Configure file service attributes

In the Management Portal at Entitlement Catalog, on the Attributes tab of the service page, configure file attributes to store references to files that users upload or download. This allows you to automate company processes that depend on file distribution. This is very useful in onboarding scenarios, in which it becomes very easy for users to upload required information like a picture, an I9 form or a driver's license, and sent it to HR or the Corporate IT department. Other examples are scenarios in which users can upload relevant files such as expense reports or signed documents.

Examples

  • When you assign a file service attribute to a page a Provide Information action, users can upload the requested file in a service transaction.
  • When you insert a file service attribute as a placeholder in a Send Message action, #Service[<File Attribute Name>.Downloadlink], the file reference becomes available as a download link in the service transaction. When the user (e.g. someone at the HR department or Corporate IT) clicks this download link, a page opens that provides the following information about the file, after which the file can be downloaded:
    • Service name
    • File reference name
    • Actor who uploaded the file
    • File size

Configuration

Field Explanation and Tips
File repository Specify the location that stores the uploaded files (Datastore by default).
  • You can configure other file locations at Setup > File repositories.
Max. filesize (MB) Specify the maximum file size in MB.
  • If an uploaded file exceeds this limit, the upload fails.
  • We recommend not to set a maximum higher than 100MB.
Download link expiration (days) Specify in days when the download link expires.
  • The expiration time starts when a user uploads a file. For example, if you configure an expiration time of 10 days and a user uploads a file at 2017-01-02 12:45:00, the download link expires on 2017-01-12 12:45:00.
  • The expiration time is limited to 365 days. If you specify a larger number, it will be set at 365 days.
Initial value Specify an optional default value of the service attribute. This value is overwritten if a different value is provided during a service transaction.
  • You can base the initial value on a file service attribute of another service. The subscriber to the current service must already subscribe to the other service before the value of its service attribute can be resolved.
  • Other attribute-types or attributes from the same service are not supported.

You can force mandatory input by enabling Attribute may not be empty after workflow input from actor.

You can use the service attribute in multiple pages of a Provide Information workflow action by enabling Attribute can be used in multiple pages on Provide Information.

Placeholders

When you insert file service attribute as a placeholder in actions, use the following options to retrieve any of its values:

Placeholder Explanation
#Service[{attributename}.Downloadlink] Resolve the attribute as a download link when an action is executed. When you insert it in e.g. a Send Message action, users can click a download link. This opens a page that provides the following information about the file, after which users (e.g. the HR department or Corporate IT) can download the file:
  • Service name
  • File reference name
  • Actor who uploaded the file
  • File size
#Service[{attributename}.Filename] Resolve the name of a file as it is uploaded by the user. You can also use it in Ivanti Automation Run Books, in combination with the placeholder AnonymousDownloadLink, to perform various actions on an uploaded file, e.g. copy, execute, etc.
#Service[{attributename}.Filesize] Resolve the size of a file.
#Service[{attributename}.{AnonymousDownloadLink] Resolve the attribute into a direct download link to the Datastore. You can use it in Ivanti Automation Run Books to allow Ivanti Automation to download files. In combination with the placeholder Filename, this allows you to perform various actions on an uploaded file, e.g. copy, execute, etc.
#Service[{attributename}.Description] Resolve the description of the attribute, e.g. "This attribute stores the file that an actor uploaded."
See also