Working with attachments

Prepare and consolidate supporting files within a project.

How it works

Attachments are a collection of files that can be used as supporting documentation or evidence in a project. You can work with attachments from any of the following pages:

  • Planning Files
  • Narratives
  • Execute Procedures
  • Walkthroughs
  • Testing
  • Issues
  • Actions
  • Requests
  • Results Files

Notes

  • Interface terms are customizable, and fields and tabs are configurable. In your instance of Diligent One, some terms, fields, and tabs may be different.
  • If a required field is left blank, you will see a warning message: This field is required. Some custom fields may have default values.

Signing off on pages

Once the initial sign-off occurs on a page, the page becomes read-only, and you can no longer upload, update, or delete files on the page. However, you can still view file information and download files from pages that have been signed-off.

For more information, see Reviewing work and signing-off.

Updating and deleting files linked in Citation Mode

When you link a file in Citation Mode, the file is automatically marked as evidence to preserve the integrity of the file. When a file is marked as evidence, you cannot:

  • edit the file online
  • upload new versions of the file with the same name
  • delete the file

To update or delete the file, you must unlink the file from all areas in Citation Mode where the file is referenced. Similarly, before you can delete a page that contains files linked to Citation Mode (such as Planning Files, Narratives, etc.), you must unlink the file from all areas in Citation Mode where the file is referenced.

Tip

You can view where the file is linked by clicking the link icon beside the appropriate file under the Supporting Files section.

Example

Uploading supporting files

Scenario

As part of a Vendor Lifecycle Management project, you recently tested the following control:

Control ID Description
VCM-002 Vendors system of records is configured with effective notification and resolution workflow to ensure all parties are reminded to renew terms well in advance of expiry date. The notification starts a resolution workflow to ensure the renewal task is completed.

Now, to support the results of your control test, you want to attach analytic results of vendors with upcoming contract renewals.

Process

You drag the supporting files into the testing page for the control.

Result

The files are uploaded to the project and associated with the applicable control test.

Permissions

  • Professional Managers and Professional Users have read and write access to files.
  • Oversight Executives and Oversight Reviewers have read-only access, and can only view file information and download files.
  • Contributor Managers, Contributor Testers, and Contributor Users have limited privileges, and are only able to update and delete files that they have uploaded themselves.

Upload files

Upload files to include supporting documentation in a project. If you upload a file with the same name as an existing file, the earlier file is replaced and the action displays in Version history .

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Navigate to the page where you want to upload the files.
  4. In the Attachments section, upload files to a project by doing one of the following:
    • Drag files onto the page.
    • Click Choose files to select files from your computer.
      Note

      The maximum file size for individual attachments is 1GB.

      Note

      For security reasons, Diligent One does not accept file attachments with the following extensions: .bat, .com, .dmg, .exe, or .scr.

    5. Result The files are uploaded to the project and displayed on the page. Files are sorted alphabetically by default.

Rename a file

Once a file is uploaded, you can rename it.

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Navigate to the page where the file displays.
  4. Select the file name.
  5. Edit the name.
  6. Select the checkmark to save the name. A new version is added to the document history. See View file version history.

Copy the current file name and file link

Once a file is uploaded, you can copy the latest file name and file link and paste it as a reference.

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Navigate to the page where the file displays.
  4. Under the Supporting Files section, click the copy filename and URL icon next to the appropriate file.
  5. Paste the filename and link as needed.

Download a historic version of a file

A historic version of a file can be downloaded.

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Navigate to the page where the file displays.
  4. Under the Supporting Files section, click the Version history icon to view the historical files.
  5. Perform one of the following:
    • To download the file, click the filename.
    • To copy the filename and URL for later download, select the filename and press Ctrl+C. Press Ctrl+V to paste the filename and URL in the destination. When the link is selected, the document downloads.

Update files

Upload new file versions to update files.

Note

You can update a file in a project if:

  • the page where the file was uploaded has not been signed off AND
  • the previous file version is not linked in Citation Mode

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Navigate to the page where the previously uploaded file version exists.
  4. Ensure that the new file version you want to upload has the same name as the previously uploaded file.
  5. In the Attachments section, upload the file to the project by doing one of the following:
    • Drag files onto the page.
    • Click Choose files to select files from your computer.
      Note

      The maximum file size for individual attachments is 1GB.

  6. Refresh the page.

    Result The new file version displays.

    Tip

    You can also update files by editing them online in the Projects app. For more information, see Editing documents online.

View file information

Sort files and view detailed file information such as the date the file was uploaded, where the file is linked in Citation Mode, and file version history.

Sort files

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Navigate to the page where the files were previously uploaded.
  4. Under the Supporting Files section, click the dropdown list to sort by:
    • Most recent Sorts attachments by the date the file was last modified.
    • Alphabetical Default. Sorts attachments by listing the files from A to Z.
    • Added by Sorts attachments by the individual that added the file.

View the date a file was uploaded

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Navigate to the page where the file was previously uploaded.
  4. In the Attachments section, hover your mouse over the timestamp associated with the file.

    Result The date the file was uploaded displays.

View information about files linked in Citation Mode

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Navigate to the page where the file was previously uploaded.
  4. In the Attachments section, click the link icon beside the appropriate file.

    Result Detailed information displays about where the file is linked.

View file version history

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Navigate to the page where the file was previously uploaded.
  4. Under the Supporting Files section, click the time icon beside the appropriate file.
    Note

    The time icon is only available if:

    • at least two files with the same name have been uploaded
    • you previously edited the file online

    You may need to refresh your browser for the time icon to display.

    Result Files are ordered by the most recent version at the top of the list.

Download files

Download a single file or all files on the page.

Download a single file

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Navigate to the Attachments section on the page where the file was previously uploaded.
  4. Optional. To search for a file, enter a keyword or phrase in the search box.

    Results are automatically filtered as you type.

  5. Click the download icon beside the file.
  6. Open the file or save the file to your computer.

Download all files on the page

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Navigate to the page where the files were previously uploaded.
  4. In the Attachments section, click More...
  5. Select Download All.
  6. Click Download in the confirmation dialog box.

    A zip file containing all attachments is generated:

    • The folder name is based on the name of the item and the title, description, or ID of the item (for example, Walkthrough - C01 or Issue - Unlocked west entrance).
    • The folder name containing the attachments is limited to 60 characters in length.
  7. Open the zip file or save the zip file to your computer.

Delete files

Delete files to permanently remove them from a project.

Note

You can delete a file if:

  • the page where the file was uploaded has not been signed off AND
  • the file is not linked as evidence in Citation Mode

Delete a single file

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Navigate to the page where the file was previously uploaded.
  4. Optional. To search for a file, enter a keyword or phrase in the search box.

    Results are automatically filtered as you type.

  5. Click the trash bin  beside the file.
  6. Select whether to delete a single version of the file or all versions of the file.
  7. Click OK in the confirmation dialog box.

Delete all files on a page

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Navigate to the page where the files were previously uploaded.
  4. In the Attachments section, click More...
  5. Select Delete All.
  6. Click OK in the confirmation dialog box.

Requesting files

Files attached to a request are available from the Requested files section available from Risk, Control, Walkthrough, Test Plan, and Testing Round. These functions are available for requested files:

The Source link to the request item where the file was uploaded displays. See Attaching files and adding comments.