Article Links Introduction | Attachment Repositories | Add an Attachment | View 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. Administrators can view the Attachment attached to the record. Examples of documents that can be added to a record are:
- User Record: Diplomas, certifications, licenses or emergency contact records.
- Activity: 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.
Why Add Attachments?
You can add Attachments to various records in the LMS. Primarily you would consider adding attachments to the following records:
User Record When a User receives training from a third-party training consultant and returns to work with a paper-based certificate confirming completion of that training (for example, a first aid certification), you can scan that paper-based certificate and attach it to that employee’s User record.
Activity Record (in particular, a Training Event): You might add an attachment to a Training Event for several reasons:
- Add an agenda to serve as a “teacher’s guide” for the instructor to consult before or during training.
- Add an agenda to the Training Event to serve as a “record” of the topics covered during a the training. You can later reference the agenda when an inspector from a regulatory agency such as OSHA or MSHA asks what was covered during the Training Event.
- Make the Attachment Visible to the Assigned Learner on the Training Tab as a way to deliver pre-training reading or a post-training reminder. When you add an attachment to a Training Event, you can check a box to confirm that you’d like the attachment to be visible on the assigned learner’s Training tab. When your assigned Learner(s) go to their Training tab, they will see the name of the Training Event assigned to them, and they will see a paper clip icon. They can then click the icon to view and read the attachment. This can be useful for delivering a pre-training reading assignment or provide a post-training reminder they can refer to.
Completion Record: When you create a Completion Record for one or more users, you can take a paper-based sign-in sheet that was passed around and signed during the training, scan it, then attach the scanned copy to the Completion Record. Later, when you edit the Completion Record, you can open and view the scanned sign-in sheet.
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.
ADD AN ATTACHMENT
Adding an attachment follows the same steps regardless of the record you are attaching it to. Follow these steps to add an attachment:
- Locate and edit the record to add the attachment to.
- Scroll down the screen to the Attachments section.
- Click the Add Attachment button.
- Click the Select File button and locate the file to be uploaded.
- Complete any optional fields.
- Click the SAVE button.
Note: The file will upload, this may take several minutes. You will be returned to the edit screen. The attachment will appear in the Attachments table of the screen. - Click the Close button.
VIEW 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:
- Locate and edit the record that you want to view the attachment.
- Scroll down the screen to the Attachments section.
- Click the Open button.
- The attachment will appear in a new window.
- Close the window after viewing the attachment.
- Click the Close button on the edit record screen.
DELETE AN ATTACHMENT
Deleting an attachment follows the same steps regardless of the record you are attaching it to. Follow these steps to delete an attachment:
- Locate and edit the record to delete the attachment from.
- Scroll down the screen to the Attachments section.
- Select the attachment to be deleted in the attachments table.
- Click the Delete Attachment button.
- Click the Yes button on the Delete Confirm screen.
- Click the Close button.