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

Stores multiple files into a single This fieldtype is used to store: * Uploaded documents* Uploaded media* Documents that are created using the [[Web Page View]] type field using the '''Store to Server''' option. ==Field Illustrated==View Mode:

This field type is used to store:* Uploaded documents.* Documents that are created using the '''Web Page [[Image:View''' type field using the '''Store to Server''' option-mode_cft. png]] <u>'''Field Options''' </u>Edit Mode:

* '''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* '''[[CaptionImage:Edit_mode_MultiFile.png]]''': The leading question or prologue before the field* '''Track Changes'''==Field Options==All common options: Keeps track of changes made to this field <u>'''File Options'''<br /u><br>[[Image:PDFMerge.PNGCustom Fields – General Information#General_Settings|General Settings]]<br />* '''Allow External Access''' - if there is an externally enabled report 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 using the Lucene full text search engine, which is built into [[SmartSimple]].* '''Enable Online Editing''' - when enabled an '''edit''' button will appear next to the documents in this field that will allow you to edit the documents online. When 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''' Custom Fields – 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 General Information# 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 [[UserPermissions & Availability|user’sPermissions & Availability]] ability to delete any files stored in the field, and manager permission is required by the <br />[[UserCustom Fields – General Information#Classic Options|userClassic Options]] to delete an '''Allow Delete Multiple Files Fields'''.<br />* '''Allow Merging''' - allows the user to select any or all pdf documents in the field For further information, please refer to be merged into a single document. Described [[#Allow Merging (PDF files only)|belowCustom Fields – General Information]] .<br /><ubr />'''Field Formatting Options'''listed below are specific to this particular field type.<br /u> {{SecurityOptions}}{{EnableOnlineEditing}}{{RealTimeVirusScan}}

* ''Other Options'Sort Order''': Lists several options for ordering the files* '''Style''': '''Bold''', <u>Underline</u>, ''Italic'', <font color="red">Highlight</font> * '''[[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

* '''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 '''Allow Delete Multiple Files Fields'''[[Role Field Manager Permissions|Role manager permission]] is required by the [[User|user]] to bypass this restriction.* '''Enable Merging''' - Field Permissionsallows 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 versions 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}}

These [[Role Field Permissions|<pre style="white-space: -o-pre-wrap; word-wrap: break-word;">The ability to delete files from Multiple File fields]] allow you to control by [[Role]] who is allowed granted to view and/or modify roles using the fieldAllow Delete on MultiFile Fields Manager Permission.</pre>

These ==Special Field Options=====[[Status Field Permissions|fieldsIndexing Multiple and Single File Fields]] allow you ===The '''Upload - Multiple Files Storage''' and the '''Upload - Single File Storage''' both support a file index feature. Using this feature provides the ability to search documents attached to the field (subject to control by the [[StatusUser|user]] of the record whether or not having permission to access the field can be viewed and/or modified). ''Only present within the [[Universal Tracking Application]]''

* 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.

* 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.

2. Click the * The '''File Indexindexing''' check boxfunction 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:

3# 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.

2. De-select * If you wish to disable the '''File Index''' check box.function and no longer make attached files searchable use the following steps:

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

4. Click the ===PDF Document Options===<u>'''File IndexAllow Merging ([[:Category:PDF|PDF]] files only)''' tab.</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> 

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