Some assets include attributes that allow you to associate supporting documents such as programming guides, sample code, script files and project plan with the asset.
For example, Service assets include the Specification profile. This profile contains several file-related attributes representing external documents such as Functional Requirements, Error Messages , Release Notes and so forth.
You can attach a document to an asset instance in the following ways:
You can attach a document from your organization's supporting document library. The supporting document library is a collection of shareable documents that members of your organization have uploaded to CentraSite's document repository. For more information about the supporting document library, see Managing the Supporting Document Library.
You can attach any document on the network that is accessible via a URL (permitted protocols are http, https, file and ftp).
When attaching a document to an asset, keep the following points in mind:
A document in the supporting document library can be shared by multiple assets in the catalog. For example, if you have two Web service assets that refer to the same programming guide, you can upload one copy of the programming guide to the supporting document library and attach it to both assets.
If the document that you want to attach to an asset is not already in the supporting document library, you can upload it to the library when you set the file-related attribute. (To use this feature, you must belong to a role that has the "Create Assets" permission for the organization into whose library you want place the document.)
If you attach a document to an asset that will be viewed by users in other organizations, those users will only be able to view the attached document if they have the "View Supporting Documents" permission.
CentraSite relies on file extensions to determine a file's type. When you upload a file from your local machine to the supporting document library, be sure the name of the file on your local machine includes a file extension so that CentraSite can determine the file's type and mark it correctly in the supporting document library.
When you attach a document to an attribute using a URL, be aware that the attribute simply creates a reference to the document at that URL. CentraSite does not retrieve the document from the URL and place it in its document repository. If the referenced document is subsequently modified, renamed or deleted, the reference may become invalid.
To attach a document using a URL
In CentraSite Control, display the details page for the asset to which you want to attach a document. If you need procedures for this step, see Viewing Details for an Asset
Choose the profile that contains the attribute to which you want to attach the document.
Locate the attribute and click its Attach button. (If the attribute has existing attachments, be sure to click the bottom-most Attach button. If you click an Attach button that belongs to an existing attachment, you will replace that attachment. If you do not see an available Attach button, use the plus button to display one.)
The Add External Link dialog is displayed.
Enable the Point to URL option and type the document's URL into the adjacent text box. (Supported protocols are http, https, file and ftp.)
Click OK.
Repeat steps 3 to 5 for each URL that you want to attach to the attribute.
Click Save to save your changes.
To attach a document from the supporting document library
In CentraSite Control, display the details page for the asset to which you want to attach a document. If you need procedures for this step, see Viewing Details for an Asset.
Click the profile that contains the attribute to which you want to attach the document.
Locate the attribute and click its Attach button. (If the attribute has existing attachments, be sure to click the bottom-most Attach button. If you click an Attach button that belongs to an existing attachment, you will replace that attachment. If you do not see an available Attach button, use the plus button to display one. )
The Add External Link dialog is displayed.
Enable the Add a document from the Supporting Document Library option.
If the document that you want to attach to the asset is not already in the supporting document library, use the following steps to upload it to the library.
Click Upload New Document to Selected Folder.
In the Add Document dialog box, specify the following fields.
| In this field... | Specify... |
|---|---|
| Folder |
The name of the target folder in the supporting document library. Click Browse to select the folder. |
| File |
The full pathname within your operating system environment of the file that you want to upload to the supporting document library. Click Browse to select the file. To ensure that CentraSite sets the file type correctly in the supporting document library, the name of the file should include an extension that indicates the type of data it contains. |
| Name |
The name by which the document will be identified in the library. This is also the name that users will see when the document is attached to a File attribute. |
| Description | Optional. A descriptive comment that provides users with more information about the document. Description cannot exceed 4000 characters. |
In the Supporting Documents list, select the document that you want to attach to the asset.
Click OK.
Repeat steps 3 to 7 for each document that you want to attach to the attribute.
Click Save to save your changes.
Use the following procedure to remove an attachment from a File attribute.
To remove an supporting document from an asset
In CentraSite Control, display the details page for the asset from which you want to remove an attached document. If you need procedures for this step, see Viewing Details for an Asset.
Select the profile that contains the attribute to which the document is attached.
Locate the supporting document that you want to delete and click its minus button. Repeat for each document that you want to delete.
Click Save to save your changes.
