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This documentation refers to the new process editor of the platform. If you are using the current process editor, access Configure activity.
LANGUAGE
Speaking of rules for attachments in requests... 
The rules for attachments are conditions or prerequisites that you can define in the Start and Activity components, which represent stages of a process. They can require, prohibit, or allow attachments with specific characteristics, such as file names, extensions, number of files, among others – regardless of the attachments that already exist in the request, from previous stages, for example – ensuring that the stage is complete and meets the criteria required for the request to proceed.
The rules for attachments can be:
- general: these are simpler rules aimed at requiring quantities of attachments;
- specific: these are rules that, combined with the general ones, allow for requiring specific characteristics of the attachments, such as name or extension;
- advanced: these are specific rules with conditions defined from special characters, each with its own meaning.
Note:
The rules for attachments are not required in any component. You may or may not set them in accordance with the specific needs of each stage, process, or business.
If no rule is set, you can add any type and any quantity of attachments, meaning that no validation is performed.
Tip!
Click here to learn how to configure rules for attachments in a stage of the process.
Rule objectives
The rules aim to expedite the resolution of requests, as they prevent the forwarding of requests lacking the content required for analysis in the next step being complete or correct, for example, which would require the request to be returned for adjustments.
In this way, the rules help to avoid rework and delays in the resolution of requests, as well as aim to facilitate the analysis of each step and the understanding of what the request demands.
Order of rule verification
When you move the request to the next step, the system verifies the rules for attachments of the current step, and if any of them are not met, it displays a message notifying which rules have been met and which have not.
All rules must be met and all attachments must be valid to complete the step and send the request to the next one. When an attachment is considered valid for a rule, the system does not verify it against the other rules. Therefore, there is an order for rule verification, and you must consider it when creating the rules.
The order of rule verification for the step attachments is:
- 1º → The system verifies the rules for quantity, name, and extension, analyzing the attachments valid for each rule. If any of the rules are not met, it displays the validation message, preventing that it be sent to the next step.
2º → It verifies whether a rule exists with any, and whether an attachment has not met any previous rules. If so, the attachment is considered valid, as it meets the rule with any (which is the last to be verified), and allowed to continue to the next step. Otherwise – there is no rule with any, but there is an attachment that has not met any previous rules – the system displays the validation message, preventing the sending to the next step, even if the other attachments have met the previous rules.
EXAMPLE 1
→ A step has 3 rules for attachments, one of which is with any one.
→ You add 4 attachments. Two of them met the first rule, one met the second rule, and the fourth did not meet either of the two rules (which are checked before the rule with any one).
→ Since the third rule has the any one, this fourth attachment meets it. In this case, all rules are met and all attachments are valid. Therefore, it can move to the next step.EXAMPLE 2
→ A step has 2 rules for attachments and none of them use any one.
→ You add 3 attachments. One met the first rule, another met the second rule, and the third did not meet either of the two rules.
→ Since there is no rule with any one, this third attachment did not meet any rule. In this case, it is not considered valid. Therefore, it cannot move to the next step.
General rule
General rules are the simplest. They are useful for defining the required number of attachments, as well as whether the attachment can be of any type or in any quantity at the step.
Check below an example for each condition available for creating general rules for attachments.
→ The attachment must be equal to 2.
You are required to add two attachments at this step, and you are not allowed to add more.
→ The attachment must be greater than 0.
You are required to add at least one attachment at this step, and you are allowed to add more than one.
→ The attachment must be greater than or equal to 1.
You are required to add at least one attachment at this step, and you are allowed to add more than one.
→ The attachment must be less than 3.
You are allowed to add up to two attachments at this step or leave the step without attachments.
→ The attachment must be less than or equal to 4.
You are allowed to add up to four attachments at this step or leave the step without attachments.
→ The attachment must be any one.
You are allowed to add any type and any quantity of attachments at this step, including leaving the step without attachments.
SCENARIO 1
In a process of Requesting a waiver of hours due to medical issues to the Payroll area, the requester must necessarily submit the medical certificate that justifies the waiver. The certificate is accepted in any format, which can be an image, a photo, a PDF document, a ZIP file. In short, no file type is required. However, the requester can submit only one certificate per request, meaning that if they have more than one certificate, they must open a request for each one.
Thus, the rule can be defined as follows:
→ The attachment must equal 1.
You are required to add one attachment of any type, and you are not allowed to add more than one.
SCENARIO 2
In a process of Simple budget approval, the person responsible for the approval prefers that the details be provided directly in the request form, so that when opening the request for analysis, the amount to be approved is already evident, without the need to open a document to see the information.
→ In this case, you do not need to add any rules, just activate the option Prohibit attachments, which means that no attachments are allowed at this stage. The budget details must be added in the request form.
Specific rule
You need to combine specific rules with general rules to allow or require specific attachment characteristics, such as file name and extension.
You can define, for example, that the user can only add attachments with a certain type of extension, or require that the attached file follows a predetermined naming pattern.
Check below some examples of specific attachment rules.
→ The attachment must be equal to 1 with the file name containing the term note at the beginning.
You are required to add an attachment that has the term note at the beginning of its name.
→ The attachment must be less than or equal to 2 with the extension equal to .zip.
You are allowed to add up to two attachments with the .zip extension or leave the step without attachments.
→ The attachment must be equal to 1 with the name and extension containing the term boleto at the beginning and the term .pdf at the end.
You are required to add an attachment that has the term boleto at the beginning of its name and that is a PDF document.
SCENARIO 1
In a ticket opening process for the IT department, the requester needs to send at least one image of the inconsistency that is occurring or of the resource for which they are requesting assistance. Only images of the PNG type are accepted. If possible, it is also interesting to send the log, but it must be in TXT format and is not required.
Thus, you can set the rules as follows:
→ The attachment must be greater than or equal to 1 with the extension equal to .png.
The requester is required to add at least one attachment that is an image with the .png extension. However, if desired, they can add more attachments.
→ The attachment must be greater than or equal to 0 with the extension equal to .txt.
If the requester can obtain the log, they can attach it to the request to facilitate analysis. However, they are not required to attach it.
→ The attachment must be equal to 0 with the extension equal to .exe.
For security reasons, you are not allowed to add any attachment that has the .exe extension.
SCENARIO 2
In a payment request process for the Finance area, the requester must submit three documents: the electronic invoice, the payment slip, and a detailed list of the products or services acquired. The documents must be in PDF format and identified by the respective names "boleto", "fatura", and the invoice must be identified with the code "NF" at the beginning of the name.
Thus, the rules can be defined as follows:
→ The attachment must be equal to 1 with the name and extension containing the term boleto in the name and the term pdf in the extension.
You are required to add an attachment that has the name boleto and is a document with the .pdf extension.
→ The attachment must be equal to 1 with the name and extension containing the term fatura in the name and the term pdf in the extension.
You are required to add an attachment that has the name fatura and is a document with the .pdf extension.
→ The attachment must be equal to 1 with the name and extension containing the term NF at the beginning of the name and the term pdf at the end of the extension.
You are required to add an attachment with the characters NF at the beginning of its name and with the .pdf extension to identify it as the invoice. Attachments such as NF_10355.pdf, NF89665.doc.pdf, NF-58361.pdf are acceptable.
Advanced rule
You must set the advanced rules from an expression that can use a combination of the following characters:
* (asterisk): allows for any characters to be present or absent before or after it.
EXAMPLE
boleto* → means containing the term boleto at the beginning of the name, which may or may not have any other characters after the term, including in the extension – allowed by *. Attachments such as boleto.pdf or boleto-janeiro.png are acceptable.| (pipe): means "or" and allows defining multiple patterns.
EXAMPLE
.pdf|.doc|.docx|.txt → means it can be .pdf, .doc, .docx, or .txt – extensions allowed by | – which may have any name before the extension – allowed by *. Attachments such as processo.pdf or anotações.txt are acceptable.! (exclamation): means "different from" or "prohibited" and allows blocking a pattern.
EXAMPLE
!*.zip → means different from .zip – the extension is prohibited by ! – it can have any name before the extension – allowed by *. Attachments like boleto.pdf or processo.png are acceptable.
Check out some more examples of advanced rules for attachments.
→ The attachment must be equal to 1 with advanced condition fatura.pdf|nota.pdf.
You are required to add an attachment named fatura or nota with the .pdf extension. You cannot add more than one.
→ The attachment must be any with advanced condition !server.*.
You are allowed to add any type of attachment with a name different from server and with any extension, or leave the step without attachments. The name server is prohibited.
→ The attachment must be greater than or equal to 3 with advanced condition boleto.pdf.
You are required to add at least 3 attachments, and you can add more, that contain the term boleto in the name and with the .pdf extension.
SCENARIO 1
In a travel Reimbursement Request process to the Finance area, the requester can submit proof of payment for the stay, transportation, and ticket if the trip was for an event. The proofs need to be in PDF and identified by name.
Thus, the rules can be defined as follows:
→ The attachment must be greater than or equal to 1 with advanced condition estadia.pdf|transporte.pdf|ingresso.pdf.
You are required to add at least one attachment, and you can attach more, that contains the term estadia, transporte, or ingresso in the name and with the .pdf extension.
SCENARIO 2
In a Purchase Request process for office supplies to the Purchasing area, the requester needs to submit a photo of the requested material to serve as a reference and facilitate the purchase. This photo can be of various types.
Thus, you can set the rules as follows:
→ The attachment must be greater than or equal to 1 with advanced condition .png|.jpg|.jpeg|.bmp.
You are required to add at least 1 attachment with any name that is an image with one of the allowed extensions: .png, .jpg, .jpeg, or .bmp.
Examples
We have gathered several scenarios here in which you can apply attachment rules. The examples include the rule, a help message to comply with the rule, and the results according to the scenario.
Examples of general, specific, and advanced rules are demonstrated. Click each scenario to see its details.
Require at least one attachment in the step.
Prohibit attachment in the step.
Require an attachment with the .zip extension.
Require an attachment with the .zip extension AND an attachment with the .pdf extension.
Require an attachment with the extension .zip OR .pdf.
Require an attachment with the extension .zip and allow other types of attachments to be added or not.
Prohibit attachment with the extension .zip and allow other types of attachments to be added or not.
Require an attachment with the extension .zip and require at least one other type of attachment.
Require one or more attachments of image type.
Allow only image type attachments, but without making it required.
Require an attachment with specific name and extension.
Require an attachment with a specific term at the beginning of the name and a specific extension.
Require an attachment with a specific term at the beginning of the name and extension.
Require an attachment containing a specific term in the name and at the beginning of the extension.
Prohibit attachment with a specific term in the name and allow other types of attachments to be added or not.
Prohibit attachment with specific term in the name and require an attachment with another name.
Require attachment with specific extension only if it has a specific name or any attachment of another extension.
Require attachment with specific term at the beginning of the name and specific extension or any attachment of another extension.
Prohibit attachment with specific term in the name and allow any attachment with specific extension.
Frequently asked questions
Check here some frequently asked questions about attachments in requests or in stages of requests. Click the question to see its details.
What happens if the attachment does not meet the rule?
What types of files are allowed as attachments?
What is the maximum allowed size for an attachment in the request?
What quantity of attachments does a step of the request require?
What is the maximum allowed number of attachments in a request or in a step of the request?
Attention!
This documentation is valid from the Voyager (2.0) update onwards. If you are using a previous update, it may contain information different from what you see on your platform.
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