Notes and Attachments

Notes and Attachments Tab

The Notes and Attachments tab displays user notes, attachments, or system-generated information about the document. The number of notes and/or attachments is indicated on the tab.

For the most part, when a note is added by the system, the author of the note will be the system user. However, there may be some cases where the author of system generated notes is the user who is accessing the document at the time the note is added. Following are two notes with different fields that might display: 

Note Topic

Attachment Type

Notes and Attachments tab field definitions

Title	Description
Posted Timestamp	Display-only. The time and date when the attachment or note was added to the document.
Author	Display-only. The full name of the user who has added the notes or attachments.
Note Topic	This field will display on a few documents. It is not required and is not functioning.
Note Text	Required. Enter comments.
Attachment / Attached File	Optional. Select the file to attach by clicking Browse and using the standard Choose File dialog box. Click Remove Attachment to remove the file name you have selected. Once you've added the Note and/or Attachment you can delete it up to the point that the document is submitted. Once the document is submitted, you will not be able to delete the note and attachment. Deleting notes and attachments is usually assigned to administrative users to ensure the integrity of the transaction.
Attachment Type	Some documents, such as the Purchase Order and Payment Request, will allow you to specify the Attachment Type. Permissions can be added around Attachment Type to allow authorized users to view specific attachment types.
Notification Recipient	Enter a user id or use the lookup to select a person to receive a READ NOTES request in their action list. Select the Send button to send the notification. Notification can only be sent once the Note is added to the document and the document is saved.

Size and File Type Restrictions for Attachments 

Parameter ATTACHMENT_FILE_SIZE limits the size of files that can be attached to documents. The system imposes no restrictions on types of files that may be attached.

System Generated Notes

Following are some example of when system generated notes will be added:

• Customer Invoice: when it is closed by another document, such as, Customer Credit Memo or Payment Application
• Disbursement Vouchers and Payment Requests: when one of these documents is canceled inside Pre-Disbursement Processor 
• Requisition: when a Requisition doesn't become an Automatic Purchase Order

Notes added to the Business Object vs the Document

A few objects, such as Vendor, Customer and Agency, add notes to the Business Object vs the Document. When you inquire into one of these objects notes that were added to the documents that created and modified them will display.