Attachment Group Maintenance

Menu Path: System Administration $Images\bluerarw.gif$ System Startup $Images\bluerarw.gif$ Attachments $Images\bluerarw.gif$ Attachment Group Maintenance

Purpose

Set up attachment groups.

Overview

Use Attachment Group Maintenance to add, edit, and delete attachment groups. An attachment group determines what users have access to attachments in the group, and what kind of access (View, Update, Create, and/or Delete). Every attachment must be associated with an attachment group.

Before setting up attachment groups, determine what security you want to have for attachments. For example, if credit and collection attachments are not allowed to be seen by sales people, then you should have a separate attachment group for credit and collection personnel. An attachment group can then be selected when setting up attachments in Attachment Entry.

Note By default, there is a Default attachment group. Every user should have some access to this attachment group, unless they have been set up with access to another attachment group.

For database information for this window, see Attachment Group Maintenance Database Information.

Creating a New Attachment Group

To define a new attachment group:

Click the New button in the ribbon.
Enter the name for the attachment group in the Attachment Group field.
Enter a description of the attachment group in the Description field.
Enter the folder in which to store attachments for the attachment group in the Attachment Directory field.
If you want to allow users in the attachment group to view, create, update, or delete attachments, select the appropriate check boxes.
Select a user you want to assign to the attachment group in the Non Group Members grid.
Click the Add button.
Repeat steps 6 to 7 for all users you want to assign to the attachment group.
Click the OK button in the ribbon. The attachment group is created.

Updating an Attachment Group

To update an attachment group:

Enter the attachment group in the Attachment Group field.
Click the Update button in the ribbon.
Edit the attachment group.
Click the OK button in the ribbon. The group is updated.

Deleting an Attachment Group

To delete a attachment group:

Enter the attachment group in the Attachment Group field.
Click the Delete button in the ribbon.
Click the OK button in the ribbon. The attachment group is deleted.

Note An attachment group cannot be deleted if it was used for an attachment.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Attachment Group Maintenance window.
New	Click this button to create a new attachment group.
Update	Click this button to update the selected attachment group.
Delete	Click this button to delete the selected attachment group.
OK	Click this button to accept an action. This button is only available after you click the New, Update, or Delete button in the ribbon.
Cancel	Click this button to cancel an action. This button is only available after you click the New, Update, or Delete button in the ribbon.
First	Click this button to display the first attachment group.
Prev	Click this button to display the previous attachment group.
Next	Click this button to display the next attachment group.
Last	Click this button to display the last attachment group.
Attachment Type	Click this button to display Attachment Type Maintenance, which allows you to set up attachment types for attachment groups.

Fields and Buttons

Field or Button	Description
Attachment Group	Enter a name for the attachment group, or click the Lookup button to select an existing attachment group.

Main Tab Fields and Buttons

Field or Button	Description
Description	Enter a description of the attachment group.
View	Select this check box before adding a user to the attachment group to allow users to view attachments.
Create	Select this check box before adding a user to the attachment group to allow users to create attachments. This check box is only enabled if you select the View check box.
Delete	Select this check box before adding a user to the attachment group to allow users to delete attachments. This check box is only enabled if you select the View check box.
Update	Select this check box before adding a user to the attachment group to allow users to update attachments. This check box is only enabled if you select the View check box.
Attachment Directory	Enter the folder path used to store attachments for the attachment group, or click the Lookup button to navigate to and select the folder. This overrides the folder path for the system ID, but is overridden by the folder path for the attachment type. NOTE This can be a UNC path or a mapped drive. The AppServer must be able to access this folder, and the folder must be in the same domain as the AppServer. When an attachment is created, the file for the attachment is moved to this folder.
Non Group Members	This grid displays users that are not members of the attachment group.
Add	Click this button to add the selected user in the Non Group Members grid to the Group Members grid. Note Before clicking this button, select the appropriate access options for the user.
Add All	Click this button to add all users in the Non Group Members grid to the Group Members grid. Note Before clicking this button, select the appropriate access options for the users.
Remove	Click this button to remove the selected user from the Group Members grid.
Remove All	Click this button to remove all users from the Group Members grid.
Group Members	This grid displays users that are members of the attachment group.
Users	This grid displays all users in the attachment group, and the attachment options for the users. If you are in Update mode, you can change the attachment options. This grid includes the following columns: User ID/Portal User Name - This column displays the users in the attachment group. View Attachment - Select the check box in this column for users that are allowed to view attachments for the attachment group. Update Attachment - Select the check box in this column for users that are allowed to update attachments for the attachment group. Create Attachment - Select the check box in this column for users that are allowed to create attachments for the attachment group. Delete Attachment - Select the check box in this column for users that are allowed to delete attachments for the attachment group. User Type - This column displays the user type.