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Custom Field Type: Upload - Single File Storage

1,049 bytes added, 16:45, 26 November 2018
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<u>'''Field Display'''</u> ==General Description==Stores a single file into a single field. This field type is used to store a single uploaded document.
==Field Illustrated==[[Image:Cf27Cf_sf_ex2.png]]
Stores a single file into a single field. This field type is used to store a single uploaded document.
==Field Options==
===All common options:<br />[[Custom Fields - General===Information #General_Settings|General Settings]]<br />[[Custom Fields - General Information #Role Field Permissions and Status Field Permissions|Permissions & Availability]]<br />[[Custom Fields - General Information #Classic Options|Classic Options]]<br />For further information, please refer to [[Custom Fields – General Information]].<br /><br />Options listed below are specific to this particular field type.
* '''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==={{SecurityOptions}}
*'''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 [[#Online Editing|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.{{EnableOnlineEditing}}
===Field Formatting Options=== {{RealTimeVirusScan}}* '''Style''': '''Bold''', <u>Underline</u>, ''Italic'', <font color="red">Highlight</font> * '''[[Tool Tip]]''': Enter help text to be shown on mouse-over* Other Options'''Read Only''': Checkbox* '''HTML Tag''': Additional attributes to the field HTML tag* '''[[Visibility Condition]]''': Conditions upon which the field is visible ===[[Role Field Permissions|Role - Field Permissions]]===  These [[Role Field Permissions|fields]] allow you to control by [[Role]] who is allowed to view and/or modify the field. ===[[Status Field Permissions|Status - Field Permissions]]=== * ''Only present within the [[Universal Tracking Application]]''These [[Status Field Permissions|fields]] allow you to control by the [[Status]] of the record whether or not the field can be viewed and/or modified.
* '''File Indexing''' – enable file indexing and full text searching using the Lucene full text search engine, which is built into [[SmartSimple]].
* '''Create Optimized Image Version''': If checked, a small version (thumbnail) will be created when the user uploads an image. The thumbnail image will be compressed and restricted to 1024 pixels wide. The thumbnail can be called using the syntax @fieldname.compressedlink@. This feature is intended to improve the load time of pages displaying many high resolution images.
* '''Enable Annotation''' – allows users to add [[PDF Annotation|annotations]] to uploaded PDF documents from within the SmartSimple system.
* '''Disable Email Button''' - Removes the ability of users to e-mail the file directly from within [[SmartSimple]].
* '''Disable Delete''' – suppress the [[User|user’s]] ability to delete any files stored in the field, and manager permission is required by the [[User|user]] to delete an '''Allow Delete Multiple Files Fields'''
* '''Enable Excel Parsing''' - parse an uploaded Excel file and populate mapped fields based on the file's content.
* {{FileTypeRestriction}}
* '''File Name Restriction''' - Allows you to enforce a file naming convention on files uploaded to SmartSimple. See the [[File Name Restriction]] page for more information.
* '''Maximum File Size''' - drop-down with options to allow a limit on the file upload size
* '''Workflow on Upload''' - Allows you to define a [[Workflow]] that will be triggered whenever a file is uploaded to this field.
<!--
<span class="mceNonEditable template" id="bs_template:@@@TPL17@@@" data-bs-name="FileSizeUpload" data-bs-type="template" data-bs-id="17"><span class="mceNonEditable template" id="bs_template:@@@TPL12@@@" data-bs-name=" FileSizeUpload" data-bs-type="template" data-bs-id="12"><span class="mceNonEditable template" id="bs_template:@@@TPL7@@@" data-bs-name=" FileSizeUpload" data-bs-type="template" data-bs-id="7">{{ FileSizeUpload }}</span></span></span>
-->
==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|user]] having permission to access the field).
<u>'''File Types Supported'''</u>
 * 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.
<u>'''Ensuring that PDF Files are searchable'''</u>
 * 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.
<u>'''Indexing after uploading'''</u>
 *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: 
# Locate and edit the [[Custom Field]].
# Click the '''File Index''' check box.
# Click the '''Save''' button.
# Click the '''File Index''' tabbutton in the action bar.
# Click the option button '''Re-index all files in this field now!'''
# Click the '''Save''' button.
<u>'''Disabling a File Index'''</u>
 
* If you wish to disable the '''File Index''' function and no longer make attached files searchable use the following steps:
 
# Locate and edit the [[Custom Field]].
# De-select the '''File Index''' check box.
# Click the '''Save''' button.
# Click the '''File Index''' tabbutton in the action bar.
# Click the option button '''Remove index from all files in this field now!'''
# 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 [[Custom Field Type: Read Only – System Variables|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 File Editing|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.
:[[Image:SFFUndo.png]]
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'''.
 
* '''.value''': the path (URL) of the file
* '''.filename''': lists the name of the file (including extension such as .pdf, .doc etc)
* '''.numOfpages''': if a PDF file is stored in the field the number of pages in the PDF document will be displayed.
* '''.uploadlink''': the URL that can be used to upload a file to the field.
 
===Examples===
Show number of pages:
 
@Contract Document.numOfpages@
 
Upload file function using hyperlink:
 
<a href="@Additional Files.uploadlink@" target="_blank">Click Here to upload</a>
 
Upload file function as a button:
 
<input class="Button" type="button" value="Upload File" />
 
Calculate the length of the uploaded filename (for use in validation, will work for non-PDF file types, will return 0 if no file uploaded).
 
<pre><!--@sscalculation(length("@Budget Upload.filename@"))--></pre>
 
 
==Notes==
* Commas in the file names of uploaded files will be replaced automatically with underscore characters ("_"). This is to prevent errors with JavaScript execution.
 
 
==See Also==
* [[:Category:PDF]]
* [[Indexing Multiple and Single File Fields]]
* [[Validating File Attributes]]
* [[Custom Field Type: Link – Multiple Files]]
 {{CustomFieldPageFooter}}[[Category:Custom FieldsFiles]]
Nancy Sabo
Smartstaff, administrator
421
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Retrieved from ‘https://wiki.smartsimple.com/wiki/Special:MobileDiff/11062...33674’

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