Custom Field Type: Upload - Single File Storage

Field Display

Stores a single file into a single field. This field type is used to store a single uploaded document.

Field Options

General

• Display Order: The order (relative to other fields) in which this field is displayed
• Tab Name: Displays the field under a given tab
• Field Name: The name of the field, used internally to reference the user's input
• Caption: The leading question or prologue before the field
• Button Label: Text to be displayed on the field's button (Default is Lookup...)
• Allow Empty: N/A
• Track Changes: Keeps track of changes made to this field (File name, upload date and user name only; file versions are not retained)

File Options

• Allow External Access - if there is an externally enabled report that includes this Single File field, anyone viewing the report will be able to click on the file names listed on the report for this Single File field and view the underlying file.
• File Index – enables file indexing and full text searching using the Lucene full text search engine that is built into SmartSimple.
• Enable Online Editing - when enabled an edit button will appear next to the document in this field that will allow users to edit the document online. See Below.
• Workflow on Upload - Allows you to define a Workflow that will be triggered whenever a file is uploaded to this field.
• Disable E-mail Button - Removes the ability of users to e-mail the file directly from within SmartSimple.
• No Deletion - Prevents deletion of the file. It can only be replaced with a new file.

Field Formatting Options

• Style: Bold, Underline, Italic, Highlight
• Tool Tip: Enter help text to be shown on mouse-over
• Read Only: Checkbox
• HTML Tag: Additional attributes to the field HTML tag
• Visibility Condition: Conditions upon which the field is visible

Role - Field Permissions

These fields allow you to control by Role who is allowed to view and/or modify the field.

Status - Field Permissions

• Only present within the Universal Tracking Application

These fields allow you to control by the Status of the record whether or not the field can be viewed and/or modified.

Special Field Options

Indexing Multiple and Single File Fields

The Link Multiple File Field and the Link Single File Field both support a file index feature. Using this feature provides the ability to search documents attached to the field (subject to the user having permission to access the field).

File Types Supported

• When you add a document to this file you must make sure that the document can be indexed for searching. The following types of documents are supported: Microsoft Word and Excel, Adobe PDF, HTML and RTF files.

Ensuring that PDF Files are searchable

• If using PDF you must ensure that the files are text-searchable. You can test for this functionality by opening the file with Adobe Acrobat Reader and ensuring that the Select Text tool can be used to select text from the file.

Indexing after uploading

• The indexing function takes place when the file is first uploaded so if you decide to index a file file after the file is uploaded you must re-index the field. Use the following steps to index the field:

1. Locate and edit the Custom Field.
2. Click the File Index check box.
3. Click the Save button.
4. Click the File Index tab.
5. Click the option button Re-index all files in this field now!
6. Click the Save button.

Disabling a File Index

• If you wish to disable the File Index function and no longer make attached files searchable use the following steps:

1. Locate and edit the Custom Field.
2. De-select the File Index check box.
3. Click the Save button.
4. Click the File Index tab.
5. Click the option button Remove index from all files in this field now!
6. Click the Save button.

Display Additional File Attributes for PDF Documents

• If the Single File field is going to store a PDF file, you can also create a Read Only - System Variables field to display additional attributes about the file (called Meta Data).
• The additional attributes that can be extracted and displayed are: author, creator, producer, keywords, subject, title, number of pages, creation date and modified date.
• See Display Additional File Attributes for PDF Documents for details on how this is accomplished.

Online Editing

• When enabled an edit button will appear next to the document stored in this field that will allow users to edit the document online. When the changes are saved the updated document will automatically be saved back into this field. (Note: documents with special characters such as apostrophes in the file name may not be editable)
• If a file is being edited by one user it will be shown as checked out to prevent other users from trying to edit it at the same time.
• With online editing enabled:

• File checked out by another user:

• Global Administrators also have the ability to force a document to be checked back in, in case a user does not check it back in.

See also: Online File Editing.

Emailing Document

• The document stored within this file can be E-mailed from within SmartSimple by clicking the Lookup... button (which may have been re-labelled with the Button Label option described above) and then clicking Email.

See Also

• Category:PDF
• Validating File Attributes