Files Module

Files Training Exercises

Reference Topics: The Files Video Series and Help Centre Topic for Files Add A New File

Objective: Learn how to add a new File, edit a File and about the attributes of the File record.

These File exercises will only be required by users managing the File and that have the required File permissions.

Note – Files cannot be deleted once added so check with your Trainer whether to add a new File.

Add a New File

  1. From the Workspace left menu, under MyWork select New which opens the Add File window.
  2. Complete all mandatory details in the Add File panel.
  3. Title - give the File a Title
  4. Department - select the Department to add the File to
  5. Number prefix and/or suffix - (optional) the File will automatically be allocated a system generated number (once saved), optionally a prefix and or suffix may be added. Accepts numbers, letters and/or characters.
  6. Type - select from the list of Types
  7. Level - Select the Level.
  8. Deadline - a deadline date may be recorded. Optional
  9. Visibility – Public - any User from the selected Department can access the File. Private - only Users who are members of the File can access it.
  10. Status - select the status
  11. File visibility checkbox. If unchecked the file Title shows as Redacted in the Entity Profile if there are related Documents
  12. Primary and Secondary Contacts – Select the Primary and Secondary contacts for the File.
  13. Contact message – a contact message can be added e.g. instructions or contact information. This shows in the Entity Profile where an Entity has non-visible related Documents.
  14. Show Entity in Request Access Email - check to include the Entity's name in email requests
  15. Show File name in Access email - check to include the File name in email requests
  16. Click Finish to save the File

 

Edit a File

  1. On the Recents Files listing page (Workspace Menu) select the File you just added by clicking on the File number.
  2. Note the layout of the File Details page with the File page and edit menu at the top and File Action items count on the right.
  3. Click the Edit button (above the File Action items). This opens the Edit File panel.
  4. Note that all fields are editable excluding the Department and number. Click Finish if any Edits are made or Cancel to close the edit window.

 

The File Attributes

File Action items

Note; the Action Item count has currently been disabled.

  1. The File Action items are listed on the right on the Details page . - the data for these come from the File’s Documents and the Document Entities and includes the number of;
    Unlinked Entities – number of Entities within the File's Documents that have not been linked
    New Documents - number of Documents with no Entities added
    Incomplete Documents – number of Documents not marked as complete
    Potential Duplicates – number of potential Duplicate Entities.
  2. Click on an action item - note that the File menu now shows on the File Documents page with a list of Documents that contain the selected Action item.
  3. Click on the line (but not the number) of a Document to preview the Content on the right.
  4. Click on the number of a Document to open it (for further action). Return to the File by clicking on the File Number on the top right of the Document page.

 

File Documents List

  1. From the File menu select Documents. Note that some Documents may be listed more than once where they have more than one Action item type.
  2. Click on each Action item to filter the list by the selected item. Click on another Action item twice to filter by the selected item. Click on the item again to stop filtering. Or click the Show All button (top right under the Department Title)
  3. Turn off Show Action items to show the Document list without duplications.
  4. Above the Document list the File Documents can be searched for by Entity (Names or ID) then click Enter. Or by entering the Document Title or Number and clicking the keyboard Space bar or Enter key. Or filter by Document Type or Category.

 

Entity Duplicates

  • Objective: Learn how to review and merge Entity Duplicates.

Entity Duplicates of the File can be managed on the File Duplicates page. Duplicates can occur when the same Entity is created in different Documents or due to a data entry error. The File Duplicates function identifies potential duplicates and enables them to be merged.

  1. Duplicates - open this page from the File menu to check for any potential Duplicate Entity records.
  2. Layout - Note that Potential Duplicates are listed in the left pane with the Entity properties preview on the right. The Duplicate record shows in the Duplicate Preview pane in the middle and the original existing Entity record shows in the right-side pane.
  3. Search or Filter list by Entity Type – Either search for a Potential Entity Duplicate and\or use the Entity Type filter to select the type of Entities to show in the list
  4. View listed Entities - Click on a potential duplicate Entity to preview.
  5. Review Duplicates –while the Entity properties of both the Potential and existing Entity can be previewed on this screen If further checks are required it is recommended to review the Entities profile.
  6. Merge Duplicates (once reviewed) by clicking into the checkbox to the left of the Entity then click ‘Merge Checked Items’ at the top right.
    Note: Merges cannot be undone so ensure Entitles have been fully reviewed and confirmed as duplicates prior to merging.
  7. To remove a Potential Duplicate from the list, select the Entity and click ‘Remove Checked Entities’ .

 

File Users

  1. File Users - open this page to view the user list. Note that at least 1 user record exists for the user that created the File.
  2. To add a User to the File, click the Add User button where any User belonging to the Department (parent to the File) can be selected and then allocated a Role. The User shows as Enabled once the security permissions to the File’s Documents and Entities has been updated
  3. To remove (the newly added) User click the X and confirm. Note that a user cannot remove their own User record.

Recommended Next Topic - Document Module

Download this Training Exercise from this page Training Resources for Download