Archive email attachments

Archive email attachments as described in the following sections:

• Configure the archive email attachment properties
• How the archive attachment filename is formed
• How the archive attachment folder name is formed
• How the complete archive folder and file path are formed
• How the archive attachment file URL is formed
• Use archive attachment expression variables in templates
• View the archive attachment in Audit History

Configure the archive email attachment properties

When sending an email, configure the following archive email attachment properties. For complete details, see Send an email from an automation.

• Attachment Archive - Select whether to attach a file to an email without archiving, attach a file to an email and archive it, or archive a file without attaching it to an email (useful for large files).
• Attachment Content Type - Select the content type of the email attachment file.
• Attachment File Store - Specify the file system where attachments are stored.
• Attachment Folder Path - Specify the relative folder where attachments are saved within the file system.
• Attachment Name - Enter the name of the attachment.
• Attachment Template - Use a template for more precise control of the email attachment. See Use templates in an automation.
• Disable Timestamp - Indicate whether to append a timestamp to the attachment file.

If enabled, email attachments are archived before the email is sent.

See also Archive email attachments to Microsoft SharePoint.

How the archive attachment filename is formed

The archive attachment filename is formed by combining the Attachment Name value with spaces removed, the timestamp (if Disable Timestamp? is disabled) formatted as yyyyMMdd_HHmmss_fff, and the file extension for the Attachment Content Type.

For example, if the Attachment Name is set to MyAttachmentName and the Attachment Content Type is PDF:

• If Disable Timestamp? is disabled, the archive attachment filename is: MyAttachmentName20190207_133355_804.pdf
• If Disable Timestamp? is enabled, the archive attachment filename is: MyAttachmentName.pdf

How the archive attachment folder name is formed

The archive attachment folder name in which the archive attachment file is stored is formed using the default app folder and the Attachment Folder Path property.

To configure the default app folder, select Info > Properties, expand App Properties, and enter a value in the Default app folder property.

Examples:

If if the default app folder is /appsheet/data/MyApp-24403/MyDefnFolder1 and Attachment Folder Path is set to MyFolderA/MyFolderZ, then the archive folder name is:

/appsheet/data/MyApp-24403/MyDefnFolder1/MyFolderA/MyFolderZ

If the default app folder is /1track/data/MyApp-24403 and Attachment Folder Path is not defined (defaults to Attachments), then the archive folder name is:

/appsheet/data/MyApp-24403/Attachments

How the complete archive attachment folder and file path are formed

The complete archive folder and file path is formed by combining the archive attachment folder name with the archive attachment filename.

Examples:

If the archive folder name is /appsheet/data/MyApp-24403/Attachments and the archive file name is ChangeReport20190207_133355_804.pdf, then the archive file and folder name is:

/appsheet/data/MyApp-24403/Attachments/ChangeReport20190207_133355_804.pdf

If the archive folder name is /appsheet/data/MyApp-24403/MyAttachments/PurchaseOrdersByMonth_2019_02 and the archive file name is PurchaseOrder20190207_133355_804.pdf, then the archive file and folder name is:

/appsheet/data/MyApp-24403/MyAttachments/PurchaseOrdersByMonth_2019_02/PurchaseOrder20190207_133355_804.pdf

How the archive attachment file URL is formed

The archive attachment file URL is formed as follows:

https://www.appsheet.com/template/getappfileurl?appName=$YOUR_APP_NAME&fileName=$YOUR_ATTACHMENT_FILENAME

Where:

• $YOUR_APP_NAME specifies the name of your app.

• $YOUR_ATTACHMENT_FILENAME specifies the Attachment Folder Name followed by the Archive File Name. You can omit the Default app folder name as calls to www.appsheet.com/template/getappfileurl automatically prepend the default app folder name.

Note: The $YOUR_APP_NAME and $YOUR_ATTACHMENT_FILENAME values must be URL encoded if they contain reserved or unsafe URL characters.

For example, if $YOUR_APP_NAME is MyOrderApp-432567 and $YOUR_ATTACHMENT_FILENAME is MyAttachments/MyPdfReport.pdf, then the URL is:

https://www.appsheet.com/template/getappfileurl?appName=MyOrderApp-432567&fileName=MyAttachments%2FMyPdfReport.pdf

In this example, the slash (/) in the $YOUR_ATTACHMENT_FILENAME is URL encoded as %2F.

Use archive attachment expression variables in templates

The following expression variables for archive attachment files are available and can be used in your Email Body or email attachment templates.

Expression variable	Description
_ATTACHMENTFILENAME	Archive attachment filename.
_ATTACHMENTFILE_URL	Archive attachment file URL.
_ATTACHMENTFILE_WEB_LINK	Link to the archive attachment file. The Attachment Name is used as the link text.

View the archive attachment in Audit History

View the archive attachment file and folder names by checking the audit history log.

Customize the dashboard settings and look for an audit record similar to the following:

"EmailAttachment": "Name: 'ScheduledReport.pdf' Archive: AttachAndArchive FileName: 'MyOrderApp-432567/Attachments/ScheduledReport20190201_184450_854.pdf'",

The FileName value indicates the file and folder where the attachment was archived.

Note: You may need to wait for up to five minutes for the audit record to appear. AppSheet groups audit records before writing them to the audit history log to reduce overhead. This can result in a delay before an audit record appears in the audit history. If you don't see an audit record, click Search periodically to refresh the audit history log.