In Apps8, what are the best practices for attaching external files, like emails or pictures, in Document Management when there's no real need to manage revisions or approvals for them — is it necessary to push this kind of document into 'Released' or 'Approved' state, or automate that transition?

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Answer

Snapshot-style external attachments that won't meaningfully change over time, like emails and photos, don't need to go through Release or Approval at all — they can simply be left in Preliminary state indefinitely with no real downside, and there's no practical benefit to automating a forced 'Released' state for this kind of static attachment. Organize this kind of content into one or two dedicated, clearly-scoped Document Classes rather than one single generic catch-all class, since a single overly generic class tends to get overused or misused for unrelated content simply because it's the easy default choice. For documents that genuinely DO need a controlled release/approval process, keep those in their own distinct, narrowly-scoped Document Class(es) instead, since approval workflows are configured per Document Class — the more specific and controlled each class is, the more effectively its approval process can actually be managed.

Documentation-based answer. Confirm the product and release before applying it. This answer has not been verified in an IFS environment.

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