Documents Tab

Workflow Manager

On the Documents tab, you can access documents that are stored in the Workflow Manager database, and upload documents to store in the database.

Documents attached to a workflow request on the Downloadable Files tab are stored in an external directory on the Workflow Manager file server that was set up by the Workflow Manager administrator, and includes the documents that are added when a user completes a workflow step that collects a data element with the data type of Downloadable File Upload.

However, documents such as draft contracts, addendums, ratings of vendors responding to RFPs, etc. need to be more securely stored than on a file server. Historical versions of each document, especially contracts, need to be recorded. Documents stored using the Documents tab are securely stored in the Workflow Manager database and document versioning is available.

Workflow Request Page (Administrator) / Documents Tab

On the Documents tab, you can perform the following tasks:

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Uploading a New File to the Documents Tab

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Viewing a File on the Documents Tab

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Viewing a Previous Version of a File on the Documents Tab

The Documents tab includes the following buttons and properties:

Documents Toolbar

Item

Description

Open

Click to open the selected file.

Refresh

Click to refresh the listing.

Delete

Click to delete the selected file.

Upload

Click to open the Upload dialog box to upload a document.

Upload New Version of: FileName

Select this option to upload a new version of the selected file.

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Option selected—If you select this option, the file you upload will be saved as a new version of the selected file, even if it does not have the exact same name.

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Option not selected—If you are uploading a new file (not a new version of an existing file) leave this option unselected. However, if this option is unselected, and you attempt to upload a file with the same name as an existing file, you will receive an error message stating that the file already exists.

View Previous Versions

Click to open the File Version History dialog box, which lists the previous versions of the selected document, and enables you to view or delete them.

Filename

File name of uploaded file.

Size

Size of uploaded file.

File Version

Number of versions of the uploaded file that exists.

Uploaded By

Person who uploaded the current version of the file.

Uploaded Date

Date and time that the current version of the file was uploaded.

Upload Area

On the Upload are, which is opened by clicking the Upload button on the toolbar of the Documents tab, you select the file that you want to upload to the Workflow Manager database.

Upload Dialog Box / Uploading a New File

The behavior of the Upload dialog box depends upon whether you have selected the Upload New Version of option on the Documents tab to upload a new version of an existing file.

The Upload dialog box includes the following options:

Upload Dialog Box

Option

Description

Browse

Click to select a file to upload. The maximum file size is 10 MB.

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If the Upload New Version of option is selected, select a new version of an existing file. This file is not required to have the same name as the existing version.

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If the Upload New Version of option is not selected, select a new file that does not have the same name as an existing file. If you attempt to upload a file with the same name as an existing file, you will receive an error message stating that the file already exists.

Note:The file extensions that you are permitted to upload are listed on the Upload dialog box. By default, all file extensions are permitted.

Max file size allowed

Lists the maximum file size that you are permitted to upload. By default, this is set to 10 MB. However, this value is configurable by editing the following setting in the web.config file:

File extensions allowed

Lists the file extensions of the files that you are permitted to upload. By default, this is set to *.*. However, this value is configurable by editing the following setting in the web.config file:

Remove

Click to remove the selected file.

Add

This button is disabled.

Upload

Click to upload the file to the database.

File Version History Area

On the File Version History area, which is opened when you click the View Previous Versions button on the toolbar of the Documents tab, all previous versions of the selected file are listed. In this area, you can view all versions of the file and also delete versions.

File Version History Area

The File Version History area includes the following options:

File Version History Area
Option	Description
File Name	Name of the version of the document.
File Version	Identifies the version of the document.
Size	Size of that version of the document.
Original File Name	Name of the document when it was originally uploaded.
User Name	User who uploaded that version of the document.
Uploaded Date	Date document version was uploaded.