Difference between revisions of "Custom Field Type: Upload - Single File Storage"
From SmartWiki
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[[Image:Cf27.png]] | [[Image:Cf27.png]] | ||
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Stores a single file into a single field. This field type is used to store a single uploaded document. | 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 | * '''Display Order''': The order (relative to other fields) in which this field is displayed | ||
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* '''Track Changes''': Keeps track of changes made to this field (File name, upload date and user name only; file versions are not retained) | * '''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. | + | *'''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]]. | |
| − | '''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 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'') See [[Online File Editing]]. |
| + | * '''Workflow on Upload''' - | ||
| − | + | ===Field Formatting Options=== | |
* '''Style''': '''Bold''', <u>Underline</u>, ''Italic'', <font color="red">Highlight</font> | * '''Style''': '''Bold''', <u>Underline</u>, ''Italic'', <font color="red">Highlight</font> | ||
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* '''[[Visibility Condition]]''': Conditions upon which the field is visible | * '''[[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. | 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]]'' | * ''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. | 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. | ||
| − | + | ||
| + | ==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). | 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). | ||
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6. Click the '''Save''' button. | 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 [[Custom Field Type: Read Only – System Variables|Read Only - System Variables]] field to display additional attributes about the file (called Meta Data). | * 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. | * 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. | * See [[Display Additional File Attributes for PDF Documents]] for details on how this is accomplished. | ||
| + | |||
| + | ===Online Editing=== | ||
| + | * 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: | ||
| + | :[[Image:SFFEdit.png]] | ||
| + | * File checked out by another user: | ||
| + | :[[Image:SFFOut.png]] | ||
| + | |||
| + | ===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'''. | ||
[[Category:Custom Fields]] | [[Category:Custom Fields]] | ||
Revision as of 09:26, 2 October 2009
Field Display
Stores a single file into a single field. This field type is used to store a single uploaded document.
Contents
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 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) See Online File Editing.
- Workflow on Upload -
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
- 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:
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.
