Xapity Attachments Administration Guide.

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1 Xapity Attachments Administration Guide Document Version 1.0 Jab 2017

2 This document contains information that may change without notice. While every effort has been made to ensure that the information contained in this document is correct and up-todate, Xapity accepts no responsibility or liability to any party for any loss, damage, or disruption caused by errors, omissions, completeness or suitability of the information. This document can be used for internal and reference purposes. You cannot republish or commercially exploit the document. Nor can you store it on any other website or other form of electronic retrieval system without the written approval of Xapity XAPITY PTY LTD. All Rights Reserved. 2

3 Xapity Attachments Administration Guide v1.0 Contents 1 Overview Supported Work Items License Keys Prerequisites for Xapity Attachments Installation and Configuration of Xapity Attachments Import the Management Pack Copy workflow dll to install folder Set Permissions for Relationship Class Attachments Library Attachment Folder Category List Folder Status Manage Attachments - Console Task Add Files From Attachments Library Show Linked Folder Manage Attachments - Templates Task Add Link to Attachment Folder Workflow Copies Attachments to New Work Item Language Support and Overrides Rebrand or Edit Translation Further Information

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5 1 Overview Xapity Attachments is a FREE application that allows attachments to be added to templates via a workflow. It also has a useful console task for managing attachments allowing analysts to add, remove and open attachments without having to navigate to the Related Items tab. Xapity Attachments creates an Attachments Library in Service Manager where you can upload and manage attachments in a central location. Attachments are stored in folders and these folders can be copied to a work item manually by the analyst or via a workflow when used with a template. Xapity Attachments is designed to be used with Xapity Notification to provide a powerful and easy to manage notifications in Service Manager. 2 Supported Work Items Xapity Attachments supports the following Work Items Incident Service Request Change Problem Release 3 License Keys Xapity Attachments is a free product and does not require a license key. 4 Prerequisites for Xapity Attachments There are no prerequisites for Xapity Attachments. 5

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7 5 Installation and Configuration of Xapity Attachments 5.1 Import the Management Pack Installation of Xapity Attachments involves importing the management pack, installing a dll and setting permissions on the relationship. In the Service Manager console navigate to Administration\Management Packs and import the following: Xapity. Attachments.Library.mpb (change to mpb file type in import window) A restart of the console after importing a Management Pack is always recommended. Figure 1: Import Management Pack bundle 5.2 Copy workflow dll to install folder On the Service Manger workflow server copy the Xapity.Attachments.Workflows.dll to the Service Manager install folder on the workflow server - default location is C:\Program Files\Microsoft System Center 2012 R2\Service Manager (it may be different on your server if install defaults were not used): Xapity. Attachments.Workflows.dll Restart the Microsoft Monitoring Agent service Important: The dll requires a restart on the Microsoft Monitoring Agent. This will not affect analysts directly, but will pause workflows while restarting. 7

5.3 Set Permissions for Relationship Class Adding Attachments to template requires permission to write to the relationship used to link the template to the Attachment Folder.

8 5.3 Set Permissions for Relationship Class Adding Attachments to template requires permission to write to the relationship used to link the template to the Attachment Folder. There are two executable files included in the product download file: Xapity.Attachments.Permissions.Add.exe adds permissions to the Transfer class Xapity.Attachments.Permissions.Remove.exe removes permissions from the Transfer class Run the add script from the Service Manager Workflow server. Double click to execute. Only remove permissions if you are completely uninstalling Xapity Attachments. Figure 2: Add Attachment Relationship Permissions 8

6 Attachments Library The Attachments Library provides a central location to store and manage attachments. Attachments can be grouped together in folders with an Owner, Category, version and status.

The Attachments Library is stored under the Library section of Service Manager: Figure 3: Attachments Library 6.1 Attachment Folder Attachments are stored in an Attachment Folder.

9 6 Attachments Library The Attachments Library provides a central location to store and manage attachments. Attachments can be grouped together in folders with an Owner, Category, version and status. The Attachment Folder is linked to a work item and the workflow will copy the entire folder contents to the work item. The Attachments Library is stored under the Library section of Service Manager: Figure 3: Attachments Library 6.1 Attachment Folder Attachments are stored in an Attachment Folder. The folder can hold as many attachments as required, but consider that the entire contents of the folder will be copied to the work item. The folder description is only for SCSM administration purposes and is not copied to the work item. The Owner and Version fields are again for SCSM administration proposes and are not copied to any work item. Figure 4: Attachment Folder 9

$6.2 Category List The Category field is a blank list and will need to be configured in the Library\Lists\Categories List.$ This list can contain any value relevant to your environment. Figure 5: Category List 6.

This list can contain any value relevant to your environment. Figure 5: Category List 6.

10 6.2 Category List The Category field is a blank list and will need to be configured in the Library\Lists\Categories List. This will require an unsealed Management Pack to store the list values. This list can contain any value relevant to your environment. Figure 5: Category List 6.3 Folder Status The status can be used to control what is available to analysts and only a status of Active will show in the Manage Attachments console task. The status list values cannot be modified or updated. Figure 6: Folder Status 10

7 Manage Attachments - Console Task The Manage Attachments console task allows analysts to add, remove and open attachments without having to navigate to the Related Items

By default, it will not work on Review Activities or Manual Activities.

11 7 Manage Attachments - Console Task The Manage Attachments console task allows analysts to add, remove and open attachments without having to navigate to the Related Items tab. The task is available on all work items, but will only work if the attachments relationship is present. By default, it will not work on Review Activities or Manual Activities. The Manage Attachments task will display any attachments on the Work Item and allow the analyst to add, remove or open the attachment. Figure 7: Manage Attachments 7.1 Add Files When the analyst adds a new attachment, they are given the option of adding from the local file system or from the central Attachments library. Figure 8: Add Files 11

12 Adding from the file system allows the analyst to select one or more files to attach to the Work Item. Figure 9: Select Files 7.2 From Attachments Library Choosing to add from the Attachments Library brings up the dialog box below. It allows the analyst to choose any of the Active status folders available in the library. The task will then copy all the attachments in the Folder to the work item. Figure 10: Select Folder from Attachments Library 7.3 Show Linked Folder The Show Linked Folder allows an analyst to view and modify the folder that is linked to the work item. When creating a work item from template the Linked Folder will be copied by workflow to the work item on creation. If a Linked Folder is added after creation, the copy workflow will not run. A relationship is created between the work item and the Attachment Folder that could be used in PowerShell or a runbook, but that is outside the scope of this tool. 12

8 Manage Attachments - Templates Task As templates in Service Manager are stored in XML files it is not possible to have attachments in a template.

13 8 Manage Attachments - Templates Task As templates in Service Manager are stored in XML files it is not possible to have attachments in a template. Xapity Attachments adds a relationship from the work item to the Attachments Library Folder and then uses a workflow on creation to copy the contents of the folder to the work item. 8.1 Add Link to Attachment Folder The Manage Attachments task in a template brings up the Linked Folder (Related Folder) dialog. It allows the analyst to choose one of the active status Attachment Folders. Only one folder can be linked to a work item. Use different folders to group different combinations of attachments. Figure 11: Manage Attachments 8.2 Workflow Copies Attachments to New Work Item On creation of the work item from a template, a Xapity workflow copies the attachments in the folder to the work item. As with any workflow in Service Manager this can take time to run and we cannot control how long it will take in your environment. Check the workflow status if it has not copied the files within 5 mins. 13

14 9 Language Support and Overrides Xapity Attachments supports all Service Manager languages: CHS Chinese JPN Japanese (Simplified) KOR Korean CHT Chinese NLD Dutch (Traditional) NOR Norwegian CSY Czech PLK Polish DAN Danish PTB Portuguese DEU German (Brazil) ELL Greek PTG Portuguese ENU English RUS Russian ESN Spanish SVE Swedish FIN Finnish TRK Turkish FRA French ZHH Chinese ITA Italian (Taiwan) 9.1 Rebrand or Edit Translation Xapity products are available in all languages and have been translated using our best attempts. You also have the ability to rebrand any of the labels and even the task itself. In the product download zip file there is an unsealed Management Pack Xapity.Attachments.ExtendedLanguages.xml. This XML Management Pack can be edited and then imported into Service Manager to fix translation errors. In the product download we provided an Additional Languages Xapity Attachments folder, with a base language file for each of the Service Manager supported language. In each text file, all the variables and labels are defined with a default translation. Copy the contents of the file and paste it into the LanguagePack Display Strings section of the Xapity. Attachments.ExtendedLanguages.xml Management Pack. It is also possible to edit the XML and only add one or more of the strings as an override. The variables not referenced will use the default settings for that language. 14

15 Example: German XML from Text file Xapity. Attachments.DEU.Bing.Translated.txt Figure 12: Example Additional Language (not all strings shown) Tip: If you come across translation errors, either in the default languages or the extended languages, please let us know. We are always trying to make our products better! Add to Xapity. Attachments.ExtendedLanguages.xml as a new LanguagePack. Replace the green section below with the contents of the additional language. Figure 13: Insert Language customisations here Add as many overrides as required. Tip: Verify the translation before importing as these were automatically translated using Bing Translator. 15

16 10 Further Information Please refer to the following guides on the Xapity website: Xapity Reference Guide SCSM Authoring Tool Form Layout Guide Xapity Reference Guide Extend SCSM Work Items Xapity Teams Xapity Clone Xapity Mail Xapity PowerShell Xapity Current Activity Xapity User History Xapity Blogs 16

Xapity Notification Activity Administration Guide.

Xapity Notification Activity Administration Guide www.xapity.com Document Version 1.0 October 2016 This document contains information that may change without notice. While every effort has been made to