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SimpleOne supports attaching 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.

records. See the Attachments article to learn how to upload, download and delete files attached to a record using the portal or agent interfaces. This article provides information on how to configure various aspects of the system related to attachments:

• configure attachment actions in the interface.
• manage attachment records.
  
• parsing.
• monitor the system logs.
• set the system properties.
• configure access to attachments.

Attachment in interface

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action action

Action and Image field

You can attach files to a field ofimage Image type and a record with the attachment action. It The action is displayed on forms as the paper clip icon Image Removed Image Added.

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

Operate the attachments using the SimpleAttachment API methods.

Attachment widget

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widget 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

• by clicking Select files and adding them via the file manager

• by dragging and dropping files in the window

• by pressing Ctrl(Cmd) and V keys on your keyboard to paste an image from the clipboard

• by clicking Add files and selecting them via the file manager if files have been uploaded before.

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File uploading

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 Image Removed at the top right corner.

   • Click the attachments icon Image Removed 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:

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File deleting

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 Image Removed at the top right corner.

   • Click the attachments icon Image Removed by the field name.

3. Delete a file or files in following ways: 

   • If there is one file, click Delete.
     

   • If there are several files, hover the cursor over a file you want to delete, click the three-dots icon Image Removedand select Choose. Repeat for other files you want to delete. Click Delete.

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   • Click Select all and Delete to remove all uploaded files.

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

5. Click Save or Save and Exit.

Parsing and indexing

Attachment record 

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record record

When you upload a file, a record is created in the Attachment (sys_attachment) table. To reach these records, navigate to Attachments → All Attachments.

Attachment record form fields

Parsing

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parsing parsing

Parsing attachment content is possible only if the attachment file size does not exceed 30 MBAttachment 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 MbMB, it will not be indexed. The warning message related to the indexation will be written to logs. You will be able to find more information later in the Main Log (sys_log) table using the criteria below for the filter:

• • Level IS Warning

  • 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.

following event is implemented:

1. In the Attachments (sys_attachment) table record, the attachment content parsed from the provided file is placed. The attachment content is populated in the Content field, and the content encoding – to in the Encoding field. The content encoding is automatically detected.

Attachment

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.
• 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:

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

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:

logging 

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log log

The system logs all operations (except for reading) in the Main Log (sys_log) table. Operations related to attachments have the Source field value equal to Attachment. Navigate to System Logs → Main Log.

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If any errors or exceptions were thrown during the attaching process, they can be found in the Exception Log (sys_log_exception) list. Navigate to System Logs → Exception Log.

Refer to the System Audit article to learn more.

Configure attachment properties 

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property property

To set up attachment properties, complete the following steps:

1. Navigate to System Properties → All Properties.
2. Find the property record you need, using the list search boxes or the condition builder, and open it.

3. Edit the Value field.

4. Click Save or Save and exit to apply the changes.

Access to attachments 

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access access

Using the Access Control List (ACL), you can restrict operations on Image columns for users with specific roles. 

Role required: security_admin.

Restrict access to fields of Image type

To restrict access, perform the following steps:

1. Navigate to System Security → Access Control (ACL).

2. Click New and fill in the fields.

3. In the Column field, select the image column you need to secure.

4. Click Save or Save and exit to apply the changes.

As a result:

• There will be restrictions on creating, editing, and/or reading columns in a specific table. 
• The specified rules will be applied to the portal forms as well.

The table below describes the effect of the operation restrictions on an image field:

Restrict access to attachments

• Attachments can only be uploaded by a user with rights to create records in the Attachments (sys_attachment) table, and with rights to edit records to which they are trying to upload an attachment. To prevent a user from uploading an attachment, set up access control to one of these operations.
• Attachments can be deleted by a user with rights to delete records from the Attachments (sys_attachment) table, and with rights to edit or delete the record from which they are trying to delete an attachment.
• Attachments can be downloaded by a user with rights to read the Attachments (sys_attachment) table and the record to which the attachment is attached.
• Copying can be done by a user with read access to the table of the record to which the original attachment is attached, and with edit access to the table in which the copy is being made.

You can supplement the existing access control rules for the Attachments (sys_attachment) table with new rules containing other conditions. New rules should not contradict the existing ones. To do this, complete the steps below:

1. Navigate to System Security → Access Control (ACL).

2. Click New and fill in the fields.

3. In the Table field, select the Attachment table.

4. Click Save or Save and exit to apply the changes.

See the Access Control articles to learn more about access limitations.