The Attach Document object can be used to:

• Upload a document from your workstation.

• Provide a link to a resource hosted elsewhere on the network or web based location.

• Link documents in your Content Manager document management system (Only available if your organisation uses the Content Manager (Trim) functionality).

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Figure 1.1

In order to add a new document or an URL, first click on the Add button. Then select the required upload type.

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Figure 1.2

• STEP 1: Select File Upload from the Upload Type dropdown. Then click on the Select button.

A pop-up window will be displayed from where you could select the document that needs to be uploaded.

• STEP 2: Clicking on the Add button will add the file to the document list. Similarly, multiple documents can be included.

• STEP 3: To upload the document, click on the Upload button.

• STEP 4: Click on the Save icon.

• STEP 1: Select the Content Manager link (Trim Link) from the Upload Type dropdown.

• STEP 2: Enter the Content Manager number (Trim No) of the specific document.

• STEP 3: Selecting ‘Always Show Latest Document’ will allow you to view the latest version of the document. Additionally, this would update the linked document as TRIM version changes.

• STEP 4: Clicking on the Add button will add the Content Manager link to the list. Similarly, multiple links can be added.

• STEP 1: Select Share Point Link from Upload Type dropdown.

• STEP 2: Enter a title for the link.

• STEP 3: Specify the share point link in ‘Other Link’ textbox. 

• STEP 4: Add a description and click on Add to upload the link.

• STEP 1: Select ‘Other link’ as the Link Type.

• STEP 2: Enter a title (if required) and the URL in 'Other URL' field.

• STEP 3: Clicking the Add button will include the URL to the list. Similarly, multiple links can be included.

When document sign off functionality is activated through the object editor area, a new icon Sign Off will be available against each document/URL uploaded in the Attach Document object.

Clicking Sign Off button adjacent to a document/URL will display a pop-up as shown below:

• The pop-up window will also show details of the attachment such as its title and reference. You can select the relevant sign off authorities and click on Submit for Sign Off button to submit the document/URL for approval. An email will be generated to the respective sign off authority.  

• Once applied for approval, the document/URL will be read only. Hence, you will not be able to edit or delete the document/URL until the sign off is completed.  

• Upon receiving the sign-off request email, the ‘Sign Off’ Authority can then review the document/URL and choose to Approve or Reject it. Depending on the sign off settings determined by the admin, the Sign Off Authority may be allowed to provide a justification for the decision.  

• This can be done by either clicking the relevant link in the sign-off email, or by navigating to the respective object and clicking on the relevant button. 

• After the approval, a ‘Sign Off’ Complete email will be generated. 

• When a document/URL is approved, it will be ‘read-only’ and will not be editable for any users, except for users who have the ‘Can Edit After Sign Off’ permission to the object and super permissions (IPM admin, Project Manager, etc.). 

• When a document/URL is rejected, it will be made editable so that users can make the amendments and re-submit for sign off, if required.

• Sign Off status will be displayed in the ‘Status’ column.

  Document approval functionality is also available within the ‘Documents’ tab in Project Hub.

You can export information in the object to formats such as PDF, Word, Excel etc. by following the steps below.

• To generate an export of the object, click on export icon on the toolbar.  

• Upon clicking the export icon, you will see a preview of information within the object on a new browser tab.

• Click on export dropdown menu icon and select the preferred export format from the menu to download the file in the selected format.