The entity, fields, and functionality described in this KB can be found in Cobalt version 4.1+.
The Document Reference record is different from the Document Reference Type record, which is used on the back-end and is one of the records that needs to be set up in order for the functionality related to external storage to work properly.
View the Document Reference Entity Definition here.
Navigating to the entity: Cobalt Settings app > Documents section > Document Reference Type
Document Reference Type
Below are the fields that are included in the Cobalt product. Depending on the version of code and any customization, the CRM may display somewhat differently.
Name: The friendly name of the document reference type.
Container Name: The name of the container that will be created in the external service where these documents will be stored. Note that container names should not be set manually, as there are strict Microsoft guidelines on what constitutes a valid container name. For more information on Containers and the guidelines, reference this article and the Microsoft documentation.
Container Names will be auto-generated by the system in accordance to an auto-number definition that will be set.
Retention Length in Days: The number of days that a document can be accessed. This field sets the expiration date of any document reference tied to it.
External Service: A lookup to the service configuration property set up for the external service that will be used to create containers and store documents in.
Access Policy: A dropdown that determines who is able to access (download) the documents of this type.
Options are:
- Public - any user, authenticated or otherwise, can download this attachment (e.g. Event Documents for meetings).
- Login Required - only authenticated users can download this attachment (e.g. staff must be logged in to download Process Logs).
- User Specific - only authenticated users can download their own attachments (e.g. a member can only download and access their own reports).