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Adding files to work instructions, comments, and tasks
Adding files to work instructions, comments, and tasks

How you add and use files - both uploaded to Gluu and external files that reside in e.g. Onedrive or Sharepoint.

Peter Olsen avatar
Written by Peter Olsen
Updated over a week ago

You can add files to activities in two ways:

  1. Adding files as comments. This is useful for group sessions where people are contributing their own templates and tools to the process.

  2. Adding files directly to work instructions. This is useful for the Editor working directly with work instructions.

  3. Adding files to tasks. This is useful when a certain document is required to complete a task.

All users that have access to the process can add files to comments and tasks but only Owners or Editors can enable them to become part of the work instruction. This way you can quickly share files as part of a group while still maintaining control of your documentation.

Below you see how it's done.

Adding files as comments

First, the file has to be uploaded. This happens via the comment box on the activity page:

  1. Select the activity you wish to comment on.

  2. Add a comment to the file in the box.

  3. Click the file icon.

  4. Choose the file you wish to upload.

  5. Click Share.

  6. Your comment is now visible

The file is then added as a comment and is shown in the file widget that appears when a file has been shared:

Adding files directly to work instructions

Owners and Editors manage which files to make part of the formal work instruction. They have two options when adding a file:

Adding a file that already exists in Gluu:

  1. Open the work instructions in edit mode.

  2. Click on the components icon.

  3. Search for the relevant document.

  4. Click the document.

  5. Your document is now uploaded.

Uploading a new file that is not already being used somewhere else in Gluu:

  1. Open the work instructions in edit mode.

  2. Click on the file upload icon.

  3. Choose the file you wish to upload.

  4. Click upload.

  5. The file is now uploaded and will appear on the account file list.

Adding files to taks

When creating a task, you have the option of linking a file to the task so that the file is always shown when the task appears. This can be helpful for the employee completing the task so that they do not have to go find the document they need to complete the task every single time they do it. An example of a file attached to a task per default could be detailed instructions on how to change machine settings. Too detailed to be in the activity as part of the work instruction but good to have handy for all employees working the machine without having expert knowledge of it.

You an add any file already in the work instruction as a default to be shown on any task on that activity:

  1. Go to the activity task manager

  2. Turn on edit mode

  3. Choose the task you would like to add a file to

  4. Choose the file from the list of available files that you would like to add

The task will now include the file you chose, whenever it is running:

TIP! You can only add files to tasks in the task manager that are part of the work instruction in the activity already.

However, files can also be added as part of task completion. You might want to add a file to document certain steps in a case flow, for instance a signed contract. By adding a file to a task as part of completing it, you store all the information in one place instead of having to create a separate folder structure outside of Gluu to store it. It is then directly linked to the task and the case that task might be a part of.

Learn more about task and case management here: Recurring tasks, forms, and case flows

Tags: Visual work instructions, in-page editing, how-to guides

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