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Qualified

Ability to make an attachment field required based on a form field picklist selection

Greg Milosovic 1 year ago in System Administration updated by Karthik Balakrishnan 3 weeks ago 16

Attachment field should have the ability to become required dynamically based on a form field picklist selection. 


E.g., I ask a requester via a single select picklist form field to tell me if an email they want to send to customers already exists. They have 2 options:

1.) No, but a zip file is attached

2.) Yes, it has been created in marketing automation platform


If the user selects #1 above, then the attachment field at the bottom of the form should become required. If they select #2, then the attachment field is either optional or, ideally, it would disappear. 

Attachments Configuration

Hi Eric 

as you said in once your comment. Citi "want to force a document upload to be required based on a field value selection in Task inbox."

The original idea of this voice request.

With current features, we need to configure 2 tasks to the same person, which is time consuming for the end users.

When this will be available?

My opinion is from a user experience aspect due to timing and how long tasks take to display and complete.  There are many times that an attachment is needed, but only if a user indicates that a process was required.   Currently, this would require a couple tasks and additional time just to answer a task with a yes/no answer and then another task after to gather the document that they had simply confirmed as yes previously.    The other option described with the Project Overview would help when something was answered incorrect, but still would require us to program and display 2 task instead of 1 since we can't conditionally require or not require based off a picklist item within that task. 

I would like to discuss an alternate approach on this topic.  It seems to me from reading everyone's comments that the real issue here might be more that Contributors doing tasks and Work Requesters who submitted a request do not have an easy way to come back and add a document to the project if they missed it?

When we release the Project Overview page we will be allowing Contributors and Requesters to access this page, and if they have the "Add, Attachment" right they would be able to add an attachment or DAM asset, depending on which way your workflows are built.  Would this remove the need for all this complexity?  My worry here is we are trying to control to such a specific level exactly when you need to load a document or not and worry that will create other requests and maybe end user frustration if it is configured wrong.  And the real needs it just to make it more open and easy for them to get another document added to the project.

Thoughts on this?

Eric, this is an interesting option.  If we could direct the user to that project overview page via a webhook on the task, this would potentially go a decent way towards addressing this need

Hi Eric - I think the Project Overview page enhancement will be nice for a different use case. I think there is always a need for users to provide missing or updated documents after they no longer have a task in their queue.

However for the original reason behind this request for Red Hat is for the Work Request form itself. The need is for document requirement section to be controlled by an EA so that right from the beginning they can either submit a request with a required document or not. Leaving all documents as optional uploads on the Work Request form leaves room for human error because they can forget to provide it and then immediately their timeline changes because production teams don't have all the necessary documentation needed in order to provide.

If you require documents then you find in cases that people are uploading dummy files just to complete the requirement on the Work Request form and get their work submitted.

We would need the document section to be dynamic. 

Example: 

A field on the Work Request form would say "is the final content available in the DAM?"

>If the requester responds with Yes - we would REQUIRE they associate an asset from the DAM to their Work Request form

>If a requester responds with No - we would REQUIRE that they upload a net new Asset or Attachment.

In order to accomplish ^^ today, you would need to make both of those document uploads optional. 

Happy to schedule time to talk through this with you on a meeting. Maybe other participants from other clients would be helpful to join as well! Thanks

Do we have any update on this?
is this feature in roadmap?

Adding a recent question from our main stakeholder group that is a good example of why this enhancement is needed. "

Is there a drop down we can add – that way people have to say ‘there is no creative for this project’? If there is creative than an upload is required?" 

It is not possible to always know whether or not an upload is required at a certain step. If the goal is to allow Aprimo to be more flexible, the ability to require (or not require) a document be uploaded based on an EA input is critical. This issue impacts the user experience in most of our processes. We are either forcing users to upload a document when it may not be necessary or opening up the risk of users closing a task without uploading a document when they should.

Very well said Joe.  One of the most clunky things that we deal with is when we are not able to define the single point where an attachment will be introduced into a workstream.  We end up building well it may be versioned and it more be uploaded.  Causes confusion and we often end up up duplicate attachments flowing through a workflow side by side

Has this request come up in discussions recently? Would love for this to be considered as a future enhancement.

Need this!!!  Simple scenario: Create vs revise requests.  Create requires a creative brief while revise does not.  If request type = Create, reflexively require the Creative Brief to be uploaded.  This will enable us to greatly reduce the number of work request forms and give the user a better experience

Anthem Medicare as a similar ask. We need the ability to append an extra 4-digit code to the main material ID code for select workflows. If a select workflow was chosen, this EA -- which exists on the HTML 5 New Attachment Screen -- would become required for uploading any document.

Qualified

I understand the business use case but the configuration for this could be complicated to configure and validate.  Your example actually would want to force a document upload to be required based on a field value selection.  Would be interested in hearing from more customers on this.

We also have the same business need where the forms would be dynamic based off other EA field selections to then either be required or not required.  Additionally, it would be a great option to also allow ability to show or even hide the document upload based off EA selection as well.   Both options would help us not have to create or manage multiple tasks and have users respond to unnecessary tasks up front.

Understood. Will you be reaching out to other customers for feedback or are they expected to proactively find this request and comment?

It is a bit of both.  As I see ideas like this when talking with customers I will solicit feedback from them but also will look to see what other feedback or comments are made on this thread in Voice as well. 

We requested a similar enhancement for attachments: https://voice.aprimo.com/communities/42/topics/1181-dynamic-attachment-type-display. Any ability to dynamically show/restrict attachment types being displayed in a task will help us to clean up the Task Inbox for our users. Currently using a shared WF for multiple groups/channels results in a large number of unneeded attachment type upload options in each Task.