Using E-Business Suite Attachments Appendix A Instructor Notes This is an optional module that can be taught if time allows. This module focuses on the high level setup only. Inform the students that they should consult the E- Business Suite Attachments chapter in the Oracle Product Lifecycle Management User’s Guide for more information regarding this feature. <Course name> <Lesson number> - 1

<Course name> <Lesson number> - 2 Objectives After completing this module you should be able to: Describe the key features of the E-Business Suite Attachments solution Describe the major functions of E-Business Suite Attachments <Course name> <Lesson number> - 2

<Course name> <Lesson number> - 3 Agenda Describing the key features of the E-Business Suite Attachments solution Describing the major functions of E-Business Suite Attachments <Course name> <Lesson number> - 3

E-Business Suite Attachments In HTML-based applications, the Attachments feature gives users the ability to associate files and folders with business objects. Such files and folders are referred to as attachments. Attachments are saved in storage systems called repositories. You have the option to integrate the Oracle E-Business Suite with Oracle Content DB (OCD), an embedded file system within the Oracle Database. This integration must also be enabled at the product level for this functionality to be available. For example, Oracle Projects and the system support this integration with Oracle Content DB. If your Oracle E-Business Suite system has been integrated with Oracle Content DB, then you can store attachments in Oracle Content DB, as well as the native E-Business Suite repository. If your Oracle E-Business Suite system has not been integrated with the Oracle Content DB, then the native E-Business Suite repository is the only repository that is available for your use. Consequently, you will not have access to the more extensive file management features offered by Oracle Content DB. Terms Attachment: Any piece of non-structured data that is linked to more structured application data in order to illustrate or clarify the application data. For example, text files, images, word processing documents, spreadsheets, videos, and Web pages can all be used as attachments. Attachment category: Allow attachments to be classified for organizational purposes. They can be used to improve search results and to enforce business processes. The definitions of attachment categories are based on the common characteristics that a class of attachments can have. For example, you can use the attachment category "mechanical specifications" for attachments that are related to mechanical specifications. Business object: An entity in Oracle Applications that has unique characteristics and processes. For example, inventory items, projects, change requests, and purchase orders are all business objects. <Course name> <Lesson number> - 4

<Course name> <Lesson number> - 5 Agenda Describing the key features of the E-Business Suite Attachments solution Describing the major functions of E-Business Suite Attachments <Course name> <Lesson number> - 5

Managing Attachments with Oracle Content DB The Oracle Content (OCD) product is part of Oracle Database. It offers advanced file management features such as: Folders and workspaces for file management Ability to lock files File versioning Moving and copying files Drag-and-drop capability between a user’s Windows desktop and the file server OCD: Advanced File Management Features (continued) Content updates Searching for content or attributes Workspace management features for collaboration among groups of users Security and Single Sign On support Content collaboration using Oracle Workflow High availability and scalability Working in the Attachments pages You can perform the following tasks in the Attachments pages: Add attachments View attachments Detach attachments Update attachments Search for attachments For more information regarding how to perform these tasks in the Attachments pages, see: E-Business Suite Attachments in Oracle Product Lifecycle Management User’s Guide. <Course name> <Lesson number> - 6

Attaching Files and Folders You can attach files from your desktop, or attach files and folders from a configured repository to a business object. Attachments can be any type of file, folder, notes (text), or URL links. You can view, update, and detach current attachments, or add additional attachments, to a business object based on your role on the business object. For a specified business object, view attached files and attached folders from the Attachments tab. You can also sort the list by Attachment Category. <Course name> <Lesson number> - 7

Detaching Attachments When you detach an attachment, you remove the association between a record and an attachment. The ability to detach an attachment depends on how the application product you are using implements the current attachment category. Note. Attachments residing in an Oracle Content DB repository will continue to exist in the file system. However, E-Business Suite attachments will be deleted. <Course name> <Lesson number> - 8

Searching for Attachments The Search feature allows you to search for an attachment within the list of attachments for a particular object. Searching for Attachments The initial Search page allows you to view attachments by attachment category. However, you can search for attachments based on: Name Description Last Modified By Last Modified Date Status Repository You can also search using the Advanced Search capability. <Course name> <Lesson number> - 9

<Course name> <Lesson number> - 10 Updating Attachments Updating Attachments You can update some of the attachment attributes such as the name, description and attachment category. Note: For EBS attachments, the Attachment Type cannot be changed during an update operation. <Course name> <Lesson number> - 10

Logging On to Repositories When working with attachments, you may be prompted to log in to repositories that require their own user authentications. Use the user name and password that corresponds to the repository that you are trying to access, not the user name and password that applies to your current Oracle Applications session. Logging On to Repositories Users are granted access to folders in Oracle Content DB in one or more of the following ways: • Directly, in Oracle Content DB • By inheriting access from a parent folder in Oracle Content DB • By mapping the user's role on the business object to the attached folder. If you use Oracle Content DB as the repository, there is no need to sign on if you are already signed on to the EBS Applications. Users log in to Oracle E-Business Suite (EBS) Applications and Oracle Content DB (OCD) using a single sign-on integration built using the Oracle Internet Directory, which holds user information in a common location. You can also use the same user name and password to independently log on to EBS Applications or OCD. See: Setting Up the Repository, Oracle Product Lifecycle Management Implementation Guide or Oracle Product Information Management Data Librarian Implementation Guide <Course name> <Lesson number> - 11