Changes

[[Image:Cf25.png]] <u>'''==General Description'''</u> == Stores This custom field type stores multiple files into a single field. Files can be uploaded individually or in groups.

* '''Allow Empty''': N/A.Uploaded documents* '''Default Text''': N/AUploaded media* '''Options''': N/A* '''Track Changes''': N/A (see version control below)* '''Store To Value''': Yes <u>'''File Options'''</u><br>[[Image:PDFMerge.PNG]]* '''Allow External Access''' - if there is an externally enabled report Documents that includes files in this Multiple Files field, anyone viewing the report will be able to click on the file names listed on the report for this Multiple Files field and view the underlying files. * '''File Indexing''' – enabled file indexing and full text searching are created using the Lucene full text search engine, which is built into [[SmartSimpleWeb Page View]].* '''Enable Online Editing''' - when enabled an '''edit''' button will appear next to the documents in this type field that will allow you to edit the documents online. When using the changes are saved the updated document will automatically be saved back into the appropriate Multiple Files field. (''Note: documents with special characters such as apostrophes in the file name will not be editable'')* '''Keep Version''' – provides for version control over documents added. When a second document with the same name is added the name will be appended with V_# (where # is the version number starting at 1). Similarly if you have enabled Online Editing above the updated version will not overwrite the original but will add one with the next appropriate version number.* '''No Deletion''' – suppress the [[User|user’s]] ability to delete any files stored in the field, and manager permission is required by the [[User|user]] Store to delete an '''Allow Delete Multiple Files Fields'''.* '''Allow MergingServer''' - allows the user to select any or all pdf documents in the field to be merged into a single documentoption. Described [[#Allow Merging (PDF files only)|below]] <u>'''Field Validation'''</u>

* '''Type''': N/A==Field Illustrated==* '''JavaScript Validation'''View Mode: N/A* '''Message''': N/A* '''HTML Tag''': N/A <u>'''Field Formatting Options'''</u>

* '''Height''': N/A '''Measure'''[[Image: '''Default''': * '''Sort Order''': Files can be ordered by '''File Name''', '''File Size''' or '''Updated Date''' (descending)View-mode_cft.png]]* '''Width''': N/A '''Measure''': '''Default''':* '''Number Format''': N/A* '''Style''': Yes* '''Tool Tip'''Edit Mode: Yes

: [[Image:Edit_mode_MultiFile.png]]==Field Options==All common options:<ubr />'''[[Indexing Multiple and Single File Custom Fields– General Information#General_Settings|General Settings]]'''<br /u> [[Custom Fields – General Information#Permissions & Availability|Permissions & Availability]]<br />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 [[UserCustom Fields – General Information#Classic Options|userClassic Options]] having permission <br />For further information, please refer to access the field)[[Custom Fields – General Information]]. <ubr /><br />'''File Types Supported'''Options listed below are specific to this particular field type.<br /u>{{SecurityOptions}}{{EnableOnlineEditing}}{{RealTimeVirusScan}}

* '''File Index''' – enabled 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.<u!--* '''Disable Email Button''' - removes the option to email uploaded documents-->* '''Keep Version''' – provides for version control over documents added. When a second document with the same name is added the name will be appended with V_# (where # is the version number starting at 1). Similarly if you have enabled Online Editing above the updated version will not overwrite the original but will add one with the next appropriate version number.* '''Disable Delete''' – suppress the [[User|user’s]] ability to delete any files stored in the field. The '''Ensuring that Allow Delete Multiple Files Fields''' [[Manager Permissions|manager permission]] is required by the [[User|user]] to bypass this restriction.* '''Enable Merging''' - allows the user to select any or all pdf documents in the field to be merged into a single document. Described [[#PDF Document Options|below]].* '''Document Console''' - Enabling the [[Document Console]] allows the user to easily preview and print the documents contained in the Multiple File field. [[File:Documentconsolefin.jpg|thumb|right|link=|300px|Example of [[Document Console]]]]* '''Auto Convert Documents to PDF on Upload''' - Automatically converts Word Documents into PDF Files are searchableversions of the same document asynchronously.* '''Enable Excel Parsing''' - parse an uploaded Excel files and populate mapped fields based on the files' content see [[Excel_Parser|Excel Parser]].* {{FileTypeRestriction}}* '''Maximum File Size''' - drop-down with options to allow a limit on the file upload size* '''File Name Restriction''' - Allows you to enforce a file naming convention to files uploaded to SmartSimple. See the [[File Name Restriction]] page for more information.* '''Workflow on Upload'''</u>- Allows you to define a [[Workflow]] that will be triggered whenever a file is uploaded to this field.{{Media Library Field Options}}

* If using PDF you must ensure that the files are text<pre style="white-space: -o-pre-wrap; word-wrap: break-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 word;">The ability to select text delete files from Multiple File fields is granted to roles using the fileAllow Delete on MultiFile Fields Manager Permission.</pre>

2. Click ==Special Field Options=====[[Indexing Multiple and Single File Fields]]===The '''Upload - Multiple Files Storage''' and the '''Upload - Single File IndexStorage''' check boxboth 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).

3. Click the <u>'''SaveFile Types Supported''' button.</u>

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

5. Click the option button <u>'''Re-index all files in this field now!Ensuring that PDF Files are searchable'''</u>

6* If using PDF you must ensure that the files are text-searchable. Click You can test for this functionality by opening the file with Adobe Acrobat Reader and ensuring that the '''SaveSelect Text''' button. <u>'''Disabling a File Index'''</u> If you wish tool can be used to disable the '''File Index''' function and no longer make attached files searchable use the following steps: 1. Locate and edit select text from the [[Custom Field]]file.

2. De-select the <u>'''File IndexIndexing after uploading''' check box.</u>

3. Click the * The '''Saveindexing''' buttonfunction takes place when the file is first uploaded so if you decide to index a file after the file is uploaded you must re-index the field.Use the following steps to index the field:

4# Locate and edit the [[Custom Field]].# Click the '''File Index''' check box.# Click the '''Save''' button. # Click the '''File Index''' tab.# Click the option button '''Re-index all files in this field now!'''# Click the '''Save''' button.

5. Click the option button '''Remove index from all files in this field now!''' 6. Click the '''Save''' button. <u>'''NotesDisabling a File Index'''</u>  Files can be uploaded individually or in groups.

When in * If you wish to disable the '''EditFile Index''' Mode, function and no longer make attached files searchable use the following buttons will be displayedsteps:

# Locate and edit the [[Image:Cf26.pngCustom Field]]. # De-select the '''File Index''' check box.# Click the '''Save''' button.To use # Click the '''Multiple FileIndex''' feature requires the use of a Java Applettab. If # Click the [[User|user’s]] computer is not permissioned to run Java applets, then option button '''Remove index from all files in this field now!'''# Click the '''Single fileSave''' upload should be usedbutton.

===PDF Document Options===<u>'''Allow Merging ([[:Category:PDF|PDF]] files only)'''</u>

[[Image:PDFMerge2Mergefile.PNGpng]]* Clicking the '''Merge files''' button will allow you to select which PDF documents that are already stored in the field you wish to merge into a single PDF document, as well as the sequence in which they are merged.

=== '''Note about Merging:''' Any PDF files that have the '''Content Copying''' or '''Content Copying or Extraction''' security restriction in place '''cannot''' be merged. * The settings can be viewed by opening the PDF and clicking File > Document Properties > Security (steps may vary depending on the version of your PDF reader) See also: [[Display Additional File Attributes for PDF Documents]] <u>'''[[Display Additional File Attributes for PDF Documents|Display Additional File Attributes (PDF files only)]]==='''</u> 

{{CustomFieldPageFooter}}[[Category:Custom FieldsFiles]]