How can I add a default attachment type to a form?

In DM Scan Batch Viewer, when setting up a new Batch, you can add an Attachment Type that will default into the attachments when used in AP or PO Entry.

Not only are Attachment Types useful for searching/locating information in Document Management, but Attachment Type Security is the primary method of securing sensitive attachment information. In order for that security to be effective, you need to make sure attachment types are being assigned to all attachments. The easiest way to do this is to set attachment type defaults to commonly used forms, and forms where sensitive information is stored. Examples include:

• Invoices in AP Transaction Entry or AP Unapproved Invoice Entry

• Audit reports in HQBC

• PR Check Stubs in PR Pay Sequence Control

• Various PM Document Types

Steps to add default attachment types:

1. Open the DM Attachment Index Search form and press Search to do a rough search of attachments. If you have a very large number of attachments, you can add some filter criteria to narrow if necessary.

2. Scroll through the list of results and take note of the Form Names that appear frequently without an Attachment Type, like below:

   

3. In the example above, you can see that PMRFI and PRSeqControl (check stub) attachments do not have an attachment type, while others like HQBC do.

4. To set a default attachment type on a form, from the Main Menu, right-click on that form (PR Employee Pay Seq Control for example) and select Form Properties.

   (Note: you will need to have "Form Admin" rights in your VA User Profile to do this)

5. In the Form Properties window, select the "System Wide" tab and use F4 to lookup the System Default Attachment Type. This will apply to any attachment created by this form.

   

   

   The steps above will update future attachments.

   To update existing attachments, follow these steps:

   1. In the DM Attachment Index Search, perform a search that pulls in all attachments, then use the Filter Bar to show only attachments to the Form you want to update. In the example below, that's PMRFI.

   2. Select the first record, then scroll down and shift-click to select the last record.

   3. Click Manage Selected Attachments and select the Attachment Types tab.

   4. Select the Add Attachment Type option and select an attachment type you would like to apply to the selection, and Apply to All.