Document Operations

This chapter describes the following operations provided for managing folders and documents in appropriate views:

Creating Subfolders

The folder node pop-up menu contains options to create new text files and subfolders within the folder selected.

To create a subfolder:

  1. Right-click the folder node in which you like to create the subfolder.
  2. Select Create Subfolder.

    Create a Subfolder

  3. Enter a folder name or keep the automatically created folder name.

    New Folder

  4. Click Enter

Creating new Files

If you create a new file, the content type of this file is per default of type Text. To create a new file:

  1. Right-click the target folder.
  2. Select Create New File.

    Create a Textfile

  3. Name the new document.

    Create a Textfile
    .

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 supported:

For example perform the following steps to change a newly created file with default content type Text to content type HTML:

  1. Right-click the newly created file and select Rename

    Rename new document

  2. Change the file extension of the file to html.

    Change doc type by renaming

  3. The file is now converted to type HTML, which is indicated by the document icon beside the name.

    New doc 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.

Detaching 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:

  1. Right-click the document that you want to detach in the Process Documents panel
  2. Select Detach

    Detach

  3. Click Yes in the confirmation dialog to confirm the detach of the document (or click Cancel to cancel the operation).

    Detach Confirm

Note that this option is available only in the Process Details > Process Documents panel.

Deleting Documents and Folders

To delete a document or folder:

  1. Right-click the folder or document that you want to delete in the Documents view.
  2. Select Delete.

    Delete a Folder

  3. Click Yes in the confirmation dialog to confirm the deletion of the folder or document (or click No to cancel the deletion).

Confirm Dialog
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.

Renaming Documents and Folders

To rename a document or folder:

  1. Right-click the document or folder that you want to rename.

    Rename

  2. An input field for the resource name will be provided with the initial value of the current resource name. Now you can change this name or type in a new name.

    Renaming a Folder

  3. Click Enter

Note that renaming a document creates a new version of that document.

Refreshing Documents and Folders

To refresh the content of a folder or document:

  1. Right-click the document or folder entry.
  2. Select Refresh.

    Refresh a Folder

Uploading Files

To upload one or more files to a destination folder, you have the following tow options:

In both cases the Upload New File dialog opens.

Upload Dialog
Figure: Upload Dialog

Adding Files to the Upload List

To add one or more file(s) to the list of files to be uploaded, you have the following options:

  1. Adding files via file system browsing
  2. Adding files via drag and drop from file system to upload dialog
  3. Adding files via drag and drop from file system to document tree

Upload List
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.

Adding files via file system browsing

To add files via file system browsing do the following:

  1. Click the folder icon to start the upload.

  2. Browse to the desired location and select the file(s) you like to upload

The added file(s) will be displayed in the upload list.

Adding files via drag and drop from file system to upload dialog

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

Adding files via drag and drop from file system to document tree

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.

Upload per drag and drop from file system
Figure: Upload per drag and drop from file system

The Upload New File dialog opens automatically with these files added to the upload list.

Automatically opened Upload New File dialog
Figure: Automatically opened Upload New File dialog

Marking Files as removed from Upload List

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.

File marked as removed
Figure: File marked as removed

Adding a File or File Set Description

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.

File Description
Figure: File Description

Adding a File or File Set Version Comment

Optionally you can add a version comments for the document(s). Expand the Version Comments entry field and enter a comment accordingly.

Version Comments
Figure: Version Comments

Uploading the File(s)

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.

Note
The allowed maximum size of uploaded documents is set with the property com.icesoft.faces.uploadMaxFileSize in the web.xml configuration file. The default maximum file size is "10 MB".

Successful upload

If an uploaded file is valid, it is marked via the icon.

Valid upload
Figure: Valid upload

Upload failure

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.

Upload Failure
Figure: Upload Failure

Determining how to upload already existing Files

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.

If File Exists option
Figure: If File Exists option

Keep the existing file(s)

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 .

File upload marked as failed for existing file
Figure: File upload marked as failed for existing file

Create a copy of the existing file(s)

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 " - Copy": filename - Copy.file extension.

If copies already exist, the new file name numbers the copies as displayed in the following example screenshot:

Name pattern for copied files
Figure: Name pattern for copied files

In the following example we upload two files, which already exist in the current folder:

  1. In a document folder structure, the documents CustomerDetails.txt and Certificate.tif already exist.

    Original folder structure
    Figure: Original folder structure

  2. Right-click the folder and select Upload File
  3. Select the documents CustomerDetails.txt and Certificate.tif for upload.
  4. In the If File Exists drop-down list select Create Copy.
  5. Click Upload and close the dialog.

    Upload existing files
    Figure: Upload existing files

  6. Now the selected files are uploaded as copies:

    Uploaded files copied to folder
    Figure: Uploaded files copied to folder

Create a new version of the existing file(s)

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.

Known Issues with File Upload

File uploads fail when a filter is used for Single Sign On

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.

Uploading a ZIP File

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.

  1. Right-click the folder to upload a ZIP file to and select Upload Zip.

  2. Now you have two options to add a ZIP file, which should be uploaded:
    1. Browsing to the ZIP file:
      1. Click the folder icon to start the upload.

      2. Browse to the ZIP file containing the desired folder structure and files.
    2. Drag and drop a ZIP file from a file explorer to the folder icon.

  3. The ZIP file is now displayed in the upload list. Click the Upload button.

  4. If the upload of the ZIP file failed, this is indicated via the icon.

  5. The icon indicates if the ZIP file is valid and can be uploaded.

  6. Via the Overwrite Existing Folder checkbox choose if an existing folder and its content should be overwritten.
  7. To start the upload close the dialog.

Note
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.

Sending to ZIP File

To download a folder structure with its content to a ZIP file:

  1. Right-click the folder and select Send to Zip

    Send to Zip

  2. Depending on the browser you are using, a dialog opens accordingly to download this ZIP file, e.g.:

    Download Dialog

  3. Select the option to save the file. The default name of the ZIP file is the name of the origin folder.

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:

Resulting ZIP File
Figure: ZIP File containing folder content and subfolders

would result in a ZIP file customskins.zip containing all these subfolders including all files.

Note
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.

Downloading Documents

To download a document, right-click the file and choose Download.

Downloading a Document
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.

Downloading a Document
Figure: Start the Download

Uploading New Document Versions

To upload a new document version:

  1. Right-click the document and select Upload New Version.

    Upload a new File Version

    The Upload New File Version dialog opens.

    Upload Version Dialog

  2. Add a file containing the new document version, either by clicking on the folder icon and browsing to the document or by dragging and dropping a document from a file explorer to the folder icon, similar as described in section Adding Files to the Upload List.
  3. If desired, add a File Description and Version Comments for the new uploaded version.
  4. Click the Upload button.

    Click to upload the new File Version

  5. Check if the upload was successful, which is indicated as described in section Uploading the File(s).
  6. By default, the Open Document check box is selected. The uploaded document version gets displayed when the Upload New File Version dialog is closed.
  7. Close the dialog

    Close the Upload New File Version dialog

The new document version is uploaded. You can see the newly uploaded version in the version history (see section Viewing the Version History).

Versioning Documents

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.

Viewing the Version History

To view versions of a document:

  1. Right-click the document in the Document View.
  2. Select Version History.

    Select Version History

  3. The Version History dialog opens, as shown below:

Document Version History Dialog
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

Switching between Versions

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.

Setting Security

To set permission for controlling access to a document or folder by specific participants, select the Security Settings option.

Select Security
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.