This chapter describes the following operations provided for managing folders and documents in appropriate views:
The folder node pop-up menu contains options to create new text files and subfolders within the folder selected.
To create a subfolder:
If you create a new file, the content type of this file is per default of type
Text. To create a new
If you like to create a file of another type than the default
Text type, change the file extension. The
content type changes accordingly, if the type determined by the extension is supported. The following content types are
For example perform the following steps to change a newly created file with default content type
To edit the new file, click on its entry to open the according document viewer. Refer to the chapter Viewing and Editing Documents for detailed information on editing documents.
Using this option, you can remove a document reference from a process instance. Note that this operation does not delete the document from the document repository.
To detach a document reference from a process instance:
Note that this option is available only in the
To delete a document or folder:
Figure: Confirm Dialog.
Note: Please note, that only files that have the attribute Deletable enabled, can be deleted. Please refer to the chapter Access Control Editor for detailed information on this attribute.
To rename a document or folder:
Note that renaming a document creates a new version of that document.
To refresh the content of a folder or document:
To upload one or more files to a destination folder, you have the following tow options:
Figure: Upload Files
In both cases the Upload New File dialog opens.
Figure: Upload Dialog
To add one or more file(s) to the list of files to be uploaded, you have the following options:
Figure: Files added to upload list
Note that you can extend the list by repeatedly adding more files via drag and drop or system browsing.
To add files via file system browsing do the following:
The added file(s) will be displayed in the upload list.
You can drag and drop one ore more file(s) from a file explorer to the folder icon in the dialog.
Figure: Drag and drop files from file explorer
Note that you can also simply drag files from the file explorer and drop them on the folder in the document tree folder icon directly.
Figure: Upload per drag and drop from file system
The Upload New File dialog opens automatically with these files added to the upload list.
Figure: Automatically opened Upload New File dialog
If you do not like upload a file that is added to the upload list, click on the beside the file name. The icon converts to icon as indicator that the file will not be uploaded.
Figure: File marked as removed
Optionally you can add a description for the file(s) to be uploaded. Expand the File Description entry and enter text in the description field.
Figure: File Description
Optionally you can add a version comments for the document(s). Expand the Version Comments entry field and enter a comment accordingly.
Figure: Version Comments
To upload the file(s) in the list, click the Upload button. In the file list you can see all files marked with icons to display if they were uploaded successfully or if the upload failed.
Note that once files are uploaded, you can repeatedly add more files and upload them in the same dialog. The file list clears once you add more files after an upload operation.
By default, the Open Document check box is de-selected. Select the check box in case you like the uploaded documents to be opened when the File Upload dialog is closed.
The allowed maximum size of uploaded documents is set with the property
web.xml configuration file. The default maximum
file size is "10 MB".
If an uploaded file is valid, it is marked via the icon.
Figure: Valid upload
If a file cannot be uploaded, this is indicated via the icon. The upload procedure cannot be performed if the upload of at least one of the selected files fails. The overall failure is indicated with a big failure icon on the left side of the list.
Figure: Upload Failure
A drop-down list If File Exists offers the following three options how the upload should behave in case one or more of the selected files do already exist in the same folder.
Figure: If File Exists option
If you do not like to overwrite the existing file(s) or file version(s), select the option Keep Existing File.
All files, which already exist in the current folder, will not be uploaded and are marked in the list with the invalid icon .
Figure: File upload marked as failed for existing file
In case you select the option Create Copy, uploaded files that already exist in the folder with the
same name are uploaded as copy with the name of the original file appended by the term "
filename - Copy.file extension
If copies already exist, the new file name numbers the copies as displayed in the following example screenshot:
Figure: Name pattern for copied files
In the following example we upload two files, which already exist in the current folder:
Figure: Original folder structure
Figure: Upload existing files
Figure: Uploaded files copied to folder
If you select the option Create Version, a new version with the content of the file(s) to upload is created for all files that already exist in the folder.
You can view the versions in the version history of the file(s) accordingly.
Note that all file uploads fail in the Infinity Process Platform Web Portals when a filter is used for Single Sign On. To make a file upload possible, add the following context-parameter to your web.xml file:
<context-param> <param-name>com.icesoft.faces.forceLifecycleOnCallingThread</param-name> <param-value>true</param-value> </context-param>
For more details please refer to section File uploads fail when a filter is used for Single Sign On of the Infinity Process Platform Documentation - Troubleshooting. File uploads fail when a filter is used for Single Sign On of the Troubleshooting chapter.
You can upload a ZIP file containing a folder hierarchy. It may contain subfolders and documents. These will be copied to the folder in question.
This feature should not be used with extremely large folder hierarchies. Uploading ZIP files with extremely large folders might lead to performance issues or fail.
To download a folder structure with its content to a ZIP file:
The resulting ZIP file contains all subfolders and content of this folder. For example, using the
Send to Zip option on a folder
customskins with the following structure:
Figure: ZIP File containing folder content and subfolders
would result in a ZIP file customskins.zip containing all these subfolders including all files.
This feature should not be used with extremely large folder hierarchies. Sending an extremely large folder structure to a ZIP file might lead to performance issues or fail.
To download a document, right-click the file and choose Download.
Figure: Download a Document
According to the browser you are using, a download dialog opens to ask if you like to open or save the file.
Figure: Start the Download
To upload a new document version:
The Upload New File Version dialog opens.
The new document version is uploaded. You can see the newly uploaded version in the version history (see section Viewing the Version History).
Versioning provides you with the ability to keep track of incrementally different versions of existing documents. A new document version is created, when:
Note: The first version for each file uploaded to the repository shall be "1.0". When the first change is made, the resulting set is "2.0", and so on.
To view versions of a document:
Figure: Version History Dialog
The Version History displays a list of versions with each unique version listed in a separate row. The versions are listed in descending order that is from the newest version to the oldest version.
The Version History provides the following information about various versions of a document:
Click on the version number to open and view this version in a separate view. Note that the versions are read-only.
Figure: Version Navigation
To switch between different versions of a document in the view or to revert to a previous version, controls are provided in the toolbar in the upper right corner of the perspective. For details on these controls, refer to section Switching between Versions of chapter Viewing and Editing Documents.
To set permission for controlling access to a document or folder by specific participants, select the Security Settings option.
Figure: Security Option
The Access Control Editor dialog opens, providing options to enter specific permissions. Please refer to the chapter Controlling User Access for detailed information on this dialog.