Attachment System Workflow Documentation¶

Overview¶

The Attachment System is a crucial component of the Purchase Request System (PRS) that manages file attachments for various entities in the construction and development company's procurement process. This document outlines the workflow, user roles, and processes involved in handling attachments throughout the procurement lifecycle.

User Roles and Access¶

User Types¶

• IT Admin: Full system access and management capabilities
• Purchasing/Procurement Staff: Can manage attachments for suppliers and requisitions
• Requesters: Can upload and view attachments for their own requisitions
• All Users: Can view attachments based on their access level

Attachment Types and Workflow¶

1. Supplier Attachments¶

graph TD
    A[Procurement Staff Selects Supplier] --> B[Click Attachments Button]
    B --> C[Upload Documents]
    C --> D[System Validates]
    D --> E{Valid?}
    E -->|Yes| F[Save Attachment]
    E -->|No| G[Show Error]
    F --> H[Display New Attachment Badge]

File Requirements:
- Formats: PDF, DOC, DOCX, XLS, XLSX, CSV, JPG, PNG, JPEG
- Maximum size: 25MB per file
- Multiple files allowed up to 5 Files per upload

2. Requisition Slip Attachments¶

graph TD
    A[Requester Creates RS] --> B[Upload Supporting Documents]
    B --> C[System Validates]
    C --> D{Valid?}
    D -->|Yes| E[Save Attachment]
    D -->|No| F[Show Error]
    E --> G[Display New Attachment Badge]
    G --> H[Approver Reviews]

File Requirements:
- Formats: PDF, DOC, DOCX, XLS, XLSX, CSV, JPG, PNG, JPEG
- Maximum size: 25MB per file
- Multiple files allowed up to 5 Files per upload

3. Canvass Attachments¶

graph TD
    A[Purchasing Staff Enters Canvass] --> B[Upload Supplier Documents]
    B --> C[System Validates]
    C --> D{Valid?}
    D -->|Yes| E[Save Attachment]
    D -->|No| F[Show Error]
    E --> G[Display New Attachment Badge]
    G --> H[Review and Approval]

File Management Rules¶

Size and Format Restrictions¶

• Maximum file size: 25MB per file
• Allowed formats: PDF, DOC, DOCX, XLS, XLSX, CSV, JPG, PNG, JPEG
• Multiple files allowed up to 5 Files per upload

Common Scenarios¶

Supplier Attachment Management¶

1. Procurement staff selects supplier
2. Clicks Attachments button
3. Uploads required documents
4. System validates files
5. Documents are attached to supplier
6. New attachment badge displayed

Requisition Slip Attachment¶

1. Requester creates new requisition
2. Uploads supporting documents
3. System validates files
4. Documents are attached to requisition
5. New attachment badge displayed
6. Notifications sent to approvers

Canvass Attachment¶

1. Purchasing staff enters canvass details
2. Uploads supplier documents
3. System validates files
4. Documents are attached to canvass
5. New attachment badge displayed
6. Review and approval process initiated

Attachment Viewing and Management¶

Viewing Attachments¶

1. Click entity (Supplier/RS/Canvass)
2. Click Check Attachments button
3. View attachment modal displays:
4. List of uploaded documents
5. Date uploaded
6. File name
7. New attachment badge for latest uploads

Filtering and Search¶

• Date range filtering (From-To)
• File name search
• Apply and Clear buttons for filters
• Sort by upload date

Attachment Removal¶

1. Click X icon on attachment
2. Confirmation modal appears
3. Confirm removal
4. System logs action in audit logs
5. Attachment removed from entity

Error Handling¶

Common Issues and Solutions¶

Upload Failures
- Check file size (max 25MB)
- Verify file format
- Check internet connection
- Clear browser cache

Missing Attachments
- Verify upload completion
- Check file permissions
- Contact system administrator
- Use backup files if available

Access Issues
- Verify user permissions
- Check entity ownership
- Contact approver for access
- Log issue with IT support

Best Practices¶

Before Upload
- Verify document completeness
- Check file size and format
- Use clear naming conventions
- Scan for viruses

During Upload
- Monitor upload progress
- Don't close browser window
- Keep internet connection stable
- Verify successful upload

After Upload
- Verify document visibility
- Check document quality
- Confirm proper attachment
- Notify relevant parties