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User Guides

Uploading and managing files

This page has the steps for working with files in the Documents tab: adding them, keeping them up to date, and putting them away when the work is done. For what the tab holds and how versions work, see Documents.

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Upload files​

Select the project in the left panel first, so the files are classified in it.

DocumentsNewUpload a file

  1. Click the file button and choose one or more files. Each file can be up to 100 MB, of any type.
  2. On the File details tab, check the project and add the client, department, category (Document types), industry, or location the files belong to, and a description if needed.
  3. On the Subscribers tab, add the people who should follow the files. On Linked Objects, link them to a task or another record.
  4. Click Save.

Classify a file as you upload it.

To upload many files at once, you can also pack them in a ZIP file, upload it, and extract the files from it in the list.

Create a document or a presentation​

Documents › New › Document or Presentation

  1. Enter the file name.
  2. Write the content in the editor. Its toolbar formats text, adds tables, images, and links, and shows the HTML source.
  3. Click Save.

To change it later, click the pencil in the Actions column of the list.

Upload a new version​

  1. Open the file and click Upload a new version in the Actions panel.
  2. Choose the new file.
  3. Add a Revision comment that says what changed, such as "QA comments addressed".
  4. Click OK.

The earlier version stays in the file's Revisions list.

Block a file while you edit it​

Click Lock in the file's Status column, or open the file and click Block file edition for other users. The status changes to "In use", and other users cannot change the file while you work on it. Click Upload new version in the same column to upload your changes, or click "In use" to release the file without changes.

Change a file's properties​

Select the file in the list and click Edit file properties, or open it and use the same action. You can rename it and change its projects, clients, category, and other classifications, its subscribers, and its linked records.

Download, compress, copy, and put files away​

ToDo this
Download a fileClick the download icon in the Actions column, or Download on the file's page.
Download several files at onceSelect them in the list and click Compress. EVX Software packs them in a ZIP file in the list. Download it, then move the ZIP file to trash so it does not take up space.
Email a fileOpen it and click Send by email.
Copy a fileOpen it and click Copy this file.
Keep a finished file out of the waySelect it and click Archive. Archived files stay available. See Archiving and restoring.
Delete a fileSelect it and click Move to trash. See Trash.

Example: a draft report through QA​

A geologist creates a Phase II report draft as a Word file and uploads it to the project in the Project reports category, with the QA reviewer as a subscriber. The reviewer downloads it, adds comments, and uploads it as a new version with the comment "QA review". The geologist blocks the file, addresses the comments, and uploads the final version, which releases the file. When the project closes, the project manager archives the drafts and keeps the final report in the list.

What you can do next​

  1. Documents for how the list, a document's page, and versions work.
  2. Classifying documents to classify files and control who sees them.
  3. Subscriptions for how subscribers follow a file.
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