Attachments

Millennium allows every row in most of the primary data tables (except Event Info, Summaries, Trees and Trends ) and in the Chart of Accounts lookup table to have multiple linked objects or files (attachment files). Attachments table rows are used to track the linkage between an attachment file and the data or lookup table row to which it is attached. An attachment file can be a document, a scanned image, a graphics file, a spreadsheet, an audio, a video, or any other type of file. When a data row with a linked attachment is displayed in Long display mode, the name of the attachment file (and the sub-directory path name if one exists) is shown as a hyperlink.  When you execute the hyperlink, the attachment file will automatically open in the application appropriate to, or associated with, the file type of that attachment file. If multiple attachments link to a data row, each attachment has its own hyperlink and each displays on a line of its own.

Photo files may only be inserted, updated, and deleted where Basic Data rows are maintained.

• Attachment files must be associated with an application (the appropriate software program for that type of file) in order to open and view or edit the attached file. This is usually done automatically as the attachment file is created.
• Attachment files can be stored in or copied to the inetpub/wwwroot/mill/docs directory or in a sub-directory of the docs directory, on the IIS machine, OR they can be located anywhere a virtual folder can be established in the IIS. If the Attachment files are located in a virtual folder, the IIS must be granted permission to read and write to the folder.
• It may be useful to create sub-directories for each office within your institution, or for the kinds of files (photos, bios, correspondence, etc.), as a means of organizing your institution's attachment files.
• Long file names can be used as attachment file names if your Internet Information Server (IIS) permits you to do so. Most do.

Attachments and Browser Versions

IE8 users who access Millennium over the internet (as opposed to an intranet) might receive an "Unable to copy Document" error when attempting to Upload and Insert, or Upload and Update, an Attachment. Browser Security settings for IE8 will need to be modified.

Note: Both Firefox and Chrome are supported. Longer attachment names may not fully display once an attachment has been uploaded.

1. In Internet Explorer, click Tools > Internet Options.
2. Click the Security tab.
3. In the Select a zone to view or change security settings group box, click Internet.
4. Click Custom level.
5. In the Security Settings-Internet Zone dialog, scroll to locate the Miscellaneous settings, and the Include local directory path when uploading files to a server item.
6. Click the Enable option button.
7. Click OK to close the Security Settings-Internet Zone dialog.
8. Click OK to close the Internet Options dialog.

Creating a Link between An Attachment File and Data Record

The connection between an attachment file and a data row is created via the context menu belonging to that data row. Access this context menu by passing the mouse pointer over the Edit button to the left of the data row to which you are linking the attachment. Display the Millennium row to which you want to link an attachment. Pass the mouse pointer over the Edit arrow button to the left of that data row to access a Context menu. Pause the mouse over the Link item in the menu to access a cascading menu. Click the Attachment cascading menu item to display the Attachment Insert Form.

Creating a Link between a Photo File and Data Record

Like creating a link between a photo file and data row, the connection between a photo file and a data row is created via the context menu belonging to that data row. Access this context menu within the Basic Data form, by passing the mouse pointer over the Edit button to the left of the Const. Type row. Pause the mouse over the Link item in the menu to access a cascading menu. Click the Photo cascading menu item to display the Photo Form.

Insert

If the attachment file is stored in the inetpub/wwwroot/mill/docs directory on the IIS machine, or in a sub-directory of the docs directory, use the Insert method to link the attachment file to a data row.

1. Click Browse to display the Choose File window. If the 'Look In' list box does not highlight the docs folder, navigate to its location, and continue.
2. Select the attachment file's name from the docs folder. If the attachment file is stored in a sub-directory of the docs folder, open the sub-directory folder first, and then select the attachment file name.
3. Click Open. The Choose File window closes. On the Attachment Insert Form, the Location text box auto-populates with the complete path name for the attachment file and the Attachment text box auto-populates with the name of the attachment file, including its file extension.
4. You may, instead of browsing to the attachment file's location, directly enter the path name for the attachment file into the Attachment text box. It is not required that you enter in the 'mill/wwwroot/docs' portion of the path name. For example, if the attachment file is a bit map (extension .bmp) named Picture of John Doe, and is stored in the pics sub-directory of the docs file, enter only pics/Picture of John Doe.bmp. You must include the file extension (.doc, .jpg, .bmp, .txt, etc.) when entering the name of the attachment. Once entered, the Attachments text box auto-populates with the name of the attachment file.
5. If you want to do so, enter a description of the attachment in the Description text box.

6. Click Insert to create the new row in the Attachments table, create the hyperlink to the attachment file on the data row's display, and return to the data table's main display

   OR

   Click Cancel to return to the data table display. No attachment row will be created.

Add Photo

If the photo file is stored in the inetpub/wwwroot/mill/docs directory on the IIS machine, or in a sub-directory of the docs directory, use the Add Photo method to link the photo file to a data row.

1. Click Browse display the Choose File window. If the 'Look In' list box does not highlight the docs folder, navigate to its location, and continue.
2. Select the photo file's name from the docs folder. If the photo file is stored in a sub-directory of the docs folder, open the sub-directory’s folder first, and then select the photo file name.
3. Click Open. The Choose File window closes. On the Photo Form, the Location text box auto-populates with the complete path name for the photo file and the Attachment text box auto-populates with the name of the photo file, including its file extension.
4. You may, instead of browsing to the photo file's location, directly enter the path name for the photo file into the Attachment text box. It is not required that you enter in the 'mill/wwwroot/docs' portion of the path name. For example, if the photo file is a bit map (extension .bmp) named Picture of John Doe, and is stored in the pics sub-directory of the docs file, enter only pics/Picture of John Doe.bmp. You must include the file extension (.doc, .jpg, .bmp, .txt, etc.) when entering the name of the attachment. Once entered, the Attachments text box auto-populates with the name of the photo file.
5. If you want to do so, enter a description of the photo in the Description text box.

6. Click Insert to create the new row in the Attachments table, create the hyperlink to the photo file on the data row's display, and return to the data table's main display

   OR

   Click Cancel to return to the data table display. No attachment row will be created.

Upload and Insert

If the attachment file is not stored in the inetpub/wwwroot/mill/docs directory on the IIS machine, or in a sub-directory of the docs directory, use the Upload and Insert method to link the attachment file to a data row.

Note: An attachment file can be copied (uploaded) into the docs directory only. To locate an attachment file in a sub-directory of the docs folder, you must manually copy or move the attachment file to that sub-directory, and then link the attachment file to a data row using the Insert method that is noted above.

1. Click Browse to display the Choose File window. Navigate to the folder in which the attachment file is stored. You may navigate to any folder on your machine, or to any folder on any machine you have access to through your network.
2. Select the attachment file's name.
3. Click Open. The Choose File window closes. On the Attachment Insert Form, the Location text box auto-populates with the complete path name for the current location of the attachment file. The Attachment text box auto-populates with the name of the attachment file, including its file extension.
4. If you want to do so, enter a description of the attachment in the Description text box.

5. Click Upload and Insert to copy (upload) the attachment file into the inetpub/wwwroot/mill/docs directory on the IIS machine, create the new row in the Attachments table, create the hyperlink to the attachment file on the data row's display, and return to the data table's main display

   OR

   Click Cancel to return to the data table display. No attachment row will be created, nor will the attachment file be copied to the IIS machine.

Add and Upload Photo

Link a photo into the constituent's basic data information. Only one photo is allowed per constituent. Once a photo exists, this option will not be available unless the current photo has been removed.

If the photo file is not stored in the inetpub/wwwroot/mill/docs directory on the IIS machine, or in a sub-directory of the docs directory, use the Add and Upload Photo method to link the photo file to a data row.

Note: A photo file can be copied (uploaded) into the docs directory only. To locate an photo file in a sub-directory of the docs folder, you must manually copy or move the photo file to that sub-directory, and then link the photo file to a data row using the Add Photo method that is noted above.

1. Click Browse to display the Choose File window. Navigate to the folder in which the photo is stored. You may navigate to any folder on your machine, or to any folder on any machine you have access to through your network.
2. Select the photo file's name.
3. Click Open. The Choose File window closes. On the Photo Form, the Location text box auto-populates with the complete path name for the current location of the photo file. The Attachment text box auto-populates with the name of the photo file, including its file extension.
4. If you want to do so, enter a description of the photo in the Description text box.

5. Click Add and Upload Photo to copy (upload) the photo file into the inetpub/wwwroot/mill/docs directory on the IIS machine, create the new row in the Attachments table, create the hyperlink to the photo file on the data row's display, and return to the data table's main display.

   OR

   Click Cancel to return to the data table display. No attachment row will be created, nor will the photo file be copied to the IIS machine.

Unlink an Attachment File from a Data Record

Unlink an attachment file from a data row by deleting the corresponding attachment row from the Attachments data table. The attachment file itself will not be deleted nor will it be moved from the inetpub/wwwroot/mill/docs directory (or sub-directory of docs, if attachment file is located therein). To unlink multiple attachment files from a data row, the attachment rows must be deleted one by one.

1. Display the Millennium row whose attachment file you want to unlink.
2. Pass the mouse pointer over the Edit button to the left of the specific attachment hyperlink to access the context menu. Select Update/Delete to access the Attachments Data Maintenance form.
3. Click Delete to remove the attachment row from the Attachments data table, remove the hyperlink from the data row's display, and return to the data table's main display. Click Cancel to halt the Delete process and return to the data row's display.

Edit an Attachment Record

If you change the location of an attachment file or rename the attachment file, you will need to edit the Attachment row to reflect those changes. You might also what to edit an Attachment row to add a description, or to make changes a description that already exists. Editing an Attachment row will not in any way edit the contents of the attachment file itself.

1. Display the Millennium row whose attachment row you want to edit.
2. Pass the mouse pointer over the Edit button to the left of the specific attachment hyperlink to access the context menu. Select Update/Delete to access the Attachments Data Maintenance form.
3. Enter any new or edit existing information in the appropriate text boxes
4. Click Update to update the attachment row with your edits, and return to the data table's main display. Click Cancel to halt the Edit process and return to the data row's display.

Edit or Delete a Photo

If you change the location or rename the photo file, you will need to edit the Attachment row to reflect those changes. You might also want to edit an Attachment row to add a description, or to make changes a description that already exists. Editing an Attachment row will not in any way edit the contents of the photo file itself.

1. Display the Millennium row whose attachment row you want to edit.
2. Pass the mouse pointer over the Edit button to the left of the photo to access the context menu. Select Update/Delete to access the Photo form.
3. Enter any new or edit existing information in the appropriate text boxes
4. Click Update Photo to update the attachment row with your edits, Delete to delete the current photo and return to the data table's main display. Click Cancel to halt the Edit process and return to the data row's display.

Open an Attachment

1. Display the Millennium data row whose attachment file you want to open.

2. The name of the attachment file (and the sub-directory path name if one exists) is shown as a hyperlink.  Click the hyperlink to open the attachment.

   Note: For Firefox browser users - If the Locallink extension has been installed, open the attachment file by using a left-click of the mouse. If you right-click the name of an Attachment, the Firefox Open Link in local Context menu item displays and must be used to open the attachment file.

Attachments Field Descriptions

Attachments data is stored in the attachments data table. The following fields are included.

Field Name Field Label	Lookup Table	Type Length [Default] {Check}	Description
dockey non-displaying	none	numeric/number 13,0	The primary key field for all rows in all tables. This field holds a permanent "time stamp" of the precise time and date the row was created. This uniquely identifies a row within the table. (System column)
docid non-displaying	none	char 10	This field holds the ID number of the constituent who owns this row, providing a link between this row and all others in all other tables which also belong to the same constituent. (System column)
docdate non-displaying	none	datetime/date   [getdate()]	The date that this Attachments row was last updated. This field is automatically entered by the system. (System column)
docuserid non-displaying	none	varchar/varchar2 30 [suser_sname()]	This system-generated field holds the User ID of the operator who last generated the edits to this Attachments row. (System column)
docugroup non-displaying	none	char 1 ['Z']	This system-generated field holds the Group letter that was associated with the User IDof the operator who last edited this row. (System column)
doclocate no label	none	varchar/varchar2 255	This field holds a copy of the name of the object that is being linked to the data or lookup table row.
doctype non-displaying	none	char 3	This field is not in use at the present time.
doclinkfil non-displaying	none	char 2	This system-generated field holds the file (table) number of the table to which the Attachments object is attached that is being tracked in this row. (System column)
doclnkkey non-displaying	none	numeric/number 13,0	This field holds a copy of the key field from the data row to which the object is attached.  If this Attachment row is tracking an object linked to an entry in the Chart of Accounts lookup table, this field will be 0. (System column)
doctblcode non-displaying	none	char 30	If the Attachment is tracking an object linked to an entry in the Chart of Accounts lookup table, this field will hold a copy of the table_code from that entry.  Otherwise, this field will be null. (System column)
docdesc no label	none	varchar/varchar2 255   {null}	This field may be used for a brief, free text, description of the Attachment file.
docjntkey non-displaying	none	numeric/number 13,0 [0] {not null}	If the data row to which this Attachment is linked, is joint with another row, then this field is used to track the key field from the secondary side of the joint. (System column)
doclsphoto non-displaying	none	char 1	This field determines whether or not the attachment is a photo.

Indices - Attachments

Index	Primary	Foreign	Unique	Fields	Sort
pk_attachments	Y		Y	dockey	ASC
attachments02		Y		docid	ASC
attachments03		Y		doclnkkey, doclnkfil	ASC

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