Associating Record Attachments with People

When you upload a document to a record, you may want to attach the document to the contact or licensed professional that is associated with the current record, for the convenience of reusing the same document in the future records. You can attach the record document to the contact or licensed professional.

To associate a record attachment to people in the application intake form

1. Navigate to the Records portlet to create a new record.

2. Associate one or more contacts or licensed professional with the record.

3. Locate the Documents section in the application intake form, and click Add.

4. Locate and choose the document you want to attach to the record.

5. When adding document definitions to the document, select the contact or licensed professional from the Also Attach To drop-down list, which is the people you want to attach the document to.

   Civic Platform adds the selected document(s) to the contact or licensed professional, and populates the following document settings from the record to the contact or licensed professional: File Name (Document Name), Description, Department, Document Group/Category, Description, Modified By/Date, Uploaded By/On, Size, Type, Source, and template fields.

6. Proceed to the rest record-creation steps.

To associate a record attachment to people in the record portlet

1. Navigate to the Records portlet.

2. Use Search to locate and select the record, and click the Documents tab.

3. Select the document(s) you want to attach to people.

4. Hover the mouse cursor on the Manage Documents button, then select Add to People from the command menu.

   Civic Platform displays the list of contacts or licensed professionals that are associated with the record. If none are associated with the record, Civic Platform prompts an error message.

5. Select the contact or licensed professional to which you want to attach the selected document(s), and click Select.

   Civic Platform adds the selected document(s) to the contact or licensed professional, and populates the following document settings from the record to the contact or licensed professional: File Name (Document Name), Description, Department, Document Group/Category, Document Status/ Status Date, Description, Modified By/Date, Uploaded By/On, Size, Type, and Source, and template fields.

6. Modify the document settings if needed. You can open the Document Information window for the document, and modify the following fields: ACA Permissions, Document Group/Category, Description, Department, Status, template fields, and assign virtual folders to the document.

   For information on ACA Permissions, see Defining ACA Permissions for a Document.