Document number: 15343

 

On some objects in Process Modeler you can attach a link to a file, URL, or email program. 2 small icons (a paperclip and down arrow) appear at the bottom on the object, like this: . When you click on the down arrow icon, a list of the attachments appears. You may launch the attachment from that list.

Those objects that may take an attachment link include the following:

• Tasks
• Decision Points
• Inputs
• Data Stores
• shapes from the Gallery Toolbar (some shapes are actually special tasks)

For specific instructions and information about creating a new attachment link, click on the type of link (called "artifacts") you would like to create:

Reuse an existing attachment link
File
URL
Email address

 

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Attach a file

When you add an attachment to a file, it is a LINK to a file in a specific location. Here are some tips:

• You are not attaching the actual file, so make sure that you do not reference a file (e.g., "c:\user\myfile.doc") that can only be accessed on your personal hard drive, unless all people who may use the file have the exact same file in the same exact location on their hard drive.
• If you choose a file on a shared drive, make sure all persons who may use the process modeler file have access to that shared drive.
• If you use a network drive letter you have mapped (e.g., j:\files\sample.doc), make sure all potential users are mapped the same way. If you are not sure they will be mapped the same way, type in the full name of the location (e.g., \\servername\sharename\filename.doc).
• For another user to view your attachment link, they must have the native software for the file. For example, if you link to a *.xls file, the user must have Microsoft Excel installed on their machine.

To create an attachment as a link to a file:

1. Double-click on the object. The details screen for the object appears.

2. Click on the attachment icon, usually at the bottom right-hand corner of the window: .

3. The Attachments screen appears. The Artifacts tab is the one you will be working with. (Click this icon for screenshot: .)

4. Click on the Add button on the right side of the Attachments screen. The Artifact screen appears.

5. In the Name: field, type in a name for your attachment by replacing the <<new Artifact>> text.
• If you do not rename the Artifact, a name may be chosen for you based on the file name if you browse to a file to attach it, but you may not like the name that is chosen.

• If you type in a path for the file, the name of the attachment will remain " <<new Artifact>>".

6. Enter a description of the attachment in the Desc: field if you wish.

7. To the right of the Object: field, specify the file for which you wish to create an attachment link:
• Click on the browse icon at the far right of the Object: field: to navigate to the file.

  • If you have not given your attachment a name, Process Modeler will automatically choose a name for you.

• Alternatively, you may type in a full path for the attachment in the Object: field.

8. Make sure Type: is File.

9. Make sure a checkmark does NOT appear next to Launch internally.

• If this choice remains checked, your file will not launch full screen - it will launch on the right side of your Process Modeler screen, and may be hard to see. To close the attachment window screen or go back to the model screen, see Eureka! document 15345 — Process Modeler attachment launches in Process Modeler window.

10. Preview your file choice by clicking on the Go button.
    • If you have not given your attachment a name, Process Modeler will automatically choose a name for you, based on the file name.

    • If there is a checkmark next to Launch internally (see step above), you cannot preview your choice because the Artifact screen will be in the way.

11. If you are satisfied with your file choice, return to the Artifact screen. Click OK to exit the Artifact screen.

12. Click OK to exit the Attachments screen.

A link to the file should be created as you specified, and the object should have the paperclip and down arrow icons as shown at the beginning of this document.

 

 

 

Click here to go back to the beginning of this document.

 

 

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Attach a URL

You may create an attachment that will link to an internet or intranet site. To create an attachment as a link to a URL:

1. Double-click on the object. The details screen for the object appears.

2. Click on the attachment icon, usually at the bottom right-hand corner of the window: .

3. The Attachments screen appears. The Artifacts tab is the one you will be working with. (Click this icon for screenshot: .)

4. Click on the Add button on the right side of the Attachments screen. The Artifact screen appears.

5. In the Name: field, type in a name for your attachment by replacing the <<new Artifact>> text.

• If you do not change the name of the attachment will remain " <<new Artifact>>".

6. Enter a description of the attachment in the Desc: field if you wish.

7. To the right of the Object: field, type in the full URL of the site you wish to link to.

8. Make sure Type: is URL.

9. Make sure a checkmark does NOT appear next to Launch internally.

• If this choice remains checked, your URL will not launch full screen - it will launch on the right side of your Process Modeler screen, and may be hard to see. To close the attachment window screen or go back to the model screen, see Eureka! document 15345 — Process Modeler attachment launches in Process Modeler window.

10. Preview your URL by clicking on the Go button.

    • If there is a checkmark next to Launch internally (see step above), you cannot preview your choice because the Artifact screen is in the way.

11. If you are satisfied with your URL, return to the Artifact screen. Click OK to exit the Artifact screen.

12. Click OK to exit the Attachments screen.

A link to the URL should be created as you specified, and the object should have the paperclip and down arrow icons as shown at the beginning of this document.

 

Click here to go back to the beginning of this document.

 

 

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Attach a link to an email address

You may create a link that will launch the user's email program, address the email, specify a subject for that email, and if you wish, put text into the body of the email. Remember that the standard software program for PeopleSoft is Lotus Notes. If Lotus Notes does not launch when you launch the attachment, see Eureka! document 19041 — How to set the e-mail program to Lotus Notes in Internet Explorer.

To create an attachment as a link to an email address:

1. Double-click on the object. The details screen for the object appears.

2. Click on the attachment icon, usually at the bottom right-hand corner of the window: .

3. The Attachments screen appears. The Artifacts tab is the one you will be working with. (Click this icon for screenshot: )

4. Click on the Add button on the right side of the Attachments screen. The Artifact screen appears.

5. In the Name: field, type in what you would like to appear as the Subject of the email by replacing the <<new Artifact>> text.

• If you do not change the name, the subject will remain " <<new Artifact>>".

6. In the Desc: field, enter any information you wish to appear in the body of the memo.

7. To the right of the Object: field, type in full email address of the person to whom you wish the email be directed.
• Example: jadzia_dax@peoplesoft.com.

• You are responsible for checking that the email address is correct and complete.

8. Make sure Type: is Email.

9. Preview your email attachment by clicking on the Go button.

• If Lotus Notes does not launch when you test the attachment, see Eureka! document 19041 — How to set the e-mail program to Lotus Notes in Internet Explorer.

10. If you are satisfied with your email attachment, return to the Artifact screen. Click OK to exit the Artifact screen.

11. Click OK to exit the Attachments screen.

A link to the email program should be created as you specified, and the object should have the paperclip and down arrow icons as shown at the beginning of this document.

 

Click here to go back to the beginning of this document.

 

 

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Reuse an existing attachment link

If you have already created an attachment, you can wish to reuse it in another part of the same Process Modeler file. Here are some tips:

• If you have chosen to leave the checkmark next to "Launch internally" for an attachment, the attachment will launch within Process Modeler no matter where it is used in the file.
• For email attachments, the information in the Subject line and the body of the memo will be the same no matter where the email attachment is used. If you wish to change the Subject line or text in the body of the memo, you must create a separate attachment.

Follow these steps to reuse an attachment that has already been created in the current Process Modeler file:

1. Double-click on the object. The details screen for the object appears.

2. Click on the attachment icon, usually at the bottom right-hand corner of the window: .

3. The Attachments screen appears. The Artifacts tab is the one you will be working with. (Click this icon for screenshot: .)

4. Click on the Select icon on the right side of the Artifacts tab.

5. A list of the attachments available in this process modeler file appears. It is arranged by type of attachment (Email, file, URL).

6. You can expand each of the folders to find the attachment you wish to reuse.

7. Single-click on the attachment you wish to reuse.

8. Click OK at the bottom of the Artifact screen.

9. Click OK at the bottom of the Attachments screen.

The attachment link is now added to your object.

 

Click here to go back to the beginning of this document.

 

 

 

 

 

 

 

Created by the PeopleSoft Knowledge Management Team.
Copyright © 2003 All rights reserved.
Created: kcw 12/06/2003
Reviewed: 10/04/2004