT, and .PDF).

If the attached documents are not image files, they are not opened and displayed in the XTRAC Viewer. Instead, depending on which web browser you are using and how it is configured, the XTRAC Viewer may prompt you to:

1.

Download the file to the local disk.

2.

Launch the file in the associated application. For example, a .DOC document opens in Microsoft Word.

3.

Open the file in the browser window. (This works only with Internet Explorer and only if the browser is configured correctly on each computer.)

In each case, the XTRAC Viewer launches and displays the name of the currently opened non-image attachment while the actual document is displayed in the associated application.

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.

Note: When using Documentum as the underlying document storage system, you can reorder the pages of a multi-page image, keeping all annotations in place on each page. When the reordered image is saved, the saved image is in the new page order and its annotations have stayed with their original pages. When you choose to view or save the image outside of the viewer, it is displayed or saved with its annotations on the original (though reordered) pages.

Viewing Image Documents

1.

Open a work item that has document attachments.

2.

On the Work Item window toolbar, click the Attachment Information ( ) icon.

The Attachments page opens and displays a list of all documents attached to this work item. The number of documents attached to the work item appears in parentheses next to the Attachments Information icon.

3.

To view a document attachment, do one of the following:

• Double-click an image document.
• Select an attachment and click the Open (  ) icon.

The image file opens in the XTRAC Viewer. With the XTRAC Viewer, you can add annotations, reorder pages, and merge documents. For more information, see Using the XTRAC Viewer.

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.

Note: TIF and TIFF files may be created with or without thumbnail images. If the file is created without thumbnail images, the actual image for each page is still available and functional; however, the pages don’t display a thumbnail version of the image.

Viewing Non-image Documents

1.

Open a work item that has document attachments.

2.

On the Work Item window toolbar, click the Attachments Information ( ) icon.

The Attachments page opens and displays a list of all documents attached to this work item. The number of documents attached to the work item appears in parentheses.

3.

Double-click the non-image document (.DOC, .TXT, .PDF, etc.) you want to view, or select it and click the Open icon.

Depending on how your web browser is configured, the XTRAC Viewer does one of the following:

• Opens the document in its associated application.
• Prompts you to download the file to your hard drive.
• Opens the file in the browser window (Internet Explorer only).

Notes:

• The XTRAC Viewer can be configured to open automatically by your FIMS or XTRAC administrator, if the Open XTRAC Viewer Automatically option has been selected. The XTRAC Viewer opens automatically in XTRAC Workbench when you open a work item, even if the work item has no attachments.
• FIMS does not use this organization option, however, the FIMS administrator does have the ability to configure the XTRAC Viewer to open automatically by other means.
• XTRAC supports Microsoft Internet Explorer and Firefox web browsers. Chrome is supported for external facing environments. If you are using an unsupported browser, Workbench and the XTRAC Viewer may not function as expected. See XTRAC Workbench System Requirements for more information.
• If there are more than 100 attachments associated with the work item, XTRAC Workbench retrieves only the first 100 attachments. Your XTRAC administrator can configure the sort order of the attachments list to display oldest to newest, newest to oldest, or no sort order.
• You can open the XTRAC Viewer manually by clicking the Open Viewer link on the toolbar.
• The XTRAC Viewer remains open until you close it. If you close the work item, the viewer remains open with a blank page when the image it was displaying closes.
• Each time you open an image file from the list of attachments, the XTRAC Viewer refreshes and replaces the previously displayed image with the newly selected image. Opening new attachments does not open additional instances of the viewer, unless the Allow Multiple Windows checkbox is checked on the work item Attachments page.
• When the Allow Multiple Windows checkbox is checked on the work item Attachment page, a new viewer window opens each time you open a document attachment.
• If the XTRAC Viewer is open when you close your XTRAC Workbench session, the viewer is closed automatically by Workbench.
• If the XTRAC Viewer opens a non-image document using its native application, that document remains open until you manually close it. A non-image document will not close automatically when you close the work item or close your XTRAC Workbench session.