Attachment administration

Administrators can configure options for how files are uploaded and attached to records.

Note: To learn how to upload attachments to records, see Add attachments.

Attachment tables

When you store an attachment to any table, a record is created in the Attachment [sys_attachment] table that contains attachment metadata, and the file data is stored in the Attachment Document [sys_attachment_doc] table, in 4k chunks. For example, if you attach a 12k file called My_attachment.pdf, then there is an Attachment entry with three related Attachment Document entries.

Disable attachments on a table

You can prevent attachments from being added to records on a specific table.

Before you begin

Role required: admin

Procedure

  1. Open a record in the table.
  2. Right-click the form header and select Configure > Dictionary.
  3. In the list of dictionary entries, select the first record in the list (the record with no Column name entry).
  4. Add no_attachment to the Attributes field, separated by commas from any existing attributes.
    See Dictionary attributes for more information.

Disable the drag and drop feature

You can disable the drag-and-drop attachment feature.

  1. Navigate to System Properties > UI Properties.
  2. Clear the check box for the Allow attachment drag and drop in supported HTML5 browsers property.
  3. Click Save.
    Note: Users can still upload attachments by browsing to the file.

Limit attachment file size

You can specify the maximum attachment size.

  1. Navigate to System Properties > Security.
  2. Enter a value in the Maximum file attachment size in megabytes property. Leave the field empty to allow attachments up to a maximum of 1GB. By default, this field is blank.
  3. Click Save.
    The maximum attachment size for email attachments is configured separately.
    Warning: Uploading large attachments might lead to issues with the user's active session on the instance.

Restrict who can attach files

You can restrict who can add attachments by using a role.

  1. Navigate to System Properties > Security.
  2. In the Attachment limits and behavior section, locate the List of roles (comma-separated) that can create attachments property (glide.attachment.role).
  3. Enter one or more roles separated by commas.
    Only roles listed in this property are able to upload attachments to a record. If no roles are entered, then all roles can upload attachments.
  4. Click Save.

Restrict file extensions

The glide.attachment.extensions property restricts the file extensions that users can upload as attachments.

About this task

Use this property to improve security by preventing users from uploading harmful files, such as viruses, as attachments. Additionally, this capability can prevent the use of incompatible filetypes. For example, Internet Explorer does not support icons in .png format. Note that this property does not restrict files based on the actual file type, but only based on the extension.

Procedure

  1. Navigate to System Properties > Security.
  2. In the Attachment limits and behavior section, locate the List of file extensions (comma-separated) that can be attached to documents via the attachment dialog property.
  3. Enter the file extensions and click Save.
    If no extensions are specified, then all extensions are allowed. However, if any extensions are specified, all unlisted extensions are restricted. Listed extensions should not include the dot (.) prefix or spaces after commas. For example, enter xls,xlsx,doc,docx.

Configure attachment icons

You can configure the icon that appears beside an attachment of a particular file type.

  1. Determine the path of the image file. If desired, upload a new image.
  2. Navigate to System UI > Attachment Icon Rules.
  3. Open an existing rule or click New to create a new rule.
  4. Enter the rule details.
    Field Description
    Select icon by Select MIME Type or File Extension.
    Note: If a file type has an icon specified by MIME Type and a different icon specified by File Extension, the MIME Type icon takes precedence.
    MIME type If Select icon by is MIME Type, enter the MIME type and subtype to associate with the icon, separated by a slash (example: application/pdf).
    File extension If Select icon by is FIle Extension, enter the file extension to associate with the icon beginning with the period (example: .pdf).
    Icon Enter the path to the icon image file (example: images/icons/attach_pdf.gifx)
  5. Click Submit or Update.

Attachment events and logging

Uploading, viewing, and deleting file attachments triggers a single event that can be used for notifications or in scripts. Attachment events can be processed by a script action or notification.

Only one event is created when action is taken on a record with attachments, even when the record has multiple attachments. The following events are provided.

Table 1. Attachment events
Event Description
attachment.read An attachment has been read or downloaded.
attachment.uploaded An attachment has been uploaded. If multiple attachments are uploaded to a record at one time, only one event is created.
attachment.deleted An attachment has been deleted. This event is also triggered when the record containing the attachment is deleted. If a record is deleted that contains multiple attachments, a separate event is triggered for each attachment in the deleted record.
attachment.renamed An attachment has been renamed.

Attachment logging

When an attachment is downloaded, the attachment.read event record is written, and you can do something with this event. For example, you can record when and by whom certain attachments are downloaded. For this functionality, current is a sys_attachment record, and the event record uses the following parameters:
  • parm1: File name
  • parm2: Table name

Enable attachment indexing on a table

When you enable the attachment indexing for a table, text searches can return matches from the record and its file attachments.

Before you begin

Role required: admin

About this task

By default, attachment indexing is enabled for the Knowledge Base.

Enabling attachment indexing causes the platform to re-index the selected table, its parent table, and any children of the parent table.
Warning: For large tables, such as the Task table, re-indexing can take several hours and slows down the system until complete. Re-indexing is best performed during non-peak times.

Procedure

  1. Navigate to System Definition > Dictionary and select the record for the table.
  2. Click the Attributes tab.
  3. Click New and add the following values.
    Table 2. Attribute values
    Field Value
    Attribute Attachment index
    Value true
    Note: The attachment indexing attribute only applies to the tables on which you explicitly add it. It does not cascade to child tables. For example, indexing attachments on the Task table does not index attachments on the Incident table.
  4. Click Submit.
  5. (Optional) To disable attachment indexing, remove the attribute.
  6. Click Update.
    The indexing process begins. When it is complete, attachments can be searched on that table.

Debug attachment indexing

To change debugging options for attachment indexing, add these system properties.

  • glide.ts.index.attachment.debug: when the value is set to true, enables log messages for exceptions that occur when indexing attachments (default is false).

    You can leave this property enabled during normal operations to capture stack trace information about any exceptions.

  • glide.ts.index.attachment.list_terms.debug: when the value is set to true, logs all indexed terms when an attachment is indexed (default is false).

    [Recommended] For optimal performance, set this property to false during normal operations. Only enable this property when you are actively debugging an issue.