Adding and granting access to attachment documents

A document library is a centralized document repository where a document manager can add and manage files. It acts as a common location to store multiple documents in the application.

The advantage of adding documents in the document library is that the documents are available in a single location and in the application itself. A centralized document library ensures that you have an easy access to documents. In the document library, you can manually ensure that you are using the latest revision of a document. The documents in the document library can be used in multiple cases and tasks. By using the document library, multiple users working on the same case and associated tasks use the same document that has been added in the document library.

For example, when you add a leave policy to the document library, case agents can attach this document to multiple cases and tasks.

Access and permissions required to manage documents

A document library is tenant specific. By default, every company under the tenant has a document manager who is a case business analyst.

As a document manager, you can add documents to the document library, and restrict the write access of the document to a particular owner group. Other than you, the following users can edit documents:

• Members of the owner group
• User who adds the document 

Actions that a user with write access can do

 A user that has the write access to a document can complete the following tasks:

• Provide read access of the document to multiple owner groups. The user must be a document manager to get read access of a document. However, when a user consumes a document in a case, the user can view the document even if the user is not a document manager.
  

• Restrict the ability to share a document with any external application other than BMC Helix Business Workflows while adding a document to the document library.
  

  Important

  You cannot add executable files (.exe) the document library.

There is no file size limit for the attachments that you can store in the Document Library. If you want to set a file size limit in your setup, contact Support.

Document status

A document in the document library has one of the following statuses:

• Draft—When you add a document in the document library, by default it is in the Draft status. You can edit a document only if it is in the Draft status.
• Published—When you change the document status to Published, it is available for consumption in cases and tasks. 

Video

The following video gives a quick overview of what a document library is and how to use it:

https://youtu.be/z4uH3Oi5edI

To add a document to the document library

As a document manager, you can add documents in the document library and attach only one file per document. To add a document to the document library, perform the following steps:

1. Log in to BMC Helix Business Workflows.
2. Click My Application Settings.
   The Settings page opens in a new browser tab.
3. Navigate to Document Management > Document Library.
4. (Version 20.08.01) On the Document Library page, from the Line of Business list, select the line of business for which you want to add documents.
5. Click Documents.

6. To attach a file, on the New Document page, click Attach and add the document.

7. Specify Title and select a combination of Company, Business Unit, Department, and Owner Group. 
   The members of the selected owner group get write access to the document.

8. To make the document easily searchable, add keywords.

9. To share the document outside BMC Helix Business Workflows, click Share Externally .

10. Specify the following details in the Additional Details section:

    • Categories: Category Tier 1, Category Tier 2, Category Tier 3, and Category Tier 4
    • Region
    • Site
      
11. Click Save.

To update and grant access to a document in the document library

 You can edit or delete a document only if it is in the Draft status. After adding a document to the document library, you can provide read access of the document to multiple support groups. To update and grant access to a document in the document library, perform the following steps:

1. Log in to BMC Helix Business Workflows.
2. Click My Application Settings.
   The Settings page opens in a new browser tab.
3. Navigate to Document Management > Document Library.
4. (Version 20.08.01) On the Document Library page, from the Line of Business list, select the line of business for which you want to update document, and click the required document.
5. (Version 20.08) On the Document Library page, click the required document.

6. To edit the details of a document, complete the following steps:

   1. On the Edit Document page, click Status.

   2. To change the document status, select Draft from the list.

7. Update the details on the page, as required.

8. To provide read access, on the Read Access tab, perform the following steps:

   1. Select a combination of Add Company, Add Business Unit, and Add Support Department.
      

   2. Select a value from the Add Support Group list.
      Only support groups directly related to the selected combination of company, line of business, business unit, and department are listed.
      

9. Click Save.

Related topics

Setting up roles and permissions