Attachments

SimpleOne supports attaching files to existing or newly created records such as incidents, change requests, and some others.  

The files can be attached in two ways:

• via the attachment action
• via the attachment widget.

Attachment action 

You can attach files to a field of image type and a record with the attachment action. It is displayed on forms as the paper clip icon .

The picture below illustrates two attachment actions on the record form:

Attachment widget 

Attachments can be added via an attachment widget in the agent interface. For this, you need to use the <attachment> SimpleTag within a certain widget instance. It is unnecessary to specify the recordId, tableName attributes for the <attachment> tag located on the page with the form. Therefore, a widget template with an attachment tag will look like this:

<attachment> </attachment> 

Add and manage attachments

You can attach files in the following ways:

• Drag files into the window.
• Click Upload from computer and add files via the file manager.
• Copy and paste files from the file manager.

Upload a file

To attach a file to some record, complete the steps below:

1. Navigate to a record you need to work on.

2. Open the Attachments window:

   • Click the attachments icon at the top right corner.

   • Click the attachments icon by the field name.

3. Attach the file you need. Attached files appear at the top of the form or by the field name.

4. Close the Attachments window to return to the record.

5. Click Save or Save and Exit.

The picture below illustrates the attachment window:

Copy a file

To copy attachments, use the server-side scripts. You can use one of the following ways:

• Use the base64 object of the original attachment. Due to the specifics of the readBase64 method, the maximum size of the copied file is 10 Mb.

  Example Expand source

  const attachmentRec = new SimpleRecord('sys_attachment');
  attachmentRec.get('167654133500015741');
  ss.info(`Original size bytes: ${attachmentRec.size_bytes}`);
  // Info: Original size bytes: 92414492
    
  const attach = new SimpleAttachment();
  const base64Value = attach.readBase64(attachmentRec.sys_id);
    
  const attachCopyId = attach.writeBase64(
    attachmentRec.record_document_id,
    'copy_of_' + attachmentRec.file_name,
    base64Value,
    attachmentRec.mime_content_type
  );
  if (attachCopyId) {
    attachmentRec.get(attachCopyId);
    ss.info(`/record/sys_attachment/${attachCopyId}`);
    // Info: /record/sys_attachment/167654428100399185
    ss.info(`Copy size bytes: ${attachmentRec.size_bytes}`);
    // Info: Copy size bytes: 0
  }

• Use the SimpleAttachmentService class. The maximum size of the copied file depends on the instance-wide limit that is specified in the max_file_size_upload system property.

  Example Expand source

  const attachmentRec = new SimpleRecord('sys_attachment');
  attachmentRec.get('167654133500015741');
  ss.info(`Original size bytes: ${attachmentRec.size_bytes}`);
  // Info: Original size bytes: 92414492
    
  const importSource = new SimpleRecord('sys_import_source');
  importSource.get('167647710807446665'); // From Incident Import Source
  const docId = ss.getDocIdByIds(importSource.sys_db_table_id, importSource.sys_id);
    
  const attach = new SimpleAttachment();
  const attachUrl = attach.getAttachmentUrlById(attachmentRec.sys_id);
  const simpleAttach = new SimpleAttachmentService();
  const docID = ss.getDocIdByIds(importSource.sys_db_table_id, importSource.sys_id);
  const attachCopyId = simpleAttach.createAttachmentByUrl(attachUrl, docId, `Copy_of_the_${attachmentRec.file_name}`);
    
  if (attachCopyId) {
    attachmentRec.get(attachCopyId);
    ss.info(`/record/sys_attachment/${attachCopyId}`);
    // Info: /record/sys_attachment/167654472004676912
    ss.info(`Copy size bytes: ${attachmentRec.size_bytes}`);
    // Info: Copy size bytes: 92414492
  }

Delete a file

To delete a file uploaded earlier, complete the steps below:

1. Navigate to a record you need to work on.

2. Open the Attachments window:

   • Click the attachments icon in the top right corner.

   • Click the attachments icon by the field name.

3. Delete a file or files in the following ways: 

   • • If there is one file, click Delete.
       

     • If there are multiple files:

       • To delete a single file, move the pointer to the file and click the delete icon .
       • To delete some files, move the pointer to a file you need to delete, click the three-dots icon , and then select Choose. Repeat for other files you need to delete. Click Delete (x).

       • To delete all files, click Select all and Delete (x).

4. Close the Attachments window to return to the record.

5. Click Save or Save and Exit.

Parsing and indexing

Attachment content parsing and indexing are possible only if the attachment file size is under 30 Mb. The limit is fixed and cannot be modified. If the file is bigger than 30 Mb, it will not be indexed. The warning message related to the indexation will be written to logs. The log message will be the following: Attachment {Attachment ID} content parsing failed.

You will be able to find more information later in the Main Log (sys_log) table using the criteria below for the filter:

• • Source IS Attachment Parser

  • Message Contains { Attachment ID }

Indexing is performed only for specific file formats. The Content field will be automatically filled with the text content of the attached file if the file extension is included in the list: 'txt', 'ini', 'reg', 'csv', 'json', 'htm', 'html', 'doc' , 'docx', 'xls', 'xlsx'.  Full Text Search is enabled within the Content field. It allows you to search globally for its content.

Attachment Download URL

Attachment records can be public or non-public. The publicity of attachments affects whether an attachment link will have an expiration date.

• Links to public attachments do not expire.
• Links to non-public attachments have a lifetime of 1 hour by default from the moment they are generated. The lifetime of a link is determined through the system property s3.presigned.link.lifetime.

The Is Public attribute on the Attachment form defines the publicity of attachments. 

There are two ways of generating attachment links:

1. If you are logged in, use the relative link `/attachments/${sys_attachment.sys_id}` to download attachments. 
2. Generate a link like `{your-instance-url}/v1/attachments/download/{sys_attachment.sys_id}?access-token={s_user.accessToken}`, where 
   • your-instance-url – the address of the instance where the attachment resides. If the attachment in on the same instance that the script is running on, use a relative link `/v1/attachments/download/${sys_attachment.sys_id}?access-token=${s_user.accessToken}`.
   • sys_attachment.sys_id – Attachment ID.
   • user_token – user token. To get the current user's token in the client script, use the s_user.accessToken property. To get the current user token in the server script, use the getAccessToken() method of the SimpleUser() class.

3. Use the getAttachmentUrlById() Server API method to get the link. 
   

   Example

   const current = new SimpleRecord('sys_attachment');
   current.get('164313646211541086');
   const ATTACH_ID = current.sys_id;
   
   const simpleAttach = new SimpleAttachment();
   const attachUrl = simpleAttach.getAttachmentUrlById(ATTACH_ID);

   Depending on the publicity of an attachment, two links will be generated. For example:

   • • for non-public attachments: https://s3-{your-instance-url}/attachment/9/b7/prp5bikeyg70mpn7mhfszi4amgzleo?response-content-disposition=inline%3B%20filename%3D%22image.png%22&response-content-type=image%2Fpng%3B&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Algorithm=...&X-Amz-Credential=...&X-Amz-Date=...&X-Amz-SignedHeaders=host&X-Amz-Expires=3600&X-Amz-Signature=...
     • for public attachments: https://s3-{your-instance-url}/public-attachment/9/b7/prp5bikeyg70mpn7mhfszi4amgzleo?response-content-disposition=inline%3B%20filename%3D%22image.png%22&response-content-type=image%2Fpng%3B