Attachments: Add, View and Delete

Article Links Introduction | Attachment Repositories | Add an Attachment - User Record | Add an Attachment - Activity or Completion Record | View (Open) an Attachment | Edit an Attachment | Delete an Attachment | 

INTRODUCTION

An attachment is document that is scanned and uploaded to any of the following LMS records: user, organization unit, and activity or completion record. 

Examples of documents that can be added to a record are:

• User Record: Diplomas, certifications, licenses or emergency contact records.
• Activity Record: Learner agenda, regulator’s agenda or training materials relevant to pre and post training. For example, a learner’s manual. 
  Note: When you add an attachment to a training event, you will have the opportunity to check a box to let your assigned learner’s view the attachment on their training tab.
• Completion Record: Sign-in sheet. You can also add diplomas, certifications, or licenses in addition to or instead of the User Record.

Caution should be taken when uploading any document that contains Personal Identifiable Information. Information such as birthdate, SSN, driver's license, bank numbers, passport numbers and email addresses should be blacked out prior to uploading to the LMS.

Attachments can have file size of 700mb. Files types that can be added as attachments are: PDFs, Word, Excel, PowerPoint, .jpeg. .and  .png.

Please refer to the Attachments: Enable Users to Upload Attachments to learn how to set up the LMS so that users can upload attachments.

Please refer to the Home Tab Overview article for instructions for users to add attachments from the Home Tab.

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ATTACHMENT REPOSITORIES

Before you can add an attachment, you must have at least one Attachment Repository set up and specified. Your LMS has already been set up with an attachment repository.

Refer to the Attachment Repositories: Create, Edit and Delete article to learn more about Attachment Repositories.

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ADD AN ATTACHMENT - USER RECORD

Adding an attachment follows the same steps regardless of the record you are attaching it to. Follow these steps to add an attachment:

1. Locate and edit the record to add the attachment to.
2. Scroll down the screen to the Attachments section.
3. Click the Add Attachment button.
4. The File Attachment screen will appear
   1. Choose the File: Click to upload the document to be attached
   2. Display Name: The name of the document will default. You may change the name to whatever you want displayed on the Attachments Screen
   3. Category: Click the Select button to select a category.  Select one category from the list of attachment categories.
      Notes: (1) This field will only appear when adding attachments to the User Record. (2) Categories are set up by the LMS Administrator. Refer to the Configuration article to learn how to set up Attachment Categories.
   4. Click the Save button
5. The new attachment will appear in the Attachment section
6. Click the Close button.

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ADD AN ATTACHMENT - ACTIVITY OR COMPLETION RECORD

Adding an attachment follows the same steps regardless of the record you are attaching it to. Follow these steps to add an attachment:

1. Locate and edit the record to add the attachment to.
2. Scroll down the screen to the Attachments section.
3. Click the Add Attachment button.
4. The File Attachment screen will appear
   1. Choose the File: Click to upload the document to be attached
   2. Display Name: The name of the document will default. You may change the name to whatever you want displayed on the Attachments Screen
   3. Click the Save button
5. The new attachment will appear in the Attachment section
6. Click the Close button.

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VIEW (OPEN) AN ATTACHMENT

Viewing an attachment follows the same steps regardless of the record you are attaching it to.

Follow these steps to view an attachment:

1. Locate and edit the record that you want to view the attachment.
2. Scroll down the screen to the Attachments section.
3. Click the Open button.
4. The attachment will appear in a new window.
5. Close the window after viewing or printing the attachment.
6. Click the Close button on the edit record screen.

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EDIT AN ATTACHMENT

Editing an attachment allows you to change the display name, add a description, add or remove a responsible person and check or uncheck to display on the Learner's Training tab.
Note: You cannot edit an attachment to change the attachment.  You must delete the existing attachment and add a new attachment.

You can only edit an attachment on the Activity Record.  At this time, you cannot edit the attachment on the User or Completion Record. To make changes on these records, delete the attachment and add the attachment again.

1. Locate and edit the activity record that you want to edit the attachment.
2. Scroll down the screen to the Attachments section.
3. Click the Edit button.
4. The Attach File screen will appear
5. Make any changes to the Display Name, Description, Select or Unselect a Responsible Person and check or uncheck the Display on Learner's Training Plan checkbox.
6. Click the Save button
7. Scroll down to the Attachments section to view your changes
8. Click the Close button in the upper right corner of the screen

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DELETE AN ATTACHMENT

Deleting an attachment follows the same steps regardless of the record you are attaching it to.
Note: Only Master Administrators will be able to delete an attachment.

Follow these steps to delete an attachment:

1. Locate and edit the record to delete the attachment from.
2. Scroll down the screen to the Attachments section.
3. Select the attachment to be deleted in the attachments table.
4. Click the Delete Attachment button.
5. Click the Yes button on the Delete Confirm screen.
6. Click the Close button.

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