What are Page Attachments?
Page Attachments is a new type of page component used to provide a dynamic list of files related to the page they are hosted in. This creates a simple, easy and convenient way to organize, store, and access related documents without having to give access to the file system.
Each attachment in the page can be made available for viewing in a Document Viewer. Additionally, the filename of attached documents become discoverable within the site’s search function.
Administrators can control who is able view, download, and manage attachments in the Site using three new rights. This allows Admins to permit end-users to upload attachments if desired, without granting them access to the File Manager or Page Editor.
This article will explain the final details of Page Attachments, including how to enable them in your site, its integration with the File Manager, and how changes are logged.
For information on how to use Page Attachments from an end-user perspective, refer to this article: How to use Page Attachments
For more information on the unique benefits of using Page Attachments, refer to this article: Improve operational efficiency with Page Attachments
Setting up Page Attachments
Enabling Page Attachments
Page Attachments is an optional feature that needs to be enabled in a Site before it can be used. This can be done by any user with the Configure Site right—typically a user with the “Site Owner” role:
- Navigate to the Site Settings menu under Administration > Site Management > Site Settings.
- Under Workflow Management, select Enable Page Attachments.
- Click SAVE. The Page Attachments Workflow has been enabled in your Site.
Enabling Page Attachments will have some immediate effects on your Site:
- The _ATTACHMENTS folder will be created in the File Manager, where attachments will be stored.
- This folder and its subfolders cannot be removed, renamed, or modified outside of specific actions, pre-defined actions.
- The Attachments page component will be available to be added to pages in the Page Editor.
Configure Page Attachment Rights
Page Attachments utilizes three rights to control who is able to view, download, and manage attachments. These rights will need to be assigned before end-users are able to use the Attachments component:
- View Page Attachments allows a user to view the “Attachments” component, and view any supported attached files.
- Download Page Attachments allows a user to download attached files from the “Attachments” component. They also inherit the View Page Attachments right.
- Manage Page Attachments allows a user to upload, version, and remove attachments using the “Attachments” component. They also inherit the View Page Attachments right.
Additionally, users with certain File Management rights will be granted abilities related to Page Attachments, as well as the ability manage physical attachment files directly in the File Manager:
- View File Manager inherits the View Page Attachment right.
- Add Files allows a user to upload and version attachments using the ATTACHMENTS component. They also inherit the View Page Attachments right.
- Delete Files allows a user to remove attachments using the ATTACHMENTS component. They also inherit the View Page Attachments right.
- Move or Rename Files inherits the View Page Attachments right.
File Management rights also grant the ability to quickly navigate to both an attachment’s location in the File Manager, and its File Details page from the Page Attachments component.
Adding the Attachments Page Component
Once Page Attachments is enabled in a site, the built-in component can be added To add the Attachments component to a page…
- Open the page to which you would like to add attachments in the Page Editor.
- Switch to the Components tab.
- Click the Add Page Attachments button to add the Attachments component to the page.
While the presence of the Attachments component in a page is managed by the Page Lifecycle workflow, attachment files themselves are not. They are instead managed outside of the Page Editor in View Mode.
Managing Page Attachments in the File Manager
While management of attachments typically occurs within a given page, the Page Attachment files are physically stored in a special File Manager folder named _ATTACHMENTS. This folder is created when Page Attachments are enabled in a Site.
The structure inside this folder matches the Site’s Structure, with a folder for each Module, Chapter, and Page that contains attachments. Additionally, each page-level will contain the _REMOVED folder, where removed attachments will be stored.
Attachment-specific folders have restrictions on what actions can be taken within them:
- The _ATTACHMENTS folder and its subfolders cannot be deleted or moved.
- Files cannot be directly uploaded to the _ATTACHMENTS folder or its subfolders.
- Folders cannot be created inside the _ATTACHMENTS folder.
Attachment files can only be moved to specific folders within the _ATTACHMENTS folder:
- From one page folder to another, moving the attachment to a different page
- From a page folder to its corresponding _REMOVED folder, removing the attachment from the page.
- From a _REMOVED folder to its parent page folder, restoring the attachment to the page.
Additionally, files from outside the _ATTACHMENTS folder can be added as a page attachment, by moving the file to a page folder.
If Page Attachments is later disabled in a Site, the _ATTACHMENTS folder will not be removed, however, the above restrictions will still apply to the folder. However, the _ATTACHMENTS folder itself can be deleted if needed.
Attachments Logging
Actions taken related to Page Attachments are logged in Ondexx to allow Site and Instance Administrators to audit what changes have been made by who, and at what time.
The following Page Attachment workflow actions are logged in the Page Activity Log:
- Attaching a new file
- Versioning an attachment
- Removing an attachment
- Restoring an attachment
- Moving an attachment to a new page
In addition to the above, the following Page Attachment workflow actions are logged in the Event Log:
- Viewing an attachment
- Downloading an attachment